The Street Group of Companis, Suite 2, West Hill House, West Hill, Epsom, Surrey KT19 8JD01372 734990

Privacy Notice

This Privacy Notice provides you with details how The Street Group and its associated companies collects and processes your personal information (data), whether you are applying for a tenancy, if you become a tenant, a guarantor, or long leaseholder.  The notice details the data we collect and how we process your personal data to conduct our normal business activities of providing residential and commercial property for rental purposes.  This involves applications for tenancies, checking the suitability of tenants, residents, and guarantors to include credit, immigration and referencing checks, arranging lettings, the management of property which consists of rent collection, maintaining our accounts and records, tenancy terminations, administering tenancy deposits, repair and maintenance of property and grounds, dealing with any complaints, and job applications.

It is very important that the data we hold about you is accurate and up to date.  Please let us know if your personal information changes. Our contact details are:

The Street Group
Suite 2
West Hill House
West Hill
Epsom
Surrey  KT19 8JD

Tel: 01372 734990

Email: info@thestreetsgroup.co.uk

The Street Group is the data controller.

The data we collect about you

 

We collect and retain personal and financial data including the information you supply to us when applying for a tenancy.  It is necessary that your data is processed by us or by any letting/managing agent we retain to let our property.  We may process the following data about you:

  • Full name and proof of your identity / photo ID;
  • Date of birth;
  • National Insurance number;
  • Bank details;
  • Income and employment details;
  • Prior landlord and credit/referencing agencies;
  • Deposit (if any) including return on tenancy termination;
  • Tenancy details including renewals, joint tenants, other residents, and guarantors;
  • Immigration/right to rent checks (England only);
  • Contact details, emails, texts messages and other communications;
  • Rent and other payments;
  • Recovery of arrears, claims and possession proceedings;
  • Repairs and health & safety;
  • Breach of tenancy terms, nuisance, anti-social behaviour;
  • Council Tax liability;
  • All utilities and services provided;
  • Housing benefits;
  • Termination of tenancy;
  • CCTV recordings; *
  • Photography to capture repairs and maintenance defects, evidence of breach of tenancy, any anti-social behaviour or crime;
  • Complaints;
  • Insurance;
  • Health or disability;
  • Website and online portal information;
  • Car registration;
  • Details of other authorised person to act on your behalf, for instance a guarantor or agent.

* Many of our sites operate a CCTV system for the prevention of crime.  The systems used operates continuously and recordings are held for up to one month.

We also generate and use data internally, for instance rent records, occupational levels.

If you do not provide the information we require, we may not be able to provide all our services to you and ultimately you may not be able to hold a tenancy or lease with us.

Data about you may also be received from third parties such as utility companies or other service providers.

How we use your data.

We must process any data fairly and openly. 

The data protection legislation permits use of personal data if we have a legal basis for doing so.  Processing personal data includes recording, storing, altering, using, sharing, or deleting data.  We only require one of the following grounds for this purpose:

  • Consent – it may be requested in certain cases, e.g. to obtain a reference but generally we do not rely on your consent to process your personal data;
  • Justification - to perform our contract so we can carry out our responsibilities under the tenancy agreement with you, including anything you request of us with a view to becoming a tenant;
  • Compliance - a statutory or other legal obligation.

But also:

  • Vital interest - if there is a life-threatening situation, for instance;
  • Legitimate interest - where we are pursuing our own legitimate interests or those of a third party.  This will not apply if our interests are overridden by your interests or your fundamental rights and freedoms. 

In some instances, we will rely on more than one ground depending on the purpose for which we are processing your data.

Why we process your data

To conduct our normal business activities of providing residential and commercial property for rental purposes, it may be necessary to process your data for:

  • Our legitimate interests for deciding on the suitability of a proposed tenant;
  • Our legitimate interests for verifying the credit worthiness/suitability of tenants;
  • Our legal obligation to check immigration status/right to rent, and to verify identities;
  • To perform our tenancy contract to deal with joint tenants linked to the tenancy;
  • To perform our contract to complete the tenancy agreement;
  • Our legitimate interests to secure rental payments/performance of tenant obligations, e.g. deposits and guarantors;
  • For contractual performance for rent collection and collection of other payments, and collecting banking details;
  • For contractual performance for managing the tenancy and the property;
  • For contractual performance and/or in our legitimate interests for record keeping;
  • For contractual performance for arranging repairs and maintaining the condition of the property and keeping it in a safe condition;
  • For contractual performance for monitoring and enforcement of tenant responsibilities;
  • For contractual performance or in our legitimate interests for recovering debts and other payments due, including any possession proceedings;
  • Our legitimate interests for administering liability for Council Tax;
  • Our legitimate interests and those of the provider relating to arranging and paying for utilities and services;
  • Our legitimate interests for dealing with housing benefit in respect of the rent;
  • Our legitimate interests in relation to tenancy termination including the return of any deposit;
  • Our legitimate interests for processing complaints;
  • For contractual performance or in our legitimate interests for dealing with health and disability issues relating to tenants/residents;
  • Our legitimate interests for obtaining cctv recordings;
  • To perform our legal obligations to provide information to public or local authorities who are legally entitled to require this information;
  • In your vital interests for contacting next of kin etc. in an emergency;
  • Our legitimate interests for the storage of emails, records of calls and other communications;
  • In accordance with our legal obligations if you exercise your rights under data protection law;
  • To perform our legal obligations for compliance with legal and regulatory requirements;
  • Our legitimate interests for the establishment and defence of legal rights;
  • Our legitimate interests for prevention, detection and investigation of crime and anti-social behaviour and the security of any website or other means of electronic communication.

Immigration/right to rent checks - we are required to check your immigration status before renting a property to you, this means you are legally obliged to provide us with certain documentation (e.g. a passport or driving licence), whether you are a UK or EU citizen.  Not only do we require to see original documentation, but we must retain and hold copies.  We also check this documentation as part of our process to verify your identity at the outset of the tenancy.  Prospective tenants and all adult residents who will live at the property must be checked. 

Gas safety - we have a legal obligation to undertake gas safety checks, meaning we may need to handover elements of your data for this purpose, for instance to enable the contracted gas safety engineer to access the property.

Tenancy deposit schemes - legally we must hold and process information relating to a tenancy deposit which you pay to us including sharing your information with a deposit scheme by which any deposit is protected. 

Utilities - it is the legitimate interests of utility companies to receive information about occupants of the property to enable them to bill you for utilities.

Council Tax - local authorities are notified of your occupancy for the collection of Council Tax.  They are entitled to serve notice upon us requiring this information if they choose to do so.

Search engines, websites, etc - where necessary, we obtain information about you which is publicly available via search engines.  This will include information about you which you yourself made public.  When doing so we make sure that we comply with applicable guidelines under data protection legislation.

Children - in cases where you rent a property with your child, information will be given to us about resident children; usually by the parent.  Data protection law requires us to give such information additional protection where we collect or use it.  Where the rented property is located in England, we need to check on the age of any residents to see whether or not an immigration/right to rent check should be completed.

Joint tenants and guarantors - where you have a tenancy jointly with another person or there is a guarantor for your tenancy, as necessary, we will share information with either party/parties.  This relates to your performance of your responsibilities under the tenancy agreement including information about any rent arrears or other breach of the tenancy terms.  It can also relate to issues around the termination of the tenancy and any claims we may have as a result.

Sharing your data

When necessary we share your data with the following:

  • Tenancy deposit schemes;
  • Contractors/suppliers/tradespeople;
  • Utilities and service providers;
  • Financial organisations (including banks and insurance companies);
  • Debt collection and tracing agents;
  • Professional advisers such as lawyers;
  • Public and government bodies (including those who administer benefits);
  • Courts, police and law enforcement agencies;
  • Taxation authorities;
  • Local authorities in relation to Council Tax and regulatory functions;
  • Letting and managing agent, referencing agencies or other landlord’s where you are applying for another tenancy;
  • Next of kin, in an emergency;
  • A future owner of the property if we are disposing of the property;
  • A joint tenant and/or the guarantor.

We may be under an obligation to provide information because of the law or of a contractual obligation.  What we share will depend on what is necessary in the circumstances.  When we share your data, we must comply with data protection legislation.

Special and sensitive data

Some data is classified as special or sensitive for which additional protections apply.  This relates to your health, racial or ethnic origin, religious belief or political opinion, sexual orientation, and trade union membership. 

Health information may be given to us to explain your absence from the property or as a reason rent has not been paid.  You may wish us to have information about your health so that we are aware of how you may need assistance on occasions.   This could also be information about health or disabilities affecting someone else which impacts on you. 

We handle information about your health or disability, and the health of others, depending upon the circumstances, to assist us in the management of the tenancy and the property.  This may be to protect your vital interests.  It may alternatively be for contractual performance where it affects your ability to perform your contractual obligations under the tenancy agreement.  It will be in our own legitimate interests if we are informed of any medical condition which affects you, so we are aware of implication that may impact upon the performance of the contract.

Regarding information concerning any disability, we handle this information to assist in the management of the tenancy and the property. This may also be under a legal obligation where we are obliged by law to make a provision to deal with your disability. 

Length of storage of data

We will hold personal data for the duration of your tenancy and where we have an on-going legitimate business need to do so or for a minimum period of six years after your tenancy has ended.

Storage and security of data

We limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know and who will only process your personal data on our instructions and are subject to a duty of confidentiality.

Information is stored securely electronically on servers or devices that are password protected to prevent your personal data from being accidentally lost, used, or accessed in an unauthorised way, altered, or disclosed.

Data is also retained on a secure basis in hard copy format. 

Your data protection rights

Data protection legislation grants several rights in relation to your personal information.

To exercise any of these rights you should contact us by email, telephone, or in writing, details can be found at the beginning of this notice.  

These rights are as follows:

  • Access – you have a right to be told and have access to your personal information that we hold
  • Correction/Rectification – if you consider any data we hold about you is inaccurate or incomplete, this can be corrected. Any third parties who have received the data should be informed of the rectification;
  • Erasure - you have a right to ask us in certain circumstances to erase any data we hold about you (the so called right to be forgotten). Individuals can request the right to have personal data erased to prevent processing in specific circumstances:
    • it is no longer necessary for the purpose for which it was originally collected;
    • consent has been withdrawn;
    • relying on legitimate interests;
    • data has been unlawfully processed;
    • to comply with a legal obligation.
  • Objection - you can object to our processing of data, which must cease unless we can establish legitimate reason for continuing.  For instance, where we are relying on our own legitimate interests or those of a third party to process data. ;
  • Restriction – you can request that we suspend the processing of your personal data.  This includes where you are contesting the accuracy of a statement or the lawfulness of the processing;
  • Data portability – this allows individuals to reuse their personal data for their own purposes across different services allowing them to move, copy or transfer personal data more easily.

You have a right to object to the processing of your information where we are processing this in our own legitimate interests or those of someone else.  This applies if you feel that this impacts on your own interests or your fundamental rights or freedoms. 

We do not

Directly send you marketing material, do not sell on personal data to third parties, unless we are required to do so by law.

We will not transfer or store your personal data outside of Europe (the European Economic Area) outside of the control of the UK / European regulations.

Withdrawal of consent

Where your consent provides us with the legal ground to process data about you, you can withdraw this at any time by informing us by email, telephone or by post using the address given above.  

Complaints

We operate our own internal complaints policy and if you have any concerns about the way in which we collect, or handle data please contact us.

Additionally, you have the right to lodge a complaint with the Information Commissioner:

Information Commissioner's Office
www.ico.org.uk