Landlord & Tenant Privacy Notice

Sweetings Property Management Ltd is committed to protecting and processing your personal data in accordance with the General Data Protection Regulations and the Data Protection Act 2018 (the legislation). For the purpose of the legislation and your personal data, Sweetings Property Management Ltd is the Data Controller, Stephen Sweeting, Philip Sweeting & David Sweeting are the persons responsible for data protection and can be contacted at 89 Bridge Road, East Molesey, Surrey, KT8 9HH – 020 8941 7799.

The General Data Protection Regulations are to safeguard your personally identifiable information or personal data. This privacy notice will be regularly reviewed and updated.

Information held

The personal data we process may include name, address, phone numbers, email addresses, date of birth, Right to Rent documents, bank details and may also include other sensitive data concerning health, if relevant. Where the provision of data is a statutory, a contractual requirement or a requirement necessary to enter into a contract, a refusal to provide the data may mean that we are unable to provide you with our service.

To ensure that we provide you with the best service possible we will need to collect and retain certain personal data. The data may be collected and processed by staff members of Sweetings Property Management Ltd, referencing companies, software providers, letting agents, utility companies, HMRC. We can source the data in the office, on an application form, over the phone, email, via a website, ours or a third party, be passed the information by 3rd party letting agents who source new tenants on our behalf, and landlords etc. We may source data from third parties or via third parties e.g. Credit referencing company, referees, local authority.

Lawful basis of processing

Your personal data will be used to register your application for a tenancy, to process the application, to confirm your identity, to setup payments etc. There are six lawful bases for processing your data including consent, a legitimate interest, contract fulfilment, a legal obligation and a vital interest. A legitimate interest is when we have a business or commercial reason to process your personal data which needs to be balanced with your interests i.e. what is right and best for you.

Recipients of personal data

It will be necessary for us to process or share all or some of your personal data with a range of individuals, businesses and organisations and these may include the Landlord, utility companies, software companies, contractors, shredding companies etc.

Where is the data stored?

Your personal data is stored on Veco Onesystem Management Software, email, secured computer software, and data storage companies and the data is always stored within the European Union or outside of the European Union but with an organisation operating under the General Data Protection Regulations.

Retention period and criteria used to determine the retention period

We will retain some elements of your personal data for up to the time 6 months after your tenancy. The information which can be anonymized will be that which is no longer required for either contractual fulfilment or a legitimate interest. If the lawful basis for processing your data was consent then you may withdraw such consent at any time.

Your rights

You have a right of access to check your personal data to verify the lawful basis of processing. We are obliged to respond to an access request within 30 days and may not charge a fee unless the request is unfounded, excessive or repetitive. If a fee is charged it is to be a reasonable fee based upon the administrative cost of providing the information.

You have a right to rectification if the data we hold is either inaccurate or incomplete. If your data has been disclosed to third parties then we must inform them of the rectification, where possible.

You have a right to require erasure of your data when consent is our basis of processing (the right to be forgotten). You may request that your personal data be erased, for example, where there is no compelling reason for its continued processing or where you withdraw consent. We will comply with your request unless we have another basis of processing justifying our retaining the data (for example a legal requirement or the defence of a legal claim).

You have some rights to ask us to restrict processing i.e. to block or supress processing where, for example, the data may be incorrect and whilst the accuracy is verified. We are permitted to store the data.

Your right to object

You do have a right to object to further processing of your personal data. We may be required to stop processing unless there is some other legitimate basis of processing such as a legitimate interest or a requirement for the exercise or defence of a legal claim.

Withdrawal of consent

Where the lawful basis for processing is your consent, you may withdraw consent at any time by writing to, The Directors,  Sweetings Property Management Ltd at 89 Bridge Road, East Molesey, Surrey, KT8 9HH or emailing info@sweetings.net

How to lodge a complaint with the supervisory authority      

The supervisory authority responsible for data protection is the Information Commissioners Office (ICO) to whom concerns may be reported by phone on 0303 123 1113 or +44 1625 545 745 if calling from outside the UK, by email using the form on the website ico.org.uk or the livechat function.