Privacy Policy
This privacy policy sets out how Westpine Property Lettings Ltd uses and protects any information that you give to us when you use this website, contact our agency or in any transactions with us.
This website (www.westpinelettings.com) belongs to Westpine Property Lettings Ltd, trading as Westpine Property Lettings & Management. Our registered office is 87 Winter Hey Lane, Horwich, Bolton, BL6 7PA (Registered Company 08348910).
Under the General Data Protection Regulation, valid from 25th May 2018, Westpine Property Lettings Ltd is committed to ensuring that your personal data is protected and complied with in the appropriate manner. You can be assured that your personal data will only be used in accordance with this privacy policy.
What information we collect about you
We collect personal information when you complete a viewing or valuation request form on this website and submit this information to be sent to Westpine Property Lettings Ltd. We only collect the following limited personal data about you through this method:-
- Your name
- Your current address
- Your telephone number
- Your email address
- An address of another property you own
Additional personal data may be collected from you and processed if you book a property valuation, book a property viewing, apply for a rental property or use the services of Westpine Property Lettings Ltd to rent and/or manage your rental property. Personal data which may be collected for these purposes include:-
- Any previous names
- Any previous addresses covering the last 3 year period
- Your Date of Birth
- Your Residential Status
- Your Marital Status
- Your National Insurance number
- Your current Employers contact details
- Your current Landlord contact details
- Photographic I.D*
- Passport / Visas*
- Bank statements*
- Wage slips*
- Proof of home ownership*
- Your current salary / employment details
- Your Accountant’s details
- Your bank account details
- Your credit history and rating
(*copies of these documents)
Website usage information is collected about you via website cookies. A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual, operate to your needs, likes and dislikes by remembering information about your preferences. We use traffic log cookies to identify which pages are being used to help us improve our website and the customer experience. We only use this information for statistical analysis purposes and then the data is removed from the system. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us. You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can modify your browser setting to decline cookies if this is your preference. In some circumstances, this can affect you being able to access the full website.
What is our purpose of processing your data?
The majority of the above personal data is provided directly by you under the normal course of business to register your details on our records to ensure that Westpine Property Lettings Ltd can carry out the service you have requested or fulfil their contractual obligation to you. This includes booking an appointment to view a rental property being advertised by us, registering on our property mailing list for any properties which may interest you upon direct request, booking an appointment for us to value your rental property, marketing your property on the rental market and / or managing your rental property. The relevant personal data is then used by Westpine Property Lettings Ltd to provide the service you have requested and to communicate with you on any matter relating to the provision of the service.
Some personal data may be supplied to us by a third party (e.g. referencing company) once you have consented to us contacting them to obtain the information required to complete our service to you. Only information that is necessary for Westpine Property Lettings Ltd to carry out the service / duties is requested from third parties.
What is our legal basis for processing your data?
We will process and /or store your personal data:-
- To comply with our legal and regulatory obligations;
- To perform our duties under a contract with you or take steps upon your request before entering into a contract with you;
- To fulfil our legitimate interests of being able to deploy the service requested by you;
- To defend our legal rights
What are our legitimate interests in the processing?
We use the personal data provided to Westpine Property Lettings Ltd to provide the service you have requested from us. Your personal data will also be processed to carry out the necessary credit checks / referencing checks when you apply for a property through Westpine Property Lettings Ltd.
The information processed is that which you provide to us on your Application Form, to ensure that you can proceed into tenancy. Only information which is necessary to carry out the referencing checks will be processed.
Who will your personal data be shared with?
We do not sell or otherwise disclose personal data held by Westpine Property Lettings Ltd to any third parties other than those set out in this privacy policy.
Westpine Property Lettings Ltd and its staff members will process and have access to the personal data held by us. All staff members have undergone training in the proper manner of processing your data and abide by confidentiality.
Your personal data will be passed onto a dedicated referencing company to complete the referencing process. Westpine Property Lettings Ltd have taken necessary steps and entered into a General Data Protection Regulation compliant contract with the referencing companies we work with to obtain referencing checks.
Your personal data will be passed onto the Deposit Protection Service (D.P.S) to register any deposit of tenancy. This is to ensure that Westpine Property Lettings Ltd is handling the deposit in a legally compliant manner.
Your personal data may be passed onto a Gas Safe Registered engineer (or other relevant contractor) during the period of tenancy for the purpose of allowing the engineer to arrange access into your property to complete an annual Gas Safety Certificate or necessary work to uphold the health and safety of the property. This is to ensure that Westpine Property Lettings Ltd is abiding by legal requirements.
Your personal data will be passed onto Utility Companies whom supply the gas/electricity/water and council tax for the property. This forms part of our service provided to our clients and incoming/outgoing tenants are advised that their necessary data will be passed onto these companies to open/close their accounts.
Your personal data may be passed onto a local law firm if court action is pursued against you to ensure Westpine Property Lettings Ltd is abiding by any legal requirements of the court.
Your personal data will be stored on a ‘cloud based’ storage facility and reasonable measures have been taken to ensure the security of the storage facility providers protection by Westpine Property Lettings Ltd.
How long will your personal data be retained for?
Your personal data will only be retained by Westpine Property Lettings Ltd for as long as necessary for the purpose it is being processed for, unless there are legal requirements on us to hold the information for longer. The retention period will vary depending on the purpose the personal data was provided and the legal basis of the processing.
Client’s personal data will be deleted from all our records 7 years after the expiry of the client using our services / end of contract.
Applicant’s (inclusive of Guarantor’s) personal data will be deleted from all our records one month after a viewing appointment / enquiry, unless the applicant proceeds to referencing / tenancy. Personal data from an Application Form will be securely discarded 1 year if the referencing checks failed or the applicant did not proceed into tenancy.
Tenant’s and Guarantor’s personal data will be deleted from all our records 7 years after the expiry of tenancy.
Links to other sites
Westpine Property Lettings Ltd may provide links to third party websites, either on their website or correspondence with you. As we hold no control other these websites, we strongly encourage you to review the privacy policy of these third party sites. Any information that is supplied on these sites will not be within our control and we cannot take responsibility for their privacy policy and the practices of these.
Your Rights
Under the General Data Protection Regulation, you hold the following rights in relation to your personal data being processed / stored by us:
- Right to be informed about the collection and use of your personal data
- Right to access - You have a right to access the personal data being held about you by Westpine Property Lettings Ltd.
- Right to rectification - Where there is an inaccuracy in the personal data about you being held by Westpine Property Lettings Ltd, you have a right to request that this data is corrected or updated. Westpine Property Lettings Ltd will update any third parties that have been legally passed on this information to ensure that their records are also updated.
- Right to be forgotten - You have the right to object to our processing or storage of your personal data or to ask Westpine Property Lettings Ltd to delete or remove your personal data from our records if there is no need for us to keep it. We will abide by your request and remove the relevant personal data, unless we need to retain it to abide by our legal requirements, the information is required to be retained to exercise or defend a legal claim or we continue to hold a legitimate interest in retaining the information which overrides your ‘Right to be forgotten’.
- Right to restrict or prevent the processing of your personal data or to object to its use for a particular purpose
- Right to data portability – You have the right to request the information being held about you by Westpine Property Lettings Ltd to use this information to re-use with another organisation or service.
If you would like to receive copies of the information held, to request the data is updated, deleted or restricted in its use, a request must be made to info@westpinelettings.com or in writing to Westpine Property Lettings & Management, 87 Winter Hey Lane, Horwich, Bolton, BL6 7PA. Please note that you will be requested to verify your identity using reasonable means before any information will be released to you, updated or deleted.
How to contact us
Please contact us if you have any questions about our privacy policy or the personal data we hold about you via email: info@westpinelettings.com or write to: Westpine Property Lettings & Management, 87 Winter Hey Lane, Horwich, Bolton, BL6 7PA.
Your right to make a complaint
If you believe that your data is not being processing or stored in a way that is compliant with the General Data Protection Regulation, please contact Westpine’s Data Officer to discuss further:
Michelle Leatham
87 Winter Hey Lane, Horwich, Bolton, BL6 7PA
01205 694121
michelle@westpinelettings.com
In the event of a data breach, Westpine Property Lettings Ltd shall ensure that our obligations under the General Data Protection Regulation is complied with and report this to the relevant authority. If this is not resolved to your satisfaction, you have a right to make a complaint about how we are processing your personal data to the Information Commissioner: https://ico.org.uk/concerns/ or write to:-
Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113.
Updates
This privacy policy is effective from 25th May 2018. We keep our privacy policy under regular review and any updates to it will be placed on our website. It is recommended that you check back at regular intervals for any updates which may affect you.
