If you provide us with somebody else’s personal data, you must provide them with a copy of this privacy notice before doing so.
In order to provide our services, Landlord News will collect and use data about individuals. Therefore, Landlord News is the controller of your data and this means that we are responsible for complying with data protection laws. Landlord News is a trading name of Landlord News Limited, Registered in England and Wales. Reg No. 09524080 Registered address: 4 Old Park Lane, London, United Kingdom, W1K 1QW. Website: www.landlordnews.co.uk.
The purposes and lawful basis of Landlord News processing your data
We may process your information for a number of different purposes. For each purpose, we must have a legal ground for such processing and we will rely on the following legal grounds:
– The data is being processed with your consent. We may request your data for marketing purposes, however we will always obtain your consent to use this data for marketing before doing so. Where you have provided consent, we will send you marketing communications where we think you will be interested in receiving them. You have the right to object to direct marketing at any point and therefore withdraw your consent. An “unsubscribe” link appears in all our marketing emails. To unsubscribe from emails sent by us, simply click on the link at any time. In such circumstances, we will continue where necessary to send you (non-marketing) service related communications.
– The processing is necessary for compliance with a legal or regulatory obligation.
– The processing is necessary for the purposes of legitimate interests pursued by the controller or a third party, except where such interests are overridden by your interests, rights or freedoms. You must have an objection to the processing of your personal data on “grounds relating to your particular situation” and we will stop processing the personal data unless:
- we can demonstrate compelling legitimate grounds for the processing, which override your interests, rights and freedoms; or
- the processing is for the establishment, exercise or defence of legal claims.
We have genuine business needs to use your personal information. When using your personal information for these purposes, we have considered your rights and ensured that our business need does not cause you harm.
What personal data we may collect
We may ask for personal data such as your name and email address. We may also store your IP address and information captured during recordings of our telephone calls.
The protection of data is something we take extremely seriously. We comply at all times with our statutory obligations regarding data protection in relation to all the data we collate. Client information is confidential and is strictly always treated as such. We never, under any circumstances, release information or details about any of our clients to anybody else or to any other company, organisation or third party. The only time that your information may be passed on to third parties will be if we are instructed to do so by law. There may be instances that require us to provide relevant information to a third party Regulator/ Supervisory Authority, as well as our third-party services providers such as IT suppliers, accountants, auditors, lawyers, or companies within the Purple Bridge Group, document management providers and tax advisers.
If you are an affiliate or any other individual or company associated in any way with Landlord News then your personal and company information will never be released to anybody else or any other company, organisation or third party. The only time your information may be passed on to others will be if you have asked us to release such information or if we are directed to do so by law.
We do not transfer data outside the European Union, to third countries or international organisations.
When we collect personal information from you
We will obtain your personal information directly from you or from someone else on your behalf where it is submitted in application/ registration forms.
Personal information is collected by us from you when you request any of our online services. The information we will request from you will be limited to the necessary information required to provide you with the service you have requested. We do not ask for any information that is not necessary or is irrelevant to your individual needs or requirements. Should your personal information change at any time, we would ask you to keep us informed of the change so that our records may stay up to date. We do not obtain your personal data from publicly accessible sources.
Where the provision of personal data is part of a statutory or contractual requirement or obligation, if you fail to provide us with the personal data required, we have the right to terminate the service we provide to you.
You have the right to rectify the personal data we hold if it is inaccurate or incomplete. In these instances, we will inform any third parties of the amendment where possible, and also inform yourself about the third parties to whom the data has been disclosed. We will respond to your request to amend the data within 1 month, or 2 months if the amendment is complex. If we do not fulfil your request, we will explain why this is. You will have the right to complain to the supervisory authority and to a judicial remedy in these instances.
You also have the right to restrict the processing of your personal data when:
- You contest the accuracy of the personal data, we will restrict the processing until we have verified the accuracy of the personal data.
- Where you have objected to the processing (where it was necessary for the performance of a public interest task or purpose of legitimate interests), and we are considering whether our organisation’s legitimate grounds override yours.
- When processing is unlawful and you oppose erasure and request restriction instead.
- We no longer need the personal data but you require the data to establish, exercise or defend a legal claim.
We will inform you when we decide to lift the restriction.
How personal information is stored
Personal information that we hold about you is always held securely on our in house computer systems. Information provided through our website is also held securely on dedicated servers and cannot be accessed by any third parties or individuals that are not part of our organisation. All telephone calls received or made by us are recorded for monitoring and training purposes. Our recorded telephone calls are also held on dedicated servers and can only be accessed by senior employees of our organisation. For added security, recorded telephone calls cannot be amended or deleted from the system.
You have the right to have personal data erased and to prevent processing in specific circumstances:
- Where the personal data is no longer necessary in relation to the purpose for which it was originally collected/processed.
- When you withdraw consent e.g for receiving marketing material.
- When you object to the processing and there is no overriding legitimate interest for continuing the processing.
- The personal data was unlawfully processed.
- The personal data has to be erased in order to comply with a legal obligation.
There are specific circumstances where the right to erasure does not apply and we can refuse to deal with a request:-
- To exercise the right of freedom of expression and information;
- To comply with a legal obligation or for the performance of a public interest task or exercise of official authority;
- For public health purposes in the public interest;
- Archiving purposes in the public interest, scientific research historical research or statistical purposes; or
- The exercise or defence of legal claims.
If we have disclosed the personal data in question to third parties, we will inform them about the erasure of the personal data, unless it is impossible or involves disproportionate effort to do so. We will also do this if the processing of your data is restricted.
Your personal data is only retained by Landlord News for as long as necessary. The retention periods differ based on the type of data processed, the purpose of processing or other factors. These considerations include where any legal requirements apply for the retention of any particular data.In the absence of any legal requirements, personal data will only be retained by Landlord News for as long as necessary for the purpose of processing. This means that your data is to be deleted by us e.g. when:
- you have withdrawn consent to processing; or
- a contract has been performed or cannot be performed anymore; or
- the data is no longer up to date.
Exceptions may also apply to the processing for historical, statistical or scientific purposes.
Our bespoke website uses an analytical service that records clicks, customer movement, page scrolling and data entered into website forms. This data is collated in order for us to improve our website functionality and usability.
The information collected is stored purely for our own aggregated and statistical reporting use and is not shared with any third parties.
Our website also uses software that tracks IP data of companies who visit the website. This information is supplied to us from Whoisvisiting.com. Whoisvisiting.com is a service offered by Whoisdata Limited and uses only information available from the public domain.
if you are accessing our website through a business, when you visit our site we may automatically log your company’s IP address, a unique identifier for your computer or other access device. We track the business IP address for security reasons and we will not use your IP address to identify you, the individual, in any way.
There are rights in relation to automated decision making and profiling however we do not use your information for automated decision making including profiling.
Surveys / Reviews
We invite consumers to provide us with feedback on our service. This participation is entirely optional and is purely to gauge and ultimately improve the service offered to our clients. Information collated will not be used for any other purpose, however from time to time we may request to use this information for testimonial purposes in advertising. We will always obtain your permission in doing so.
How you can access the personal information we hold
You have the right of access, meaning the right to obtain confirmation that your data is being processed, access to your personal data and other supplementary information, such as this privacy notice.
You may request to receive a copy of the personal information we hold about you, by making a request in writing. There is currently no charge for this service, however there may be a reasonable fee when a request is manifestly unfounded or excessive. To receive a copy, please write to us requesting the information. All requests will be dealt with within the regulatory time period of within 1 month of receipt. We will be able to extend the period of compliance by a further 2 months where requests are complex or numerous.
You also have the right to data portability, meaning you can obtain and reuse your personal data for your own purposes across different services. We will provide the personal data in a structured, commonly used and machine readable form. However, we do not adopt or maintain processing systems that are technically compatible with other organisations.
If we do not fulfil your request, we will explain why this is. You will have the right to complain to the supervisory authority and to a judicial remedy in these instances without undue delay and at the latest within one month.
There may also be circumstances where exercising some of the rights mentioned (such as the right to erasure, the right to restriction of processing and the right to withdraw consent) will mean your monthly newsletters can no longer be provided and it may therefore result in cancellation of your subscription.
Data Protection Officer
If you need to contact Landlord News Data Protection Officer, you can contact:-
Data Protection Officer
Address: 4 Old Park Lane, London, United Kingdom, W1K 1QW
Phone: 0115 908 1489
Your right to complain
You have a right to complain to the Information Commissioner’s Office if you believe that any use of your personal information by us is in breach of applicable data protection laws and/ or regulations. More information can be found on the Information Commissioner’s Office website: https://ico.org.uk/
This will not affect any other legal rights or remedies that you have.