This website is operated by More – The Letting Centre ( “we”, “us”) and this Privacy Policy provides information on how we collect, use, secure, transfer and share your personal data.
We understand that keeping your personal information safe is the foundation to building trust and confidence in More – The Letting Centre as an organisation.
This policy provides clear and concise information about what More – The Letting Centre does with your personal data.
If you are an employee of More – The Letting Centre, we have a separate policy that covers the processing of your personal data.
Introduction
More – The Letting Centre is solely a property rental agency. Our focus is helping Landlords rent out their treasured investment property, guiding them through the compliance and pitfalls and assisting them on matters relating to the tenancy, liaising with the tenants and acting as a representative of the landlord.
We are a limited company by guarantee registered in England and Wales (5043405) and our Registered Office is 4 Carisbrooke Road, Newport, Isle of Wight, PO30 1BL.
We are dedicated to being fully compliant with the General Data Protection Regulation (GDPR), Data Protection Act 2018 and all successor legislation. More – The Letting Centre is registered with the Information Commissioners Office (ICO) as a data controller.
There are seven data protection principles which More – The Letting Centre use to underpin our approach to processing your information as follows:
Processing your information in accordance with the law and being fair and transparent with you
- Clearly identifying our purpose for processing your information and checking any additional purpose is compatible with data protection legislation. We document these purposes and periodically review these purposes.
- Making sure that the information we process is adequate, relevant and limited to what is necessary for the purpose of processing your information
- We take all reasonable steps to make sure the information we hold, and process is accurate and where information is incorrect take remedial action to correct this
- We do not keep information for longer than is required, identifying personal information we no longer need and erase or anonymise information where appropriate
- Ensure that we have appropriate technical security measures in place to maintain the integrity and confidentiality of your information
- It is More – The Letting Centre responsibility to demonstrate our compliance with data protection legislation
What information do we collect?
To be able to provide you with services and support from More – The Letting Centre we must process your personal data. Some of the personal information will be information provided by you directly and there will be additional personal information that More – The Letting Centre collects.
The type of personal data we collect depends on the way you interact and use the More – The Letting Centre services.
Typically, we process your personal data for the following reasons:
- To respond to your enquiries
- To assess and manage your application for a tenancy
- To deliver and manage our services to you
- To maintain and manage effective property management
- To monitor and act upon compliance
- To take pre-contractual and contractual steps with you
- To comply with our legal obligations as an organisation
Information provided by you
You may provide us with information when instructing our services as an agent or applying for or renewing a tenancy, completing forms, communicating with us by phone, registering for communications from us, online or by post, or utilising our services and support. The categories of personal data may include:
- Identity data e.g., your first and last names
- Contact Data e.g., your address, telephone number and email address.
- Financial details e.g., purchase, bank details and transactional information relating to payments, employment details, previous rental details
- Communication data: e.g., emails, letters, social media interactions
- Information that may cause reputational damage to More – The Letting Centre and to prevent fraud e.g., credit history
Information we collect about you
We collect information when you interact with the organisation, use our services seek our support and guidance.
- Applying for a tenancy
- Instructing our agency to rent a property.
- Expressing an interest in a property or our services
- Technical data e.g. how you interact with our websites or other online content
- Information collected on property visits.
Using your personal information
Some of the personal information we use is essential to be able to provide an effective rental service, customer service, information and support. For example, when making an application for a tenancy contact details are essential to be able to progress an application moreover, if you wish to make a complaint about a More – The Letting Centre we will need to use information provided to investigate the complaint thoroughly.
The legal basis More – The Letting Centre relies upon when processing your personal information will depend on the information provided and the original processing purpose If we use your personal information for a different purpose, we will inform you and gain your consent if appropriate.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
- Your consent. Where consent has been given, you are able to remove your consent at any time. You can do this by contacting us.
- We have a contractual obligation.
- We have a legal obligation.
- We have a vital interest.
- We need it to perform a public task.
- We have a legitimate interest.
We may contact you with emails containing guidance, sector information or changes, potential properties or other property related information if you wish to opt out then please email us at info@moretolet.com
Information sharing
Where necessary and in accordance with data protection legislation we share information internally between the staff and with third parties as required for effective property management and where we have a legal basis to do so.
We share information where there is a legal, regulatory or professional obligation to disclose your personal information, in order to apply the relevant rules and/or to protect the rights, property or safety of our staff and clients past and present.
We may also be required to share information with Regulatory authorities, law enforcement agencies and courts, or in the event of a transfer or acquisition of all or a part of our organisation.
Third party (Sub-Processor) organisations
For our general day-to-day data processing activities, we use third-party organisations to help us administer and monitor the services we provide:
- for the provision of software services to enable the management of our services and office administration
- for financial accounting
- to share newsletters, promotional detail, industry news or other information that maybe of interest to you
- to help us improve our services
- for the administration of our website and customer interactions
- for any legal guidance in the provision of our services
Access to your personal information is only allowed when required by the law or is required as part our fulfilling our service obligations. We do not, and will never, sell your personal information with other third parties.
How long we keep your information for
We will only keep your information for as long as necessary to perform our obligations and to fulfil the original processing purpose. Based on the legal basis we may need to keep some information for longer i.e., to comply with tax and accounting law and in some cases, we will anonymise your information so that it can no longer be associated with you.
When establishing our Retention Schedule, we consider the legal basis, sensitivity of information, the type of information and once the retention period has ended how we deal with the information.
Keeping your data correct
We are committed to keeping your information up to date. If you believe that we have made an error, then please contact us as we have outlined below and we will use reasonable endeavours to correct.
Keeping your information safe and secure
We are committed to keeping customers’ personal information secure to protect it from being inappropriately or accidentally accessed, used, shared or destroyed, and against it being lost. We endeavour to ensure that our suppliers take similar steps to keep your data secure. We take organisational measures to keep information secure and provide regular training for staff on data protection
Cookies
Our website does not use cookies
Your data protection rights
Your rights under the data protection legislation are as follows.
- Your right of access – You have the right to ask us for copies of your personal information.
- Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
- Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
- Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
- Rights related to automated decision-making including profiling – You have the right not to be subject to a decision based solely on automated processing, including profiling.
You are not required to pay any charge for exercising your rights. If you make a request, we have a calendar month to respond to you.
Complaints
If you are unhappy with how your information is being processed and wish to make a complaint, please contact:
Data Protection Officer, 4 Carisbrooke Road, Newport, Isle of Wight, PO30 1BL
info@moretolet.com
If you remain unsatisfied you can make a complaint to the Information Commissioner (ICO):
Information Commissioner’s Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
ico.org.uk/make-a-complaint/
Changes to this policy
We reserve the right to amend this policy at any time. Please check back regularly to see if there have been any updates. It was amended last in June 2023.
Any questions on this policy or how Propertymark handles personal information please contact our Data Protection Officer.
