Privacy Policy

This notice explains what information we collect, when we collect it and how use this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.

Who are we?

Scarlett November Ltd, a property management company, of 12 Mandeville Road, Canterbury CT2 7HB, takes the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25thMay 2018, together with any domestic laws subsequently enacted.

Any questions relating to this notice and our privacy practices should be sent to phoebe@canterburyhouses.com

How we collect information from you and what information we collect

We collect information from:

• Your application for accommodation;

• Spare room profile, if applicable;

• Student tenant profile, if applicable;

• Your right to rent check documents

• Any other information you send me or give me;

 We collect the following information about you: 

• Prospective tenants and/or guarantor names, email address, date of birth, address (including any previous addresses, relationship to other prospective tenants, employment status, name of university or college , course you are on and which year you are in, student ID number and expiry date, where you are studying (if applicable);

• Tenant name, email address, telephone number, date of birth, address (including any previous addresses), marital status, National Insurance Number,nationality, next of kin, course you are on and which year you are in, student ID number and expiry date, name of university or college where you are studying (if applicable), the name of friends that you are staying with (if applicable); 

• Guarantor name,e-mail address, telephone number, date of birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin (if applicable); 

• Property address; term, rent, deposit, utility and service responsibilities;

• The employment status of tenants and/or guarantors, address, contact details (including email, phone and fax numbers) of the employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received (if applicable);

• Bank account details of the tenant and prospective tenants, including account number and sort code, and any hire purchase/loan agreements/credit cards or store cards that you have; and

• Any welfare benefits that you may be eligible for, or are currently on.

Why we need this information about you and how it will be used 

We need your information and will use your information:

• To undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;

• To enable us to supply you with the services and information which you have requested;

• To help you to manage your tenancy;

• To carry out due diligence on any prospective tenant and/or guarantor, including whether there is anymoney judgements against them, or any history of bankruptcy or insolvency; 

• To satisfy ourselves that you have the right to rent in the UK For more information on this process you can read https://www.gov.uk/check-tenant-right-to-rent-documents;

• To analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;•to contact you in order to send you details of any changesto our suppliers which may affect you; and

• For all other purposes consistent with the proper performance of our operations and business.

• Your information will be shared with the local council in order to inform them that you reside in one of our properties for the purpose of calculating council tax;•to inform guarantor/next of kin of any issues which may be relevant to your wellbeing and the operation of our business;

• To secure your deposit with my deposits.co.uk;

• To draw up an assured shorthold tenancy agreement;

• To forward any mail received after you have left the property; 

• To create a central house WhatsApp, email, or other message group by the landlord or persons employed by the landlord in order to contact tenants all at once or by household to help manage your tenancy;

• To give references if requested by you.

Sharing of Your Information

The information you provide to us will be treated by me as confidential and will be processed only by any third party, acting on my behalf, within the UK and EEA:

We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:

• If we enter into a joint venture with or merge with a business entity, your information may be disclosed to our new business partners or owners;

• To carry out due diligence on you as a prospective tenant/ guarantor, including but not limited to the carrying out of affordability checks, due diligence checks and the obtaining of references from relevant parties, whose data you have provided;

• If you request so, your information shall be disclosed in order to determine if there are any money judgements against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency; 

• If you are unable to make payments under your tenancy, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a tenant; 

• If debt collection notices are served to our properties in your name, we may give any known addresses and phone numbers to such agencies; 

• To give to contractors such a British Gas, who need access to the property for maintenance (limited to your first name and mobile number)

• To the relevant authorities enquiring about our tenants Right to Rent, in accordance with the Right to Rent Law.

• In the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this; and

• Prospective tenants you may live with – basic information such as age, occupation, course, gender, we will never disclose personal documents or your full name.

Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to me/ us without your consent.

Transfers outside the UK and Europe

We may transfer your information outside the UK and/or EEA. We prefer to communicate by email, telephone call and WhatsApp messenger. 

Where information is transferred outside the UK or EEA, we ensure that there are adequate safeguards in place to protect your information in accordance with this notice, including the following:

• WhatsApp; undelivered messages are stored on servers in California and Washington D.C. – once received the sent messages are deleted from Whatsapp servers and stored only on our/your individual phones.

• Docusign; The eSignature service have servers in the U.S., Canada, the EU and Australia for more information > https://www.docusign.com/content/data-residency

Security

When you give us information we take steps to make sure that your personal information is kept secure and safe. 

• Docusign > https://www.docusign.co.uk/company/privacy-policy

• Student tenant privacy policy > https://www.studenttenant.com/page/Privacy

• SpareRoom.com privacy policy > https://www.spareroom.co.uk/content/default/privacy-uk

• Microsoft 365 privacy policy > https://privacy.microsoft.com/en-gb/privacy

• Whatsapp privacy policy > https://www.whatsapp.com/legal/updates/privacy-policy/?lang=en

• Landlord Vision privacy policy > https://www.landlordvision.co.uk/privacy-notice.html

•  Canterbury council privacy policy > https://www.canterbury.gov.uk/info/20032/transparency_and_open_data/240/privacy_notice

 •  Facebook privacy policy > https://en-gb.facebook.com/policy.php

 •  Mydeposits privacy policy > https://www.mydeposits.co.uk/privacy/

 •  Natwest privacy policy > https://personal.natwest.com/personal/privacy-policy.html

 •  Mclintocks privacy policy > https://www.mclintocks.co.uk/privacy-policy/

 •  Signable > https://www.signable.co.uk/privacy-policy/

 •  British Gas > https://www.britishgas.co.uk/privacy-policy.html

How long we will keep your information

We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you. 

We are legally obligated to keep certain information for 6 years and others 12 – as such we reserve the right to keep all data for 12 years, securely stored. We periodically delete all data no longer required during November.

Your Rights

You have the right at any time to:

• Ask for a copy of the information about you held by us in my records;

• Require me/ us to correct any inaccuracies in your information; 

• Make a request to me/ us to delete what personal data of yours we hold; and

• Object to receiving any marketing communications from us. 

If you would like to exercise any of your rights above please contact me/us at phoebe@canterburyhouses.com

Should you wish to complain about the use of your information, we would ask that you contact me/ us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to my/ our use of your information.  The Information Commissioner’s contact details are noted below: 

England:
Information Commissioner's Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk

Scotland:
The Information Commissioner’s Office
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0131 244 9001
Email: Scotland@ico.org.uk

Northern Ireland:
Information Commissioner's Office
3rd Floor, 14 Cromac Place
Belfast, BT7 2JB
Telephone: 028 9027 8757
Email: ni@ico.org.uk

Wales:
Information Commissioner's Office
2nd floor, Churchill House
Churchill way, Cardiff, CF10 2HH
Telephone: 029 2067 8400
Email: wales@ico.org.uk 

The accuracy of your information is important to us – please help us keep our records up to date by informing us of any changes to your email address and other contact details.