Neil Douglas Lettings Limited Privacy Policy

At Neil Douglas Lettings we are committed to respecting your privacy.

This policy explains why, when and how we will use any personal information we collect about you, the conditions under which we may disclose it to others and how we will keep it secure. It also explains your rights in relation to your personal information, how to contact us, and what to do if you have a complaint.

Neil Douglas Lettings Limited holds and processes data on our own behalf and on behalf of our clients, which are Landlords and Tenants in the Private Rented Sector. We will comply will the data protection principles when gathering and using personal information, as set out by the GDPR.

Why we collect, hold and process your information?

To market and manage private rented properties we collect, hold and process personal information. This includes names, addresses, telephone numbers and email addresses of property owners; tenants and prospective tenants, and in some circumstances their relatives; contractors and other contacts with whom we must deal with in order to carry out our management duties.

This information will be provided to us by you or by other parties we deal with for the proper performance of management obligations.

In the course of our marketing activities we will collect names, addresses, telephone numbers and email addresses when you provide it to us in the course of making an enquiry about our services. These will be used to contact you in circumstances where we reasonably believe you have an interest in engaging our services.

How will we use the information about you?

If you own or live in a property we manage, your information will be used to communicate with you about the property, to contact you and any nominated person in the event of emergency or to carry out maintenance,  provide you with invoices and statements of account, and supply health & safety information.

We will also use your information in the performance of our contract to manage the property you own or live in. Whether that be in the preparation of tenancy agreements, arranging inspections and appropriate health and safety certification, monitoring of the tenancy obligations and carrying out tenancy renewals and terminations.

In the case of prospective clients we will use your information to provide you information about our services, the properties we market and advice on lettings.

We seek to ensure that our information collection and processing is always proportionate.  We will notify you of any material changes to information we collect or to the purposes for which we collect and process it.

Who we share your information with?

We will not sell or rent your information to third parties.

We may need to share information with third party recipients such as companies contracted by our clients to carry out works to the property, emergency services, local authorities, referencing services, insurance companies, insurance brokers, solicitors, surveyors, loss adjusters and regulatory bodies. It will also be shared with software providers used by Neil Douglas Lettings Limited to deliver our service.

We will also share your information with any future Managing Agent, which is appointed by your Landlord to take over from Neil Douglas.

We will share your information with law enforcement or other authorities, if required by law.

How your personal information will be held?

We will hold your information at our offices and via appropriate third party software providers.

We and our software providers have security measures in place to maintain the security of our systems and information.  

Your information will only be held for as long as there is a legitimate interest for us to hold it.

For property owners and tenants we will hold personal information for the duration of our management contract and seven years after the end of our contract.

For prospective landlords and tenants we will hold your personal information for a period of five years after your enquiry.

We have appropriate security measures in place to prevent personal information from being accidently lost, or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

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

Use of Cookies

We may on occasion gather information regarding your computer whilst you are on our website. This enables us to improve our services. 
Such information will not identify you personally it is statistical data about our visitors and their use of our site. This statistical data does not identify any personal details whatsoever.

Similarly to the above, we may gather information about your general internet use by using a cookie file. Where used, these cookies are downloaded to your computer automatically. This cookie file is stored on the hard drive of your computer as cookies contain information that is transferred to your computer's hard drive. They help us to improve our website and the service that we provide to you.

All computers have the ability to decline cookies. This can be done by activating the setting on your browser which enables you to decline the cookies. Please note that should you choose to decline cookies, you may be unable to access particular parts of our website.

Summary of Your Rights

The General Data Protection Regulation gives you a number of important rights. Some of the rights are complex and apply in only certain circumstances. For further information on each of these rights see the guidance from the UK Information Commissioners Office (ICO) on individual’s rights under GDRP.

These rights include:

• Fair processing of information and transparency over how we use your personal information
• Access to the information we hold about you and information about our processing of it and your rights in relation to it
• You can require us to correct any mistakes in your information which we hold
• You can require the deletion of personal information concerning you in certain circumstances
• You have the right to receive the personal information concerning you which you have provided to us, in a structured, commonly used and machine readable format.
• You have the right to object in certain circumstances to our continued processing of your personal information.
• You have the right to otherwise restrict our processing of your information in certain circumstances.
• Compensation for damages caused by our breach of data protection laws.

To exercise any of these rights, please:

• Email, call or write to us
• Let us have enough information to identify you
• Let us know the information to which your request relates including property addresses and /or any reference numbers.

If you consider that our processing or your personal information infringes data protection laws  can lodge a complaint with a supervisory authority responsible for data protection. The supervisory authority in the UK is the Information Commissioners Officer (ICO) www.ico.org.uk Tel: 0303 123 1113

How to contact us

Email us: louisa.myatt@neildouglaslettings.co.uk
Call us on: 01296 768395
Write to us at: The Data Controller, Neil Douglas Lettings Ltd, The Dutch Barn, Manor Farm Courtyard, Manor Road, Rowsham, Aylesbury, HP22 4QP.

Changes to this Privacy Policy

We keep this privacy policy under review and we will place any updates on our website.

This privacy policy was updated on 1st November 2022.