This notice explains what personal information we collect, when we collect it and how we use it.  During our engagement with you, we will process personal data (whether this 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 Privacy Notice is to make you aware of how we will handle your information.

Who we are 

Caseley Properties Limited and Caseley Estates Limited (together “we” or  “us”) reside at our registered office at 44 Brentwood Avenue, Jesmond, Newcastle Upon Tyne, Ne2 3DH.  We take the issue of data protection very seriously and strictly adhere to our statutory duties and obligations to you under the UK GDPR and the Data Protection Act 1018, together with any other privacy laws enacted in the United Kingdom.

We confirm that we are registered with the Office of the Information Commissioner under registration number ZA498050 and we are the data controller of any personal data that you provide to us.

We are also a member of the Association of Residential Letting Agents (ARLA) and adhere to its code of practice.

Any questions relating to this Privacy Notice and our privacy practices generally should be sent to info@caseleyproperties.co.uk or you may reach us by phone by contacting 0191 4222173.

How we collect personal data from you and what information we collect

We collect information about you from the following sources:

• general enquiry about properties or services that you have expressed an interest in (whether by mail, telephone or email);
• your application for accommodation;
• letting agents;
• referencing agencies and other agencies used to verify your identity; and
• any publicly available sources such as Companies House, HM Land Registry, Electoral Register.

We collect the following information about you:

• Tenant 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), [details of any other occupiers at the property]; the name of any friends that you are staying with (if applicable).
• Guarantor Information: 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, specific facilities requested/required.
• Employment details: employment status of tenants and/or guarantors, address, contact details (including email, phone numbers) of the employer/accountant, job title, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received.
• Financial Information: bank account details, including account number and sort code, credit status and history including 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 receiving.

[We do not knowingly collect information relating to children and this privacy notice does not envisage that such information will be processed by us.]

Special Category (i.e.. sensitive) Data:  It may benefit you to notify us of any health condition or disability you have so that we are aware of these conditions and how they affect you.  This will allow us to take reasonable steps to accommodate specific needs or requirements you have when providing our services to you.  This type of information is known under the law as special category information.  We  may also obtain this information from you to provide to third parties in order to provide our services to you (for example to ensure that, if relevant, our maintenance contractors are aware of this when visiting your property).  We will only rarely process this type of data and will seek your specific consent to do so.

Why we need this information about you and how it will be used

We need your information to:

• provide property details of specific properties or services you have expressed an interest in;
• process your application as a tenant or prospective tenant for our properties;
• process property and landlord details provided by you to facilitate the rental and/or management of your property by us;
• enable us to supply you with the services and information which you have requested;
• undertake and perform our obligations and duties to you in accordance with the terms of our contract (landlord only);
• make enquiries into any prospective tenant and/or guarantor, including credit and identity checks.
• analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;
• contact you in order to inform you of any changes to our suppliers or contractors which may affect you; and
• for all other purposes consistent with the proper performance of our business.

Most commonly, we will use your personal data where we need to perform a contract with you, where it is necessary for our legitimate interests or those of a third party (where your rights and interests do not override those interests), or where we need to comply with a legal or regulatory obligation. 

Generally, we will not rely upon consent as a legal basis for processing your personal data.

Sharing of Your Information

The information you provide to us will be treated by me as confidential although there will be circumstances where we need to share it with third parties. 

We may disclose your information to third parties who act for us for the purposes set out in this Privacy Notice or for purposes approved by you, including the following:

• To engage contractors to supply services to maintain the property in which you reside;
• 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;
• To instruct our professional advisors, auditors, insurers, bankers and agents;
• To engage suppliers who support our business including IT providers, cloud providers and other IT infrastructure and telecommunications providers; and
• 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.

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.

Transfers outside the UK and Europe

Your personal data will ordinarily only be stored within the UK.

We will only transfer your personal data outside the UK and/or the EEA where we engage with landlords, owners or guarantors who reside or who are temporarily based outside the UK and will do so only when there is a business case for doing so.   We will always ensure that we comply with the UK data protection legislation , by taking one of the following steps:

• We will only transfer your personal data to a country that has been deemed by the UK Information Commissioner to provide an adequate level of protection for personal data; or
• We will implement appropriate safeguards to protect your information in accordance with this privacy notice.

Security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.  We limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know details about your personal data.

We have in place procedures for dealing with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

How long we will keep your information

We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant purpose of performing our services to you, or as required by law.

[Our full retention schedule is available at [insert where data subject can source retention schedule (e.g. website or in our office)].

Your Rights

You have the right at any time to:

• ask for a copy of the information about you held by us;
• 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@caseleyproperties.co.uk

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:

England:

Information Commissioner’s Office

Wycliffe House, Water Lane

Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113

Email: casework@ico.org.uk

Scotland:

The Information Commissioner’s Office

45 Melville Street, Edinburgh, EH3 7HL

Telephone: 0131 244 9001

Email: Scotland@ico.org.uk

Wales

Information Commissioner’s Office

2nd floor, Churchill House

Churchill way, Cardiff, CF10 2HH

Telephone: 029 2067 8400

Email: wales@ico.org.uk

Northern Ireland:

Information Commissioner’s Office

3rd Floor, 14 Cromac Place

Belfast, BT7 2JB

Telephone: 028 9027 8757

Email: ni@ico.org.uk

The accuracy of your information is important to us.  Please keep us informed if your personal data changes during your relationship with us.

This Privacy Notice was last updated in December 2022.