Landlord Previous Privacy Notice
Jubb and Cois committed to protecting and processing your personal data in accordance with the General Data Protection Regulations and the Data Protection Act 2018 (the legislation). For the purpose of the legislation and your personal data, Jubb and Cois the Data Controller, Caroline Jubbis the person responsible for data protection and can be contacted at Jubb and Co, 6-8 Old Mill Lane, Barnsley, South Yorkshire, S70 2LA, 01226 730999.
The General Data Protection Regulations are to safeguard your personally identifiable information or personal data. This privacy notice will be regularly reviewed and updated.
The personal data we process may include the information in column A of the attached appendix. Where the provision of data is a statutory, a contractual requirement or a requirement necessary to enter into a contract, a refusal to provide the data may mean that we are unable to provide you with our service.
To ensure that we provide you with the best service possible we will need to collect and retain certain personal data. The data may be collected and processed by those listed in columns B and F. How we source the data is identified in column C.
Lawful basis of processing
Your personal data will be used for the activities in column D. There are six lawful bases for processing your data including consent, a legitimate interest, contract fulfilment, a legal obligation and a vital interest. For each usage of the data the lawful basis of the processing of your data will be identified in column E. A legitimate interest is when we have a business or commercial reason to process your personal data which needs to be balanced with your interests i.e. what is right and best for you.
Where we state that we have a legitimate interest, the fact that we have a legitimate interest and what that legitimate interest is, will be stated in column E, e.g. to keep in touch with you after our business relationship has ended; to seek your consent when we need it to contact you; to provide you with information about lettings.
Online identifiers, IP addresses and cookie identifiers
When you visit our website we may collect information about your computer, including (where available) your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns.
We may obtain information by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:
To estimate our audience size and usage pattern.
To recognise you when you return to our site.
Recipients of personal data
It will be necessary for us to process or share all or some of your personal data with a range of individuals, businesses and organisations and these may include those listed in column F.
Where is the data stored?
Your personal data is stored in the way described in column G and the data is always stored within the European Union or outside of the European Union but with an organisation operating under the General Data Protection Regulations.
Retention period and criteria used to determine the retention period
We will retain some elements of your personal data for up to the time defined in column H after the end of the tenancy. Other information that will enable us to contact you will be kept for as long as we have your consent to process it. The information which can be anonymized will be that which is no longer required for either contractual fulfilment or a legitimate interest. If the lawful basis for processing your data was consent then you may withdraw such consent at any time.
You have a right of access to check your personal data to verify the lawful basis of processing. We are obliged to respond to an access request within 30 days and may not charge a fee unless the request is unfounded, excessive or repetitive. If a fee is charged it is to be a reasonable fee based upon the administrative cost of providing the information.
You have a right to rectification if the data we hold is either inaccurate or incomplete. If your data has been disclosed to third parties then we must inform them of the rectification, where possible.
You have a right to require erasure of your data when consent is our basis of processing (the right to be forgotten). You may request that your personal data be erased, for example, where there is no compelling reason for its continued processing or where you withdraw consent. We will comply with your request unless we have another basis of processing justifying our retaining the data (for example a legal requirement or the defence of a legal claim).
You have some rights to ask us to restrict processing i.e. to block or supress processing where, for example, the data may be incorrect and whilst the accuracy is verified. We are permitted to store the data.
Your right to object
You do have a right to object to further processing of your personal data. We may be required to stop processing unless there is some other legitimate basis of processing such as a legitimate interest or a requirement for the exercise or defence of a legal claim.
Withdrawal of consent
Where the lawful basis for processing is your consent, you may withdraw consent at any time by writing to, Caroline Jubb, Jubb and Co at 6-8 Old Mill Lane, Barnsley, South Yorkshire, S70 2LAor emailing firstname.lastname@example.org.
How to lodge a complaint with the supervisory authority
The supervisory authority responsible for data protection is the Information Commissioners Office (ICO) to whom concerns may be reported by phone on 0303 123 1113 or +44 1625 545 745 if calling from outside the UK, by email using the form on the website ico.org.uk or the livechat function.
|Data controller: Caroline Jubb||Data Subject: Previous Landlords|
|Information held||Who is collecting it?||How is it collected?||Why is it collected (what are we going to do with it?)||Lawful basis for processing||Who will it be shared with?||How is it stored?||When will it be deleted?|
|Column A||Column B||Column C||Column D||Column E||Column F||Column G||Column H|
|Name||Staff||Document pack completed by Landlord||To put on management contracts||Contractual fulfilment||Staff||Paper/ Cloud based software||Six years following the end of business relationship|
|To put on tenancy agreements||Compliance with law||Staff/Tenant||Paper/ Cloud based software||Six years following the end of business relationship|
|To communicate regarding issues/payments for the property||Contractual fulfilment||Staff||Paper/ Cloud based software||Six years following the end of business relationship|
|Home address||Staff||Document pack completed by Landlord||To correspond regarding the property||Contractual fulfilment||Staff||Paper/ Cloud based software||Six years following the end of business relationship|
|To complete court paperwork||Compliance with law||Staff/Her Majestys Court||Paper||Six years following the end of business relationship|
|If requested by tenant this will be given||Compliance with law||Tenant||Paper/ Email||Six years following the end of business relationship|
|Phone number||Staff||Document pack completed by Landlord||To correspond regarding the property||Contractual fulfilment||Staff||Paper/ Cloud based software||Six years following the end of business relationship|
|Staff||Document pack completed by Landlord||To correspond regarding the property||Contractual fulfilment||Staff||Paper/ Cloud based software||Six years following the end of business relationship|
|Rental property address||Staff||Document pack completed by Landlord||For tenancy agreements||Compliance with law||Staff/Tenant||Paper/ Cloud based software||Six years following the end of business relationship|
|For prescribed information||Compliance with law||Staff/Tenant||Paper/ Cloud based software||Six years following the end of business relationship|
|Insurance company||Staff||Document pack completed by Landlord||To assist with any claim (if needed and authorised)||Contractual fulfilment||Staff||Paper/ Cloud based software||Six years following the end of business relationship|
|Mortgage provider||Staff||Document pack completed by Landlord||To assist with queries regarding the property and confirm ownership||Compliance with law||Staff||Paper/ Cloud based software||Six years following the end of business relationship|
|Bank name, account number & sortcode||Staff||Document pack completed by Landlord||To make outstanding payments||Contractual fulfilment||Staff||Paper/Online banking/ Cloud based software||Six years following the end of business relationship|
|Overseas tax approval number||Staff||Document pack completed by Landlord/Email||To assist with tax payments and confirm rental payments||Contractual fulfilment||Staff||Paper/ Cloud based software||Six years following the end of business relationship|