Landlords – Privacy Notice

Information we may collect about you

We will and process the following categories of your personal information:

  • Name, address, contact telephone numbers and email addresses;
  • Details of the properties you wish to let;
  • Bank details and other relevant payment information;
  • Proof of your identity and proof of address;
  • Images of you if captured by CCTV at any of our premises; and
  • Your marketing and communication preferences.

We will collect this information directly from you when you fill in forms on our website or complete other forms and documents which we provide to you, when you call us or otherwise contact us in relation to our lettings and/or management services. We will also collect it from other organisations such as credit reference and fraud prevention agencies, and individuals whom you or we may ask to verify your identity.

How we use your personal information

We use information we hold about you in the following ways:

  • To provide you with information about our services which you request for us, or which we feel may interest you;
  • To notify you about changes to our services;
  • To value and market any property you are considering letting or decide to let;
  • To provide our lettings and/or management service, including property repairs;
  • To process any payments due to us from you;
  • To process any rent or other payments due to you;
  • To fulfil our anti-money laundering and anti-fraud obligations, detect and prevent tax evasion and other compliance obligations;
  • To ensure the health and safety of our staff, visitors to our premises and any tenants of your let property; and
  • Deal with complaints and disputes.

You will not be subject to decisions which will have a significant impact on you based solely on automated decision-making.

Our legal bases for processing your personal information

We rely on the following legal bases for processing your personal information:

  • Where it is necessary to enter into and fulfil our obligations under a contract with you;
  • Where it is necessary for our compliance with legal obligations; and
  • Where it is necessary for our legitimate interests (or those of a third party) and our interest does not override your fundamental rights and freedoms.

Some of these legal bases may overlap and more than one may apply to each of the processing purposes set out in How we use your personal information.

If we process information about criminal allegations, offences or convictions this will likely arise as part of our activity to fulfil our legal and regulatory compliance obligations. Our additional legal basis for processing this information is where it is necessary for the substantial public interest, preventing and detecting unlawful acts.

Disclosure of your information

We may share your personal information with the parties set out below for the purposes set out in How we use your personal information.

  • Our service providers, such as IT and systems administration services providers, reference agencies, surveyors, property inspectors, repairers, photographers, Energy Performance Certificate providers, insurers, warranty providers, lawyers, accountants and auditors;
  • External third parties such as our regulators, the Property Ombudsman, local authorities, utility providers, the Tenancy Deposit Scheme, credit reference agencies and anti-fraud agencies;
  • Other Quirks partnerships; and
  • Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business then the new owners may use your personal information in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal information and to treat it in accordance with the law. We do not allow our third party service providers to use your personal information for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.