WELLINGTON LETTINGS LIMITED PRIVACY POLICY

We respect your privacy!

Summary

This privacy policy is a public document and is available to anyone. The purpose of it is to explain how Wellington Lettings Limited obtains and processes personal information/data. We are a registered company.

Registered Address: 57 Ilkeston Road, Lenton, Nottingham, NG7 1NL

Company No. 11306434

VAT Registration No. 313 1935 30

Property Redress Scheme: The Property Ombudsman

Client Money Protection Provided by CMP Membership Number: CMP002647

We are also registered with the Information Commissioner’s Office (ICO).

ICO Registration No. ZA285681

Who are Wellington Lettings Limited.

Wellington Lettings Limited are a relatively new property letting provider with an impressive student let portfolio in the city of Nottingham, which attracts students attending both University of Nottingham and Nottingham Trent University.

The office is located at 57 Ilkeston Road, Nottingham, NG7 3GR.

Telephone: 0115 8370606

Personal Identification Information.

We may collect personal identification information from a variety of sources, including, but not limited to, when landlords/tenants contact our office and make an initial enquiry via telephone, email, completing one of our online forms, write or meet with us. We may also collect information when you use our social media sites or websites. Users maybe asked for, as appropriate, name, email, address, telephone number.

SUBMITTING REGISTRATION INFORMATION.

The site registration forms require users to supply contact information like their name, telephone number, and email address. By submitting the registration information via this website the user agrees that the estate agent can use this information to contact the user and match requirements.

You can send an email to info@wellingtonlettings.co.uk

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The subject line should contain only one word: REMOVE

WHAT INFORMATION IS AUTOMATICALLY COLLECTED WHEN YOU VISIT THIS SITE.

When you browse on The WELLINGTON LETTINGS site; your email address is not automatically collected but our server may automatically gather and store the following information about your visit:

1. Your internet domain name and IP address.
2. The type of browser and operating system used to access the site.
3. The pages you visit.
4. The date and time of your visit.

We analyse our website logs to constantly improve the value of the materials available on our website. Our website logs are not personally identifiable and we make no attempt to link them with the individuals that actually browse the sight. We use your IP address to help diagnose problems with our server, and to administer our website. An IP address only provides information about who your internet service provider is. It cannot be used to personally identify you.

WHAT INFORMATION WE COLLECT ABOUT YOU.

The information we require from you; the landlord or tenant includes:

Full name (and proof of your identity/photo card).

Date of birth.

Contact details (phone, email or correspondence address).

Details of anyone authorised to act on your behalf if applicable. We would require signatures of both parties to determine and confirm they are who they are said to be and require proof of address.

Banking details if you pay your rent by Direct Debit.

USE OF COOKIES.

cookie is a small string of text that a website can send to your browser to assist in session-state management or store user information for the purpose of distinguishing your browser from a previous visitor by saving and remembering any preferences or passwords that may have been set whilst browsing that particular site.

Currently the site uses cookies for session-state management and user tracking analysis (Google Analytics). We have no current plan to use cookies for any other purpose. When cookie technology is used, the main purpose is to store user identification information to allow you to have a better experience when using the site. We will revise this policy statement accordingly if we elect to begin using cookie technology for any other purpose, so you may wish to check this policy periodically for updates.

SECURITY.

Your information submitted to us will be stored on our servers. Our internet hardware is maintained in a secure environment, designed to be accessed only by authorised personnel.

Any and all information collected through various means will be kept strictly confidential and will not be sold, re-used, rented, loaned, or otherwise disclosed to any undisclosed third party. Any information you provide to Wellington Lettings Limited will be held with the utmost care and will not be used in any way that you have not consented to.

WHAT PROCESSING, WE DO WITH INFORMATION COLLECTED ABOUT YOU.

The information we need from you is used to manage your tenancy agreement. It is paramount that you read through your contract carefully for integral details that equate to the legal basis for processing your information and carrying out the activities that we need to as the agents.

1. Managing account charges and payments including arrears.
2. Managing the repairs, maintenance and adaptations of our properties.
3. Ensuring contract conditions are met, EG. Such as dealing with anti-social behaviour or fraud.
4. Act in accordance with applicable legislation and regulation.
5. Wellington Lettings Limited frequently carries out regular surveys relating to the surveys relating to the services we offer in order to gage satisfaction and make necessary improvements based on the feedback received.

PROPERTY INFORMATION.

A majority of the data we collect relates to our properties, their maintenance and repair. We do not consider property information that we use in conjunction with the property address to be your personal information.

We will be happy to answer questions you may have about the property you are living in and work done to it.

HOW WELLINGTON LETTINGS LIMITED WILL COMMUNICATE WITH YOU.

We need to communicate with you and the means we use are in writing or by telephone but online seems to be the most convenient and efficient means.

We will only discuss or communicate your tenancy details with your appointed next of kin and/or guarantor authorised by you. You can authorise someone temporarily in writing if need be.

WHO WE SHARE DATA WITH AND HOW LONG WE KEEP INFORMATION.

Wellington Lettings Limited shares certain personal information with our contractors who carry out services on our behalf. Our contractors are required to comply with the law and the Data Processing Agreement, to make sure data is managed in a manner that is suitable and for specified purposes.

By law Wellington Lettings Limited can hold onto information relating to a tenancy agreement for the active period and thereafter for a period of 1 year. For legal and legitimate reasons we are able to hold onto contract details and student identification for 6 years.

WHAT WE WILL NOT DO.

We will not send you marketing material that you have not asked for.

We will not sell your personal data to any third parties.

We will not forward your personal data to third parties unrelated unless we are allowed or required for legitimate and lawful reasons or we have your permission to do that.

YOUR RIGHTS, THE RIGHT TO COMPLAIN AND THE ICO.

You have the right to formally ask for a copy of data we hold about you. To obtain this information please contact info@wellingtonlettings.co.uk. We will endeavour to respond within receipt of 7 working days.

It would be most helpful if you could be specific about the personal data you want to see, what it relates to and within what time frame as that will assist our search.

You have the right to correct information that we hold. Please advise us on any changes or corrections by contacting us at info@wellingtonlettings.co.uk or contact our team on 0115 8370606.

You also have other rights which can be seen by visiting the Information Commissioner’s Office (ICO) website and reading about Data Protection law at https://ico.org.uk.

You have the right to complain about any matter relating to our service, including how we use your personal data:

In the first instance please contact our team on 0115 8370606 or email us at info@wellingtonlettings.co.uk.

If you are still not happy with our service you can contact UK Information Commissioner’s Office (ICO) at https://ico.org.uk.

Our Privacy Notice is regularly kept up to date and this version was updated 10/05/2018.