Privacy notices

Personal Data Privacy Notice

This notice explains what information we collect, when we collect it and how we 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.

How we collect information from you and what information I collect

How we collect information about you:

From your application for accommodation

We collect the following information about you:

• Prospective contract holders and/or guarantor names, email address, date of birth, address (including any previous addresses, relationship to other prospective contract holders, employment status, name of university or college where you are studying (if applicable);
• Contract holder name, email 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 contract holder 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 contract holder and prospective contract holders, 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.

Sharing of Your Information

The information you provide to us will be treated by us as confidential and will be processed only by any third party, acting on our behalf, within the UK/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 contract holder/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 contract holder/guarantor, or to determine if they have a history of bankruptcy or insolvency;
• If you are unable to make payments under your contract, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a contract holder; and
• In the creation, renewal or termination of the contract, 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, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.

Security

When you give us information we take steps to make sure that your personal information is kept secure and safe. Paper records are stored in a lockable filing cabinet on our lockable premises and electronic records are stored in our business computer and business OneDrive which is password protected limiting access to ourselves only.

Your Rights

You have the right at any time to:

• ask for a copy of the information about you held by us in our records;
• require us to correct any inaccuracies in your information;
• make a request to 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 us at info@rochefortshugar.com. Should you wish to complain about the use of your information, we would ask that you contact 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 our use of your information. The Information Commissioner’s contact details are noted below:

Contact Details for 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.