FAIR PROCESSING NOTICE

​

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 are we?

Philip J Guimaraens and Chichester Student Homes Limited 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 numbers ZA357227, ZA390396 and ZA623927 and we are the data controllers of any personal data that you provide to us.

 

Our Data Protection Officer is Philip J Guimaraens, email chichesterstudenthomes@gmail.com and correspondence address is Woodlands, Copse Lane, Walberton, Arundel, West Sussex, BN180QH.

 

Any questions relating to this notice and our privacy practices should be sent to chichesterstudenthomes@gmail.com or by post to the above address.  

 

How we collect information from you and what information I collect

We collect information about you:

● From your application for accommodation

● From your use of the NLA Forms downloaded and completed from the NLA website (including but not limited to creating tenancy agreements, guarantor agreements, or notice).

 

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, 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) and Passport/Driving licence and ID information; 

● Guarantor name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin (if applicable) and information to confirm ID; 

● 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/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received; 

● Bank account details of the tenant, including account number and sort code, and any hire purchase/loan agreements/credit cards or store cards that you have; and

● Any welfare benefits that you may be eligible for or are currently on. 

 

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 comply with our legal obligations including Right to Rent, HMRC and compliance with other regulation and legislation including that by local councils in connection with HMO’s and Landlord Accreditation.

● to carry out due diligence on any prospective tenant, and their Guarantor including whether there are any money judgements against them, or any history of bankruptcy or insolvency and to check their property ownership status at Land Registry.

● 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 supplies which may affect you; and

● for all other purposes consistent with the proper performance of our operations and business.

 

Sharing of Your Information

The information you provide to us will be treated by us as confidential and will be processed only by any third party, acting on my behalf, within the UK/EEA. 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:

 

● If we enter into a joint venture with or merged with a business entity, your information may be disclosed to our new business partners or owners;

● 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, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this.

● If you agree, we may pass your name and telephone contact to Tradesmen we use, such as electricians, plumbers etc so that they may contact you to arrange to attend to carry out maintenance and repairs at a time convenient to you.

● In connection with registrations with the local council/ University for licences to operate as an HMO or as Accredited Landlords or in connection with Mortgage Applications we may have to give names of current tenants. 

 

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.

 

Transfers outside the UK and Europe

Your information will only be stored within the UK and EEA]

 

Security

When you give us information/we take steps to make sure that your personal information is kept secure and safe. A separate Data Processing Policy is available, and should you require a copy then please contact the Data Processing Officer whose details are above. 

Our procedures include the following:

·       All electronic devices used for the storage to data are password protected, have internet security including firewalls and are regularly backed up.

·       All data stored on external cloud-based storage is also password protected.

·       All hard copies are stored in a fireproof and locked cabinet in our office together with any electronic backups from hard drives.

 

How long we will keep your information

We review my 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 (we may be legally 

required to hold some types of information), or as set out in any relevant contract I have 

with you. 

 

Our full retention schedule is available at in our Data Protection Policy, a copy of which is available from our Data Processing Officer.

 

Your Rights

You have the right at any time to:

● ask for a copy of the information about you held by us in my records;

● require us to correct any inaccuracies in your information; 

● make a request to me/ us to delete what personal data of yours we hold; and

● object to receiving any marketing communications from us. 

 

If you would like to exercise any of your rights above, please contact us at melanieguimaraens@btinternet.com

 

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:

​

England:

Information Commissioner's Office

Wycliffe House, Water Lane

Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113

Email: casework@ico.org.uk

 

Scotland:

The Information Commissioner’s Office – Scotland

45 Melville Street, Edinburgh, EH3 7HL

Telephone: 0131 244 9001

Email: Scotland@ico.org.uk

 

Wales:

Information Commissioner's Office

2nd floor, Churchill House

Churchill way, Cardiff, CF10 2HH

Telephone: 029 2067 8400

Email: wales@ico.org.uk

 

Northern Ireland:

Information Commissioner's Office

3rd Floor, 14 Cromac Place

Belfast, BT7 2JB

Telephone: 028 9027 8757

Email: ni@ico.org.uk

 

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 and other contact details.