Jarlands ("we", "us") is committed to protecting and respecting your privacy, and complying with The Data Protection Act 1998 and the EU General Data Protection Regulation (GDPR). This policy sets out the basis on which any personal data that we collect from you, or that you provide to us, will be processed. Please review this policy carefully to understand our views and practices regarding your personal data and how it will be treated.
Information We May Collect From You
In order to provide you with best service we can we may collect the following data from you:
Information you give us.
When you fill out and submit forms on our website (www.jarlands.com), such as registration, contact or viewing/valuation request forms, or contact us via email or phone, then you may provide us with personal information. This information may include your name, address, phone number and email address, or your property search criteria.
Information we collect about you.
When you visit this website we may collect technical information from you such as your IP address, browser and version, along with analytic information about your visit such as the full Uniform Resource Locators (URL) clickstream to, through and from the website and time spent on each page. This information is anonymous and cannot be used to personally identify you.
A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you accept our Cookie notice. Cookies contain information that is transferred to your computer's hard drive.
When you visit our website, we use Analytics performance cookies to collect information so that we can analyse how you use our website. These cookies don't collect information that identifies you. All information these cookies collect is anonymous and is only used to improve how our website works.
You can delete existing cookies off your hard drive and choose to block new cookies from our website. You can find out how to do this by visiting http://www.allaboutcookies.org/manage-cookies/.
How to opt out of Analytics
Uses Made of the Information
We use information held about you in the following ways:
Information you give us. We will use this information to help us:
- carry out our obligations arising from any contracts entered into between you and us and to provide you with the information and services that you request from us
- send you details of any properties that match your criteria
- notify you of any changes to our services which may affect you
- ensure that our website is presented in the most effective way for you and the device you are using to access it
Information we collect from you. We will use this information to help us:
- administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes
- improve the way content on our website is presented to you and the device you are using to access it
- keep our website safe and secure
Disclosure of Your Information
We may share your information with any members or subsidiaries of Jarlands as defined in section 1159 of the UK Companies Act 2006.
We may also share your information with the following third parties:
- business partners, suppliers and sub-contractors for the performance of any contract we enter into with them or you
- analytics and search engine providers that assist us in the improvement and optimisation of our website
Where We Store Your Personal Data
The data that we collect from you will be transferred to, and stored at, a destination within the European Economic Area ("EEA").
Unfortunately, the transmission of information via the internet is not completely secure. Although we will implement measures to protect your personal data, we cannot guarantee the security of your data transmitted to our site; consequently, please note that we do not accept any responsibility for any risks in transmission of data (to the extent that such liability can be lawfully excluded). Once we have received your information, we will use procedures and security features to seek to prevent unauthorised access.
You have the right to opt-in to marketing and to subsequently ask us not to process your personal data for marketing purposes. You can opt-in to marketing by checking certain boxes on appropriate forms which we use to collect your data. You can exercise the right to subsequently opt-out of marketing at any time by informing us of this by contacting us at email@example.com.
Our website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to those third party websites.
Access to Information
The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.
Privacy Notice Specific to Tenants and rental applications
Important Privacy Information Consent Form When applying for a tenancy or renting a property from us, the information with which you provide us shall be used in the following ways.
We wish to take this opportunity to inform you how we hold Applicant and Tenant information, why we hold such and inform you of your rights with regards to the information we hold in compliance with General Data Protection Regulation (EU GDPR 2016/679 applicable 25th May 2018). The only data stored is the data you have provided to us to process an application for a tenancy, or the data required so we can process an application for or manage/end a tenancy on your behalf.
Digital data is held securely using password and data encryption techniques with other forms of data secured under lock and key. All data is held securely at UK locations.
Definitions - in this document if we say “We”, “Us” or “Our” this means the Landlord/Letting Agent. If we say “You” or “Your” this means the Applicants, Tenants and your representatives. Third parties means appropriate, required or relevant other persons, companies, organisations that may need to be contacted or engaged so we may effectively manage a tenancy or application for a tenancy. Why do we collect and retain information on you?
In order for us to provide a service to you we are required to obtain information, without such information we may not be able to perform our duties in terms of contractual and legal requirements of processing an application for or managing a tenancy for you. Examples of information we collect and retain:-
All data provided by you in your Tenancy application form and information provided by your referees is kept, without such we cannot make an informed decision to grant you a tenancy. Such personal and sensitive information includes:- your name, address, employment details such as payslips, nationality, date of birth, national insurance number, contact numbers, photo identification and financial information such as banking statements may also be retained.
To ensure we can effectively vet your request for a tenancy we may be required to share this information with third parties.
• Referees as specified by yourselves
• External vetting Agencies such as credit bureaus
• Where required we may seek rental guarantee or and legal protection cover insurance
• We are legally obliged to verify “Right to Rent” of all occupants as required by the Immigration Act
• Processing of Housing Benefit, Universal Credit or similar applications Where a Tenancy is granted -.
Only required information may be shared with third parties that is essential for them to perform their duties, such as providers of services that may be required for you to enjoy your home (Council Tax, Utility Providers and third-party suppliers such as Gas Safety Engineers, plumbers, electricians, maintenance/tradesmen and other such parties) as and when required to ensure we provide a quality experience when renting from us.
Financial Information – Such as your payment details so payments maybe processed. Ending a tenancy – Should it be required such information may be passed to third parties as an example for your next landlord reference or to lawfully bring a tenancy to an end.
Third parties may include Deposit Schemes, Solicitors, Courts, Council Tax, Department of Works and Pensions, Providers/suppliers who may require final readings/exit dates. Where a lawful claim exists, your details may be passed to Debtor Tracers & Debt Collection Agencies. When will the information held be deleted? In the event a tenancy is not granted such shall be deleted up to a maximum of 12 months after your application has been withdrawn or declined.
Where a tenancy is granted, such shall be retained for a maximum of 7 years after the tenancy has ended. What happens if the way the information is processed should change. In the event we change our working processes or obtain additional information not covered by this privacy agreement we shall inform you within 30 days, such may arise as an example the landlord sells the property to a new Landlord, or legislation may change, and the property owner/ agent be required to disclose tenant details not previously required. You have the right to withdraw your consent. You have a right to see the information we hold, update it, change it and delete it
To assist us with your query in the first instance please contact our Data Controller. Please be specific in what you are asking us to do and why you wish us to do such.
Provided such does not compromise our requirement to fulfil our obligations we shall assist accordingly. In the event we are unable to fulfil your request we shall inform you as to why and what further complaint procedures are available to you.
Such as your right to contact the Information Commissioner’s Office for contact details see www.ico.org.uk
Any questions relating to this notice and our privacy practices should be sent to Our Data controller is Derrick Estates Limited.
Our Data Protection Officer is Mark Derrick Where applicable Our registration Number ZA449473 Our Address is 187a South Coast Road Peacehaven, East Sussex BN10 8NS