PRIVACY NOTICE – GENERAL DATE APROTECTION REDULATION (GDPR)

WHAT THIS PRIVACY POLICY STATEMENT COVERS

We are committed to protecting your personal information. In this notice, references to ‘we’, ‘us’ or ‘our’ mean Medway Property Matters #. this notice explains how we collect and use the personal information

about you.

WHO ARE WE

We are Letting Agents and members of National Residential Landlords Association; ARLA Propertymark; The Property Ombudsman; Property Redress Scheme; Client Money Protection and mydeposits

INFORMATION WE GATHER

We collect your information in the form of your name and contact details and store it on our agency database, paper files and telephone.

Your information is collected from: –

1. Your application form or eviction details by email or in person
2. Email, post, and telephone message correspondence
3. Contact via telephone
4. In person contact with partners and employees, landlords, housing officers and social workers
5. Information we receive from the website and Facebook page and external third parties where relevant

WE WILL USE YOUR INFORMATION TO:

1. Administer your property, legal and benefit requirements
2. Maintain relevant contact, including but not limited to: sending you information about properties to let, requesting tenant references and gaining information about eviction procedures
3. Arrange viewings, inspections, and tenancy support meetings
4. Maintain the accuracy of your information and communicate with you for any other reasons related to your property requirements, tenancy, eviction, or benefits

WHT IS THE LEGAL BASIS OF PROCESSING YOUR DATA

The legal bases of processing your date are:

‘Contact’ as defined by Article 6 of the General Date Protection Regulations where processing is necessary for the performance of a contract to which the date subject is party.

‘Legal obligation’, where processing is necessary for compliance with a legal obligation for example compliance with anti-money laundering legislation and accounting practices.

‘Legitimate interest’, where processing is required for maintaining contacts with customers for actions and to enable conflict of interest checks or to hold data to the other parties to contracts with a client (such as residential tenants).

WHO WILL HAVE ACCESS TO THE INFORMATION

We may share some of your information with third parties (in the case or reference applications landlords and employers) and data processors who may need to access your information for performing the purposes specified above.

We may sometimes outsource some of the services set out above to reputable third parties, including for the purpose of ensuring the security of your data. We have data protection compliant agreements in place with all such service providers, so they would only use your information according to our instructions.

SECURITY

We take reasonable organisational and technical measures to protect your information against unauthorised access, modification, or misuse. We use services provided by reputable security providers and your information is accessed by employees, agents, and third-party partners on a needs-only basis.

HOW LONG WILL WE KEEP YOUR INFORMATION

In the absence of any legal requirements, your personal data will be retained for as long as is necessary for the purpose of processes listed above. This means your date will be deleted if you withdraw consent to processing or the data is no longer required or inaccurate. We will hold your information for a period which is deemed reasonable.

YOUR RIGHTS

You have the right to:

1. Keep us updated of any changes
2. Request a copy of the personal information we hold about you. We require you to prove your identity with two pieces of approved identification. You will need to submit your request in writing to the contact details shown at the end of this notice. We will respond within one month of receipt of your written request and confirmed ID. Please provide as much information as possible about the nature of your contact with us to help us to locate your records. This request is free of charge unless the request is manifestly unfounded or excessive.
3. Have any inaccuracies in your data corrected. If you would like to update the details we hold about you, please contact us on the details at the end of this notice.
4. Request that we delete your personal data, so it is erased from our records.

ACCEPTANCE

By using this website, you consent to the collection and use of your personal data by Medway Property Matters in accordance with the above policy. If you do not agree to this policy, please do not use our site. If you would like to review or delete the information you have previously provided us to use, or have any questions relating to our policy, you may do so via our ‘contacts’ page.

ENQUIRIES OR COMPLAINTS

Pleas contact us if you have any questions arising from this privacy notice. Where possible please raise all enquiries in writing or email. If you are unhappy with our work or something we have done or failed to do, please inform us in writing. We will acknowledge receipt of all complaints and we will endeavour to investigate the complaint as soon as reasonably practicable.

All questions or complaints should be sent to:

Mrs Joy Potter

Medway Property Matters

25 Imperial Road

Gillingham

Kent

ME7 5PH telephone 01634 907030 or 07496 252408

Email joy@medwaypropertymatters.com

CHANGES TO OUR PRIVACY POLICY

We keep our privacy policy under review and if there are any changes these will beaded to our website www.medwaypropertymatters.com. This policy was last updated on 15 June 2023.