PRIVACY PROMISE

1.       We promise to keep your information safe.
2.       We promise not to sell it
3.       We give you ways to manage and review your marketing choices at any time
4.       We keep a record of when and how we get consents and what you were told at the time.

 

HOW THE LAW PROTECTS YOU

The law says we must have one or more of these reasons to collect your data

1.       To fulfil a contract with you
2.       When it is our legal duty
3.       When it is in our legitimate interest ( which we must define)
4.       When you consent.

Transparency means you have the right to be informed about how we will use your data.

 

GROUPS OF PERSONAL INFORMATION

FINANCIAL –Your financial position, status and history

CONTACT – Where you live and how to contact you

SOCIO-DEMOGRAPHIC – Details about your work, nationality, education (especially students)

TRANSACTIONAL –Details of payments you make to us

CONTRACTUAL – Details about the products or services we provide to you

COMMUNICATIONS- What we learn about you from letters, emails and conversations between us.

OPEN DATA AND PUBLIC RECORDS – E.g Electoral Information, Internet, Newspapers

DOCUMENTARY DATA – E.g copies of ID.

CONSENTS – How you agree we can contact you

NATIONAL IDENTIFIERS – E.g. National Insurance Number

We collect Data from Third Parties such as social networks, fraud prevention agencies, public information services.

 

WE MAY SHARE THIS INFORMATION WITH

1.       HMRC , Regulators and other authorities
2.       Credit Reference Agencies
3.       Fraud Prevention Agencies
4.       Any party linked to you ( e.g. Joint Tenant)
5.       Workmen needing to enter your house
6.       Companies you ask us to share data with ( e.g. Homelet)
7.       If you use direct debits we will share your data with the Direct Debit scheme.
8.       Future landlords and letting agents who contact us for a reference at the end of your tenancy
9.       If we sell our business we will only do this if they agree to keep your information safe.

 

CREDIT REFERENCE AGENCIES

We will share information with CRA’s and they will give us information about you. The data we exchange can include

1.       Name , address date of birth
2.       Application form details
3.       Financial situation and history
4.       Public Information

We will use this information to

1.       Assess if you can afford the property
2.       Make sure what you have told us is the truth
3.       Help detect and prevent fraud
4.       Track and recover debts

On a joint tenancy, CRA’s may link your data to other joint tenants. You can ask CRA’s to break the link but you normally have to prove you no longer have a financial link with them.

 IF YOU DO NOT PROVIDE DATA WE MAY NOT BE ABLE TO OFFER YOU A TENANCY.

 

HOW LONG WE KEEP INFORMATION

We will keep it as long as you are a client

1.       After you stop being a client we may keep data for up to 10 years for one or more of the following reasons :-

To respond to questions or complaints or

To show why we have treated you fairly or

For historical research and statistical purposes.

In the case of legal action of any kind

You can access personal information by writing to us at ( give address) .You can also ask us to correct any information you believe to be incorrect.  We do not have to provide information where the request is disproportionate or has already been given previously .

 

WHAT IF YOU ASK US TO STOP USING YOUR PERSONAL INFORMATION?

This is also known as “The right to be forgotten”.  There may be legal or other reasons why we need to keep or use your data. In such cases we can restrict the use of your data to legal claims or to exercise legal rights.

YOU CAN WITHDRAW CONSENT BY WRITING TO US AT (ADDRESS)

YOU CAN COMPLAIN TO US IF YOU ARE UNHAPPY WITH HOW WE HAVE USED YOUR PERSONAL INFORMATION AT ( THIS ADDRESS)

YOU CAN ALSO COMPLAIN TO THE INFORMATION COMMISSIONERS OFFICE AT WWW.ICO.ORG.UK  FIND OUT ON THEIR WEBSITE HOW TO REPORT A CONCERN.

Credit Reference and Affordability Checks

To help us assess applications, prevent fraud, and meet our legal and regulatory obligations, we may obtain information about you from credit reference agencies (CRAs).

We obtain this information via Creditsafe, which uses its data partner TransUnion to supply consumer credit and identity data.

Creditsafe Business Solutions Limited is authorised and regulated by the Financial Conduct Authority FCA Firm Reference Number: 742313

TransUnion International UK Limited is authorised and regulated by the Financial Conduct Authority FCA Firm Reference Number: 805757

The information we receive may include data relating to your identity, credit commitments, payment history, and public record information. This data is used solely for legitimate business purposes, including creditworthiness assessment, identity verification, and fraud prevention, in accordance with applicable data protection laws.

Further information about how Creditsafe and TransUnion process your personal data can be found in their respective privacy notices:

Creditsafe Privacy / Transparency Notice:

Transparency Notice | Customers & Suppliers

TransUnion CRAIN (Credit Reference Agency Information Notice):

https://www.transunion.co.uk/legal/privacy-centre/pc-credit-reference

TransUnion Bureau Privacy Notice:

https://www.transunion.co.uk/legal/privacy-centre/pc-bureau

Copeland residential Sales Ltd

Identity & contact details of the data controller

Organisation name Copeland Residential Sales Ltd

Registered address Swallow House, Parsons Road, Washington, Tyne and Wear, NE 37 1EZ

copelandsaleslettings@gmail.com 0191 3894966

Company registration number 08575940

ICO registration number Z3280261

Contact details of DPO

Paul Copeland copelandsaleslettings@gmail.com

Copeland Residential Ltd (Lettings)

Identity & contact details of the data controller

Organisation name Copeland Residential Ltd

Registered address Swallow House, Parsons Road, Washington, Tyne and Wear, NE 37 1EZ

copelandsaleslettings@gmail.com 0191 3894966

Company registration number 08268233

ICO registration number Z3280261

Contact details of DPO

Paul Copeland copelandsaleslettings@gmail.com

International transfers & safeguards

We may transfer personal data to recipients or service providers located outside the UK and/or European Economic Area (EEA).

Where such transfers take place, we ensure appropriate safeguards are in place to protect personal data in accordance with applicable data protection laws. These safeguards may

include the use of approved standard contractual clauses, international data transfer agreements, or transfers to countries that have been recognised as providing an adequate level of data protection.

Right of access

You have the right to request a copy of the personal data we hold about you and information about how it is used.

Right to rectification

You have the right to request that inaccurate or incomplete personal data is corrected.

Right to erasure (“right to be forgotten”)

You have the right to request that we delete your personal data where there is no lawful reason for us to continue processing it.

Right to restrict processing

You have the right to request that we limit how we use your personal data in certain circumstances.

Right to data portability

You have the right to receive your personal data in a structured, commonly used, and machine readable format, and to request that we transfer it to another organisation where technically feasible, readable format, and to request that we transfer it to another organisation where technically feasible.

Right to object

You have the right to object to the processing of your personal data where we rely on legitimate interests or where data is used for direct marketing.

Right to complain to ICO

You have the right to complain to the UK Information Commissioner’s Office (ICO) or another relevant data protection authority if you are dissatisfied with how we manage your personal data.

Automated decision-making / profiling

Non-Automated Decision Making and Profiling Making and Profiling Making and Profiling

We may use automated systems and tools to support certain business processes, such as risk assessment, fraud prevention, affordability checks, identity verification, or record management.

These tools may analyse personal data using predefined criteria or rules to generate indicators, scores, or recommendations. However, we do not make decisions that have a legal or similarly significant effect on individuals based solely on automated processing. Any such decisions are subject to meaningful human review.

The use of these tools may influence the speed or level of review applied to an application or request, but individuals will not be subject to automatic rejection or adverse decisions without human involvement.

Based on this if they DO use Automated Decision Making

Automated Decision Making and Profiling Making and Profiling Making and Profiling

In some circumstances, we may conduct automated decision making or profiling using personal data. This involves the use of automated systems to evaluate certain information about an individual, such as risk factors, affordability indicators, or fraud signals, based on predefined rules or algorithms. Making or profiling using personal data. This involves the use of automated systems to evaluate certain information about an individual, such as risk factors, affordability indicators, or fraud signals, based on predefined rules or algorithms. Making or profiling using personal data. This involves the use of automated systems to evaluate certain information about an individual, such as risk factors, affordability indicators, or fraud signals, based on predefined rules or algorithms.

Where automated decision making is used, it may result in decisions such as the approval, restriction, or rejection of an application or service. Making is used, it may result in decisions such as the approval, restriction, or rejection of an application or service. Making is used, it may result in decisions such as the approval, restriction, or rejection of an application or service.

Individuals have the right to request human intervention, to express their point of view, and to challenge decisions made solely by automated means. Further information about automated decision making and how to exercise these rights can be obtained by contacting us using the details provided in this Privacy Policy. Making and how to exercise these rights can be obtained by contacting us using the details provided in this Privacy Policy‐making and how to exercise these rights can be obtained by contacting us using the details provided in this Privacy Policy

ADDITIONALLY

VITAL INTERESTS – We can pass on details in an emergency e.g. medical care if you are physically or legally incapable of giving consent.

FEES

We supply a copy of information free of charge. We can charge a reasonable fee when a request is manifestly unfounded, or excessive, particularly if it is repetitive. We may charge a fee where we have already supplied the information.

We must supply information without delay and in any event within one month. This can be extended by up to 2 months if during that month the request is considered complex and/or numerous, and if we do we have to explain why.

We must verify the identity of the person making the request using “reasonable means”

 

DATA PROTECTION IMPACT ASSESSMENT

This will allow an organisation to identify and fix problems at an early stage.

Further guidance see ICO Conducting privacy impact assessments code of Practice.