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Privacy Policy - Student accommodation for DMU and Leicester University

Welcome to Lander Lettings Limited website if you continue to browse and use our website, you are agreeing to comply with the following terms and conditions of use, which together with our privacy policy govern our relationship with you in regards to our website. If you disagree with any part of these terms and conditions please do not use our website.

The terms ‘us’ or ‘we’ refers to the owner of the website Lander Lettings Limited. Both the service provider and data controller of your personal information Lander Lettings Limited, Company Number: 08761898; ICO data protection registration number: ZA029073 we are registered in England. The term ‘you’ refers to the user or viewer of our website.

The use of our website is subject to the following terms:

Lander Lettings LTD is committed to protecting your personal information and respecting your privacy in everything we do. This privacy policy provides you with an explanation as to how we collect and use certain information, including any personal information, that you provide to us and the ways in which you can choose to continue to share your data with us.

Who we are:

Lander Lettings is a local family run business that is committed to providing quality accommodation and commercial units in Leicester. We are committed to providing facilities at affordable prices with an honest service.

Summary

To summarise, this Privacy Policy states that:

  • When you contact us or use our services we will record and store personal information about you.
  • We will not sell your personal information to third-parties or use your data for marketing purposes without your explicit consent.
  • We may pass your data to third-party service providers where necessary when such personal data is already available within the public domain (such as your address or company information) or we have asked for explicit permission to do so.
  • You have the right to request, rectify, erase, restrict or for us to pass your personal information to another business or organisation where you are legally entitled to do so.
  • We will take reasonable measures to ensure your personal information is secure and inform you of breaches to your data where we are legally required to do so.

Enquiries

Should you have any queries relating to this Privacy Policy, then please do not hesitate to get in touch via:

  • Our online contact form, that can be found at: www.landerlettings.com
  • Calling us on 0116 233 0933
  • Email: leicester@landerlettings.com
  • Mail us at: 34 Oxford Street, Leicester, Leicestershire, LE1 5XU

How do we collect your personal information?

Information that you provide us 

When you contact us via our contact form, you provide us with the following information:

Your name, company name, email address and telephone number. 

This information is then emailed to us and stored on our mail server allowing us to respond to your query via email or telephone (should you have provided us with a contact telephone number).

Once we have received your email, we will aim to reply to you as soon as possible in order to best deal with your enquiry. We generally keep emails we deem to be important and allow us to work efficiently to deal with any conversations between us in the future. We regularly review the contents of our mailboxes to remove any emails we no longer deem to be important for the effective running of our business. However, you may request that we delete your personal information and any email correspondence between us from our servers sooner if we agree we have no valid reason to keep them any longer.

When you register with us to apply for a property, we collect name and contact details, gender, date of birth, company name (required), company number (if applicable), VAT number (if applicable), one or more email addresses, one or more telephone numbers (required), your postal address. This is because we will be creating a Tenancy Agreement for you, which is a legal document. We ask if you have a medical condition/disability, which would affect what type of room you would need. We also ask for the name and contact details of your Guarantor, what their occupation is, how long they have lived at their address and whether they own or rent the property they live in. Tenants and prospective tenants should ensure that they have obtained permission from their guarantors when providing their personal details to us.

We also ask you to tell us your nationality and ethnicity. This helps us to understand people’s specific living requirements better and establish your right to rent.  For example, you may need to live in a single sex environment or have visa restrictions.

Further to this if you decide to enter into a contract with us we will also request a physical copy of your signature on any official documents.

We will never sell your details onto third party providers or send you any marketing material without first asking you for permission for us to do this.

Information from other sources 

In some cases, we might supplement the information you provide us with information we obtain from other services or data providers. Such supplemental information might include, but is not limited to, looking up your address via Google Maps to find out where you are located should we need to arrange a visit or obtaining additional information such as your company name, registration number, VAT number or address via Companies House.

Information that we collect automatically

When using our services and website, there is information about you that your web browser collects automatically that we use to best tailor your web browsing experience and to help us track who is visiting our website, this includes:

Device IDs or other unique identifiers, device and software characteristics (such as type and configuration), connection information, page view statistics, referral URLS, your IP address (which can provide us with the general location in which you are based) and browser and standard web server log information.

How do we process your data?

We shall only use or process your data based on the following criteria:

  1. a) Consent

You have given us clear consent that you wish us to process your data for a specific purpose, such as asking us to provide you with a quotation or replying to an enquiry that you might have sent us.

  1. b) Contract

You have entered a contract with us or you have asked us to take specific steps before entering a contract. This also includes the renewal of services or changes to pricing information. As well as, providing you with the service that you have signed up to with us (Tenancy Agreement).

If you are a resident we will provide you with information on your tenancy. For example, issuing a Section 21 Notice to remind you when your tenancy end date is, letting you know when contract renewals begin, informing you of when maintenance contractors or staff will visit the property, reminding you of rent payment dates, advising you when we will start to carry out viewings on properties as part of our marketing and informing you of any viewings booked.

  1. c) Legal obligation

To ensure that your rights are met under the UK Data Protection Act.

To meet our obligations with law enforcement agencies, courts and other organisations (Such as right to rent checks.)

To comply with anti-money laundering regulations.

To comply with vital interest request.

Special Category Data

Lander Lettings LTD collects special category data on disability and ethnicity to help us assign rooms in certain circumstances. We do this in compliance with Article 9(2) G of the General Data Protection Regulations: “processing is necessary for reasons of substantial public interest, on the basis of Union or Member State law which shall be proportionate to the aim pursued, respect the essence of the right to data protection and provide for suitable and specific measures to safeguard the fundamental rights and the interests of the data subject”.

Children

You must be 18 years of age or older to enter a contract with us. While individuals under the age of 18 may enquire with regards to our services, they may do so only with the involvement, supervision, and approval of a parent or legal guardian.

To whom we disclose your data

We aim to disclose your data to as few third parties as possible. However, when you sign up for our products or services it may be necessary to provide your personal information to other service providers who work for us such as:

Maintenance contractors to arrange appointments for repairs.

The owner of the property you live at.

Our software providers: • Go Daddy • Drop Box • My Docs Online • Landlord Vision •

Regulatory bodies, courts and law enforcement agencies. • Our partner companies to supply products or services and where there is a complaint or query. For example, De Montfort University and the University of Leicester.

We do not authorise other service providers to use or disclose your personal information except in connection with providing their services.

Business transfers

In connection with any reorganisation, restructuring, merger or sale, or other transfer of assets, we will transfer information, including personal information, provided that the receiving party agrees to respect your personal information in a manner that is consistent with our Privacy Policy.

Your information and rights

At any time, it is your right to be able to contact us, either in writing or verbally to request the following:

  • A copy of the personal information that we currently hold about you
  • To ask us to rectify any incomplete or inaccurate information
  • To erase certain aspects of your personal information
  • To restrict the processing of your personal information
  • To pass your data to another business or organisation where technically feasible to do so

For standard information requests, we will provide a copy of the information free of charge. However, we will charge a fee when a request is: manifestly unfounded or excessive, particularly if it is repetitive, unless you refuse to respond; or for further copies of the same information (that’s previously been provided).

The fee charged by us is currently £50.00 per hour, rounded up to the nearest full hour when dealing with non-standard information requests. We will respond to requests within 1 calendar month or sooner whenever possible. However, we can extend this timeframe by a further two months for complex or numerous requests (in which case we will inform you and give an explanation for the extension).

We will verify the identity of the person making the request, using “reasonable means”. This is usually by checking your caller ID if making a request via telephone or receiving the request from a known email address belonging to yourself that we have on record. We will make you aware of any right of access requests being performed via your nominated email address to ensure any requests are genuine and non-fraudulent.

How long do we keep your personal information?

How long we keep your personal information depends on why we have it and what we’re doing with it.

We keep records of any dealings you have with us or our partner companies for six years after the last contact for legal and accounting reasons.

We will keep other personal information about you if it is necessary for us to do so to comply with the law.

Security

The security of your data is extremely important to us and we use reasonable administrative, logical, physical and managerial measures to safeguard your personal information against loss, theft and unauthorized access, use and modification. Such safeguards include securing our networks/systems with up-to-date security mechanisms such as software and/or hardware firewalls, intrusion detection and system monitoring, encryption, anti-virus software and automatically updating our software and operating systems to help protect our devices from any software vulnerabilities.

Unfortunately, no measures can be guaranteed to provide 100% security. Accordingly, we cannot guarantee the security of your information, but rest assured that we take the security of your data very seriously.

Breach notification

The Global Data Protection Legislation introduces a duty on all organisations to report certain types of personal data breaches to the Information Commissioner’s Office (ICO) and, in some cases, to the individuals affected.

A personal data breach means a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data.

We have to notify the ICO of a breach unless it is unlikely to result in a risk to the rights and freedoms of individuals. Where a breach is likely to result in a high risk to your rights and freedoms, we must notify you directly and without undue delay.

Changes to our Privacy Policy

We will update this Privacy Policy from time to time in response to changing legal, regulatory or operational requirements. We will provide notice of any such changes (including when they will take effect) in accordance with law. Your continued use of our services after any such updates take effect will constitute acceptance of those changes. If you do not accept any updates to this Privacy Policy, you may cancel your use of your services with us. To see when this Privacy Statement was last updated, please see the “Last Updated" section below.

Our Website

The content of the pages of our website is for your general information and use only. It is subject to change without notice.

Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.

Your use of any information or materials on our website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through our website meet your specific requirements.

Our website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions.

All trademarks reproduced in this website which are not the property of, or licensed to, the operator are acknowledged on the website.

Unauthorised use of our website may give rise to a claim for damages and/or be a criminal offence.

From time to time our website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).

Your use of this website and any dispute arising out of such use of the website is subject to the laws of England, Northern Ireland, Scotland and Wales.

For full details regarding your rights with regards to the Global Data Protection Regulations (GDPR), please visit https://www.eugdpr.org/ and https://ico.org.uk/ for more information.

Last updated

This Privacy Policy was last updated on 5th June 2019.