PRIVACY NOTICE

In line with the GDPR and Data Protection Act 2018, we are committed to protecting and respecting your privacy. This privacy notice explains what personal information we collect, hold and use. This notice is addressed, inter alia, to our tenants, residents, short stay guests and guarantors including prospective and former tenants, residents, short stay guests and guarantors. The purpose of this notice is to make you aware of how we will handle your information. Please note that by issuing this notice we do not commit ourselves to giving you a tenancy.

INFORMATION WE MAY COLLECT, HOLD AND USE ABOUT YOU

Personal information could include (but is not limited to):
  • Home address + contact details
  • Rent + other payments including arrears
  • Personal + background information
  • Repair requests + complaints
  • Guarantor information + next of kin
  • Details about council tax, water rates + utilities
  • Bank details
  • Details about your University/College course (if any) or employment (if any)
  • Correspondence, emails + records
  • Audio recordings
  • Tenancy + deposit information
  • Website and online portal information
  • Copy of passport
  • Copy of driving licence or other proof of address
  • Copy of student card
  • Copy of proof of employment (eg salary slips)

HOW IS THIS INFORMATION COLLECTED?

This information can be collected by email, post, in person, in digital form or by telephone and also from third parties. Additionally, we may undertake credit or similar checks to obtain information about you or request a reference from an existing or former landlord or employer etc.

WHERE IS THIS INFORMATION STORED?

  • In an electronic form on a computer, tablet or mobile phone.
  • On a web-based portal (where a website is operated).
  • In hard copy form in a manual filing system.

HOW LONG WE WILL KEEP YOUR INFORMATION

We usually keep information for 24 months if the tenancy does not go ahead or for 7 years from the date you finally vacate where a tenancy is entered into, or as required by law

WHO MIGHT THIS INFORMATION BE SHARED WITH?

These include:
  • Joint tenants (if any) + their guarantors
  • Other letting + managing agents
  • Guarantors (if any)
  • Other landlords eg for references
  • Tenancy deposit protection body
  • Contractors + suppliers
  • Insurance companies
  • Debt collectors + tracing agents
  • Internet + email providers
  • Professional advisers
  • Home Office (relating to immigration / right to rent checks)
  • Next of kin
  • Public, local authorities + regulatory bodies
  • Utilities + water companies
  • Financial institutions

WHAT HAPPENS IF THIS INFORMATION IS NOT PROVIDED?

We require this information in order to enter into a tenancy agreement and to check your suitability for a tenancy. If this information is not provided in full then your application for a tenancy cannot proceed.

HOW WE USE YOUR PERSONAL DATA

Most commonly, we will use your personal data in the following circumstances:
  • To ensure that the obligations under the contract entered into with you are fulfilled
  • Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
  • To comply with a legal or regulatory obligation.
  • For all other purposes consistent with the proper performance of our operations and business.

YOU HAVE THE FOLLOWING RIGHTS

  • To object to us processing data in certain circumstances
  • Access to your data and further details about what data processing activities are carried out
  • Erasure (the right to be forgotten)
  • To restrict processing in certain circumstances
  • Data portability
  • Correction/rectification

COMPLAINTS

We operate our own internal complaints policy and if you have any concerns about the way in which we collect or handle your data please email us on admin@ajestates.co.uk. If you are not satisfied with the outcome of our complaints procedure, you have the right to lodge a complaint with the Information Commissioner’s Office. The accuracy of your information is important to us – please help us keep our records updated by informing us of any changes to your email address and other contact details.

COOKIES

As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies and other similar technologies. You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

GOOGLE AND RECAPTCHA

This site is protected by reCAPTCHA and the Google Privacy Policy and Terms of Service apply.