Fair Processing Notice
     Property Management Services

         Adopted 1st May 2018 - ongoing with Annual Policy renewal 

This notice explains what information we collect, when we collect it and how we use this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.  

Who am I?
Property Management Services, Tudor Lane, Llandrindod Wells, LD1 5UL take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.

We are notified as a Data Controller with the Office of the Information Commissioner under registration number ZA356389 and we are the data controller of any personal data that you provide to us.
Our Data Protection Officer is Briony Loder, Property Management Services, Tudor Lane, Llandrindod Wells, LD1 5UL.
Any questions relating to this notice and our privacy practices should be sent to Property Management Services, Tudor Lane, Llandrindod Wells, LD1 5UL.


How we collect information from you and what information we collect
We collect information about you:
●    From your application for accommodation

We collect the following information about you:
●    Tenant name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, family members, next of kin, contact details for next of kin, name of university or college where you are studying (if applicable), the name of friends that you are staying with (if applicable)
●    Guarantor/referee name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality
●    Property address; term, rent, deposit, utility and service responsibilities
●    The employment status of tenants and/or guarantors, address, contact details (including email, phone and fax numbers) of the employer, length of employment, salary information, and any other income received
●    Bank account details of the tenant, including account number and sort code, and any hire purchase/loan agreements/debts/credit cards or store cards that you have; and
●    Any welfare benefits that you may be eligible for, or are currently on. Any information relation to previous housing benefit claims in the area.

Why we need this information about you and how it will be used
We need your information and will use your information:

•    to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;
•    to enable us to supply you with the services and information which you have requested;
•    to help you to manage your tenancy;
•    to carry out due diligence on any prospective tenant, including whether there is any money judgements against them, or any history of bankruptcy or insolvency;
•    to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;
•    to contact you in order to send you details of any changes to our or supplies which may affect you; and
•    for all other purposes consistent with the proper performance of our operations and business.
•    in relation to emergency situations relating to your tenancy.

Sharing of Your Information
The information you provide to us will be treated by me as confidential [and will be processed only by any third party, acting on my behalf, within the UK]  We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:

●    To carry out due diligence on you as a prospective tenant/ guarantor, including but not limited to the carrying out of affordability checks, due diligence checks and the obtaining of references from relevant parties, whose data you have provided;
●    If you request so, your information shall be disclosed in order to determine if there are any money judgements against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency;
●    If you are unable to make payments under your tenancy, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a tenant; and
●    In the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, or any other relevant person or organisation in connection with this.
●    As you are aware we deal closely with the local authority sharing information in relation to your housing benefit/council tax and will continue to do so to ensure your tenancy runs smoothly.
●    To enable us to carry out our duties as Landlords when necessary we will share your contact details with PMS Staff, contractors, Gas Safety Operator, and any other relevant parties in relation to works required, or issues at the property.
We may also share your personal data when we believe, in good faith, that we have an obligation to: (i) respond to duly authorized information requests of law enforcement agencies, regulators, courts and other public authorities including to meet national security or other law enforcement requirements; (ii) comply with any law, regulation, subpoena, or court order; (iii) investigate and help prevent security threats, fraud or other criminal or malicious activity.

Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.

When you give us information we take steps to make sure that your personal information is kept secure and safe.

How long we will keep your information
•    Data is stored for duration of tenancy
•    We retain your data for 1 year at the end of tenancy under the Right to Rent requirement.  
•    Data is stored for 7 years for Financial Accounts

We review our data retention periods regularly and will only hold your personal data for as
long as is necessary for the relevant activity, or as required by law.

Your Rights
You have the right at any time to:

●    ask for a copy of the information about you held by us in our records
●    require us to correct any inaccuracies in your information
●    make a request to us to delete what personal data of yours we hold
●    object to receiving any marketing communications from us

If you would like to exercise any of your rights above please contact us at Property Management Services.

Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information.  The Information Commissioner’s contact details are noted below:
Information Commissioner's Office
2nd floor, Churchill House
Churchill Way, Cardiff, CF10 2HH
Telephone: 029 2067 8400
Email: This email address is being protected from spambots. You need JavaScript enabled to view it.

The accuracy of your information is important to us - please help us keep our records updated by informing us of any changes to your email address, phone number and any other contact details.

Signed:         B Loder

Date:          6/7/18