McArdle & Tan Privacy Policy
McArdle & Tan take 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 25th May 2018, together with any domestic laws subsequently enacted.
The type of personal information we collect
We currently collect and process the following information:
• Tenant name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin, 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.
• Bank account details of the tenant, 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.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:
I/ 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 any money judgements against them, or any history of bankruptcy or insolvency;
• to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;
• for all other purposes consistent with the proper performance of our operations and business.
We also receive personal information indirectly, from the following sources in the following scenarios:
·When you complete a credit or tenant check we receive the summary report so that we can carry out our role as the managing agent of the property you are renting.
We use the information that you have given us in order to fulfil our role as the Managing Agent of the property.
I/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 I/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; and
• 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.
Unless required to do so by law, I/we will not otherwise share, sell or distribute any of the information you provide to me/ us without your consent.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting Stephen McArdle at mcardlemanagement@gmail.com
(b) We have a contractual obligation in line with the tenancy you sign.
How we store your personal information
Your information is securely stored.
We keep all information specified on page 1 on a local hard drive and on secure cloud storage and some information as hard copy print outs for 5 years beyond the end of your tenancy. We will then dispose your information by secure online deletion from all electronic devices and cloud services and by shredding all paperwork associated with you.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at mcardlemanagement@gmail.com if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to Ai-Mei McArdle at mcardlemanagement@gmail.com. You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
Our contact details
Name: McArdle & Tan
Address:
49 Station Road
Polegate
East Sussex
BN26 6EA
Phone Number: 07976 838983
E-mail: mcardlemanagement@gmail.com
Date of Update of Policy: 10/01/2023
Our Data Protection Officer is Ai-Mei McArdle.