Privacy Policy

Effective May 2018

We are required to notify you of the information we hold under the General Data Protection Regulation.

Please ensure that you read this statement and any other document on the same subject we may have passed to you.

The privacy notice contains important information on who we are, why and how we collect and store and also share and use personal information.  It also will explain your rights in relation to your personal information and how to contact us and supervisory authorities in the event you may have a complaint.

We hold the following information from you either as a tenant or landlord:-

• Name
• Property address
• Correspondence address
• Rental address
• Work and mobile telephone numbers
• Email addresses
• Mortgage company  
• Bank details – name, account number and sort code
• Third party contacts based on their consent to you

The reason we collect and use your personal data is our business relies on contracts.

Using your Information

Where we hold any personal information, it will be processed and stored securely, for no longer than is required.

We have the appropriate security measures in place to prevent information from being lost (accidentally) or used or accessed in an unauthorised manner. We limit access to your personal information on a need to know basis. Any information that is processed will be completed in an authorised manner and adhering to confidentiality.

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

Who we share your personal information with

We as a company regularly share information with the following:-

• Contractors
• Debt recovery agencies
• Accountants
• Lawyers
• Banks
• Insurers and Insurance brokers
• Regulators
• Emergency services
• Surveyors
• Utility Companies
• Councils
• Referencing agencies
• Inland Revenue

By sharing data, we perform as a managing agent and share with law enforcement or other authorities if required by law.    

The location of personal information held

Information may be held at our office, third party agencies, representatives, agents as described above.

We have appropriate security in place to hold your information.

How long we hold your personal information

We hold all information for a period of 6 years.

The reason why we collect and use your personal information

Our business requires contracts and personal information is required for these.

Your rights

Under the General Data Protection Regulation, you have a number of important rights free of charge.

For further information on each of these rights, including the circumstances in which they apply, see Guidance from the UK Information Commissioner’s Office (ICO) on individuals rights under the  General Data Protection Regulation.

If you have any queries regarding this statement:-

Email us on angela@eagleestates.co.uk

or write to us at -  Eagle Estates Limited

41 Sheep Street

Northampton

NN1 2NE

Please ensure you let us know the information you are requesting, including any reference number or property address.  We will require proof of identity and address (a copy of your driving licence or passport and a recent utility or credit card bill).

How we keep your personal information secure

To ensure that personal information is not lost or used or accessed in an unauthorised way we have appropriate security measures in place to prevent this.

We limit access to your personal information to those who have a genuine need to know as a business.  Anyone 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 date security breach and will notify you and any regulator of a suspected date security breach where we are legally required to do so.

Your data will be stored in paper form by documentation you have reviewed and possibly signed. These documents must be retained by us for a period of up to 6 years after your contract ends from our services unless you request otherwise.

Your data is stored on our computer software services for the purposes of contacting you for viewings, applications, management, moving out of a property and future correspondence.

The computer software services extend to a system provided by Microsoft under document and excel files as well as Arthur online property software where contact details, addresses , emails and bank account and sorting code information is securely stored.

If you wish to have these removed once you have ceases your contract with us please email the above address, write to us at our registered address, call us on 0604 628088 or visit us in the office 41 Sheep Street Northampton NN1 2NE