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.  

 

Who are we?

Finderia 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. 

We are the data controller of any personal data you provide to us, and we are committed to handling your information with transparency, integrity, and in accordance with applicable data protection laws.

Our Data Protection Officer is Catherine Bancroft-Rimmer. If you have any questions regarding this notice or our privacy practices, please contact her at:

 

How we collect information from you and what information we collect

 

1. If you are a client

We collect information in the following ways:

• From your client details and property details forms and from your contract with us.

We collect the following information about you:

• Name, e-mail address, telephone number, address (including addresses of property to let), details of tenants, ID and proof of property ownership (if applicable), bank details (if applicable), details of rental payment made to you (if applicable), emails to and from us and you.

 

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

​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 properties;

• to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;

• to contact you in order to send you details of any changes to our supplies which may affect you; and

• for all other purposes consistent with the proper performance of our operations and business.

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 my behalf, within the UK/EEA or, if processed outside the EU, in compliance with EU data protection requirements.  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 merged with a business entity, your information may be disclosed to our new business partners or owners;

• 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;

• If requested by HMRC, your information and rental payments made to you by us.

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.

 

2. If you are a tenant/applicant

We collect information in the following ways:

• From your application for accommodation

• From your use of our forms (including but not limited to creating tenancy agreements, guarantor agreements, or notice).

We collect the following information about you:

• 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;

• Any welfare benefits that you may be eligible for, or are currently on.

 

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

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 our client, and within the terms of your tenancy;

• 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, 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;

• to contact you in order to send you details of any changes to our supplies which may affect you; and

• for all other purposes consistent with the proper performance of our operations and business.

 

Transfers outside the UK and Europe

We store documents securely using Dropbox, which may involve data being stored on servers located in the United States. Dropbox participates in international data protection frameworks, including the EU-U.S. and Swiss-U.S. Privacy Shield Frameworks, to help ensure that personal data is handled with an appropriate level of protection.

To learn more about Dropbox’s data protection practices and certifications, you can visit: www.privacyshield.gov/list and www.privacyshield.gov.

By using trusted third-party providers like Dropbox, we ensure that your information is managed in accordance with applicable data protection standards.

 

Security

When you give us information we take steps to make sure that your personal information is kept secure and safe.

1. All information kept digitally is password protected and passwords are changed on a regular basis.

2. All paper copies of information are kept in files in a locked filing cabinet.

 

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 activity, or as required by law (We may be legally required to hold some types of information, or as set out in any relevant contract I have with you).

Your personal data, data relating to properties and tenancy agreements and rental payments will be held for a period of 7 years from the end of the tenancy/last rental payment.

If your contract with us is on an “on call” basis, your personal data and payments made to you will be held for a period of 7 years from the last payment made by you to us.

 

Your rights

You have the right at any time to:

• ask for a copy of the information about you held by me/ us in my records;

• require me/ us to correct any inaccuracies in your information;

• make a request to me/ us to delete what personal data of yours I/ we hold; and

• object to receiving any marketing communications from me/ us.

If you would like to exercise any of your rights above please contact us at info@finderia.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
222 Gray’s Inn Road, London WC1X 8HB
Tel: +44 (0)20 7612 0600
Email: info@ico.org

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.