West Hill House
Surrey KT19 8JD
Tel: 01372 734990
The Street Group is the data controller.
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:
* 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.
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:
In some instances, we will rely on more than one ground depending on the purpose for which we are processing 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:
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.
When necessary we share your data with the following:
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.
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.
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.
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.
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:
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.
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.
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.
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