THOMAS & RAWSON SALES & LETTING
GENERAL DATA PROTECTON
REGULATION POLICY (GDPR)
The general Data Protection Regulation (GDPR) became law on May 25th 2018 and will impact on how businesses can collect your data and what they can do with it. This is to protect you, the customer, by enhancing the collection and process of your data. Thomas Rawson Sales & Lettings Agents are committed to ensure that our existing data protection process and systems comply with the new GDPR.
WHAT IS PERSONAL DATA?
Personal data refers to any information and/or expression of opinion that may reveal the identity of an individual. This may include; name, address, date of birth etc. This data includes digital, automated and/or manual information gathered by the company.
WHAT PERSONAL DATA DOES THOMAS & RAWSON LETTINGS & ESTATE AGENTS GATHER?
We only gather information that is necessary for the purposes of completing Tenancy Agreements, Landlord and Vendors details in order to market properties for rent/sale, contractor’s details for completing works on properties and information from people wishing to view properties for sale/rent.
HOW WILL PERSONAL DATA BE USED?
Details will be taken prior to any appointment to view a property for sale/rental. The information will be used to start the application process and your information may be given to a credit reference agency, The information gathered will be used to view credit scores, before any decision is made on a new Tenancy. It also will be used to then create a Tenancy Agreement. Landlord’s details are required to be given on any Tenancy Agreement. We will pass your information on to The Tenant Shop in order for the utilities to be updated at the rented property. They may contact you to offer their services of finding cheaper tariffs for utilities. Information will be passed to contractors appointed by Thomas & Rawson to carry out any maintenance and services required or requested by tenants and property owners. We may contact tenants, Landlords or property owners from time to time by post, email or phone to provide information or services directly related to the tenanted or owned property only. Your information will not be sold to third parties. We may process your personal information for legitimate interest carefully considered and specific purposes which are in our interests and enable us to improve the services we offer, but which we believe also benefit our clients.
HOW WILL YOUR PERSONAL DATA BE STORED?
Thomas & Rawson Sales & Letting store the data within our computerised system which is password protected and the organisation has systems in place to ensure the safeguarding of personal data, which are now enhanced by complying with the GDPR. Personal data is stored in physical and digital formats within our offices at 461 Ashley Road, Parkstone, Poole BH14 0AX.
Potential Tenant information will be stored for a maximum of 3 months then any data will be shredded or deleted if a tenancy is not created. Tenant and Landlord information used for tenancies will be retained for 7 years from the company receiving notice of the tenancy termination to comply or assist with any tax and money laundering legislation.
Our confidentiality and data protection policies ensure all staff within Thomas & Rawson Sales & Lettings adhere to these.
ACCESS AND AMMENDING INFORMATION:
We will make all reasonable efforts to ensure that any personal information we collect and keep is as accurate, complete and current as required for the identified purposes. To do so, we will rely to a large extent on you to provide us with accurate information and to inform us of changes, such as changes in your contact information. You have the right to access and verify your personal information maintained in our files and to request that any factually inaccurate personal information be corrected, if appropriate.