Privacy Notice

1. Introduction

Click Properties & Letting Limited ("we", "us", or "our") is committed to upholding the highest standards of data privacy. This Privacy Notice outlines how we collect, utilise, and disclose your personal data in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection laws. It encompasses all information we gather through website interactions, email, telephone communication, and in-person meetings.

2. Personal Data We Collect

The following categories of personal data may be collected about you:

Contact Information: Full name, email address, phone number, and postal address. This
information is essential for us to maintain communication with you regarding your tenancy,
including rent payments, property inspections, and crucial updates
Identification Information: Photographic identification (for Right to Rent checks), date of
birth, and national insurance number (for credit checks with your explicit consent). We
require this information to comply with legal requirements and to assess your suitability as a
tenant. Right to Rent checks are mandated by law in England to prevent unlawful
immigration. Credit checks, however, are only conducted with your express consent to
obtain a more comprehensive financial picture.
Financial Information: Bank details (solely for processing rent payments and deposits). We
handle your financial information with the utmost care and security, utilising it only for the
purpose of managing your tenancy finances.
Employment Information: Employer details and income verification (for tenancy application
purposes). This information helps us assess your financial stability and ability to meet rental
obligations.
Next of Kin Information: Contact details for your designated next of kin (for emergency
situations only). Having this information on hand allows us to reach out to your designated
contact in case of an emergency.
Tenancy Information: Details pertaining to your tenancy agreement, including rent
payments, maintenance records, and property-related communication. We maintain
detailed records of your tenancy to ensure smooth communication, efficient management of
the property, and adherence to the terms of the tenancy agreement.

3. Purposes of Data Use

We utilise your personal data for the following legitimate purposes:

Processing tenancy applications and managing tenancy agreements effectively. Your data
is vital for assessing applications, finalising tenancy agreements, and ensuring a smooth
and well-managed rental experience.
Conducting Right to Rent checks as mandated by law (applicable in England only). These
checks are a legal requirement to prevent unlawful immigration and protect both landlords
and tenants.
Performing credit checks and reference checks, subject to your express consent. Credit
checks provide us with a clearer picture of your financial standing, while reference checks
help us verify your suitability as a tenant. However, we will only conduct these checks after
obtaining your explicit consent.
Facilitating repairs and maintenance for the property in question. Your contact information
and tenancy details are essential for coordinating repairs and maintenance requests within
the property you are renting.
Maintaining clear communication regarding your tenancy, encompassing rent payments,
property inspections, and crucial updates. We prioritise keeping you informed about all
tenancy-related matters to ensure a transparent and hassle-free experience.
Complying with all legal and regulatory obligations. In some instances, the law mandates us
to collect and retain specific information. We will always comply with such legal
requirements.

4. Legal Basis for Processing

We process your personal data solely when a legal basis exists to do so. This legal basis hinges
on the specific data and its intended use. The most common legal bases we rely upon include:

Contract: Fulfilling a contractual agreement with you, such as your tenancy agreement,
necessitates processing your data. This allows us to uphold our side of the agreement and
provide the tenancy services you are entitled to.
Legal Obligation: Compliance with legal mandates to collect or share your information, such
as for Right to Rent checks, compels data processing. We are required by law to comply
with these regulations.
Legitimate Interests: We possess a legitimate interest in processing your data, provided it is
balanced against the impact on your rights. For instance, this may involve using your
contact details to send information about similar properties or services we offer, but we will
always provide you with an option to opt-out of such communications.

5. Data Sharing

We may share your personal data with authorised third parties, including:

Landlords: We share your data with landlords to facilitate tenancy management and ensure
they are kept informed about their property.
Credit reference agencies (with your explicit consent): Credit reference agencies are only
involved if you provide your express consent for a credit check.
Third-party service providers who assist us in tenancy management, such as maintenance
contractors: Sharing your data with trusted contractors allows us to efficiently manage
repairs and maintenance within the property.
Regulatory bodies, if mandated by law: We will disclose your data to regulatory bodies if
compelled to do so by law.

6. Data Categories and Retention Periods

The following table details the categories of personal data we collect and the corresponding retention periods:

Data Category

Purpose for Processing

Retention Period

Personal Information (Name, Contact Details

Tenancy Applications and Manageme

Three (3) years after tenancy termination, unless legal requirements dictate otherwise. This allows us to efficiently handle potential future tenancies with the same individual or address disputes arising from past tenancies.

Financial Information (Income, Bank Details

Tenancy Applications and Rent Collection

Six (6) years after tenancy termination. We are required to retain financial records for this period for tax and accounting purposes.

Right to Rent Checks

Legal compliance

Minimum of one (1) year after the check, or longer if legal requirements apply. We are obligated by law to retain proof of Right to Rent checks for a minimum period.

Communication Records (Emails, Phone Logs)

Tenancy Management and Enquiries

One (1) year after tenancy termination, unless containing significant legal information. Communication records help us maintain a clear history of interactions with tenants for reference during the tenancy and for a reasonable period afterwards. However, we anonymise non-essential communication records after one year to minimise storage.

7. Justification for Data Retention

We retain your personal data only for as long as necessary for the following reasons:

Legal Compliance: We are obligated to comply with relevant laws, such as tax regulations
and Right to Rent checks. Retention periods may be dictated by these legal requirements.
Tenancy Management: Efficiently managing tenancies requires access to past information.
This could be necessary for handling potential disputes or future tenancies with the same
individual.
Legitimate Business Interests: We may anonymise your data for internal research purposes
to improve our services. This helps us understand our customer base and tailor our offerings
more effectively, but it won’t involve any data that could personally identify you.

Data Deletion Process
Upon reaching the designated retention period, your personal data will be securely deleted or
anonymised. This process may involve:

Secure deletion of electronic records from our systems.
Secure shredding of physical documents to ensure they cannot be reconstructed.

8. Your Rights

The General Data Protection Regulation (GDPR) affords you certain rights regarding your personal
data. You have the right to request access to your personal data and, subject to legal and
regulatory limitations, request its deletion. Please contact us to exercise these rights.

Version Control
This policy is V1.00, effective 21/03/2024

Privacy Notice

1. Introduction

Data Category

Purpose for Processing

Retention Period

Company

Services

Contact

Legal