Privacy Notice

Carters Surveyors Lettings Limited aim to ensure that the personal information we collect from you is processed lawfully, fairly and in a transparent manner. We are a Data Controller under data protection regulations. If you have any questions relating to this privacy notice or wish to complain to us about how we have used your personal data please contact us using the details below:

Contact Details

Carters Surveyors Lettings Limited (15777345)
4 Albany Road
Birmingham, B17 9JX

Tel: 0121 803 4708

Email: lettings@carterssurveyors.co.uk

Personal Information

We may collect the following personal information about prospective tenants, tenants, landlords, guarantors, contractors;

• Name, address (including previous addresses and proof of current address), gender, telephone
and email
• Date of birth and National Insurance Number
• Passport or driving licence number
• Nationality and evidence of right to rent in the UK
• Marital, employment and education statuses
• Bank account details and financial details such as income (including any benefit), any loan
agreements, credit cards, store cards etc.
• Rental property address and ownership details
• Other financial data including credit history and credit reference information
• Financial transaction data
• Insurance policies
• Health and Safety information
• Information relating to any complaints including property photos, witness statements, and audio
recordings (e.g. calls)
• Website user information

How we get your personal information and why we collect it

Some of the above information will be collected from you via the tenancy application form or property/instruction/contractor details forms/emails.

We may also collect information from third parties such as banks, employers, accountants, the Land Registry, referencing companies and referees, Government departments such as the Home Office and benefits agency.

The use of your personal information is necessary for the purposes of processing/completing the tenancy application, property and service charge property management work, for the purposes of enforcing any of the obligations under the tenancy agreement or letting/management agreement.

We will also use your personal information to assist us in providing you with our services and information that you have requested. This may include letting you know about the products and services we offer where you have consented to receiving marketing communication from us.

In processing the tenancy application, we shall be required to process and store personal information and liaise with certain third parties such as banks, employers, credit referencing agencies, the landlord, previous landlords/agents or other referees, office staff and Government departments such as the Home Office and benefit agencies.

We shall make every effort to keep such information safe and secure. It may also be occasionally necessary to share contact information with trusted contractors (for example to arrange access for maintenance work), utility companies and other related parties.

Where there is money owed, including any rent arrears or other charges remaining at the end of the tenancy, we may pass on personal information of the landlord, tenant and guarantor to a tracing agent or debt collection company to help recover the outstanding amount.

We will use your personal details for these stated purposes which fulfils the lawful basis of consent, where the processing is necessary for a contract and where it is necessary for our legitimate interests or the legitimate interests of a third party.

The agent will not divulge or pass on your details to any third party for marketing purposes without prior consent unless this is necessary to comply with a statutory obligation.

Who We Share Information With

• Debt collection agencies
• Within the company
• Financial or fraud authorities
• Insurance companies or brokers
• Professional or legal advisors
• Regulatory authorities
• Suppliers and service providers
• Third parties i.e. referencing companies, utility providers, ID check companies.

How we store your personal information

Your information is securely stored, if physical in secured (locked) storage within our office or if electronic data on our encrypted server.

The Agent will make every effort to keep personal information safe and secure and will keep copies of agreements and other documents in relation to the tenancy for the period of the tenancy and for a reasonable period from the date of expiry of the tenancy. The Agent will keep copies of all financial information for seven years.

Your data protection rights

• Under the General Data Protection Regulations 2016 you have the right to:
• Request copies of the personal information we hold.
• Require us to correct personal information if you believe the information we hold is inaccurate.
• Ask us to delete your personal information that we hold.
• Withdraw any consent given or object to your personal information being used for marketing purposes

If you wish to exercise any of your rights above please contact us at:

Carters Surveyors Lettings Limited
4 Albany Road
Birmingham, B17 9JX

Tel: 0121 663 1182

Email: lettings@carterssurveyors.co.uk

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk