Garrison Lettings is committed to protecting and processing your personal data in accordance with the General Data Protection Regulations and the Data Protection Act 2018 (the legislation). For the purpose of the legislation and your personal data, Garrison Lettings is the Data Controller, Jill Atkinson is the person responsible for data protection and can be contacted at 4 Frenchgate, Richmond, North Yorkshire, DL10 4JG
The General Data Protection Regulations are to safeguard your personally identifiable information or personal data. This privacy notice will be regularly reviewed and updated.
Personal data collected (includes but not limited to)
Telephone numbers (mobile and landline)
Where applications for a tenancy are made we are required by law to carry out ‘Right to Rent checks and confirm an individual’s identity, and therefore ask for date of birth, photographic identification such as passport, driving licence and a form of address identity i.e. utility bill. We will also ask for next of kin details and information regarding your employment and bank account.
How we use your information
It may be shared with landlords, contractors and any third party relevant in creating a tenancy and allowing us to fulfil our obligations to you.
Garrison Lettings will never use your information for marketing purposes without your consent which can be withdrawn at any time.
If requested by law any of your information will be shared with Police, Courts or Government bodies.
Online identifiers, IP addresses and cookie identifiers
When you visit our website we may collect information about your computer, including (where available) your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns. The data we store is always stored within the European Union or outside of the European Union but with an organisation operating under the General Data Protection Regulations.
We may obtain information by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. Our lawful basis of processing is a legitimate interest as processing the data enables us:
Your personal data will be processed during and after your website visit and any subsequent visits to our website.
Recipients of personal data
It will also be necessary for us to process or share all or some of your personal data with our website host, software provider and advertisers.
Retention period and criteria used to determine the retention period
We will retain your personal data for only as long as is necessary. The information that can be anonymized will be that which is no longer required for either contractual fulfilment or a legitimate interest. If the lawful basis for processing your data was consent then you may withdraw such consent at any time.
Storage of information
Garrison Lettings stores your information on a secure server or computer protected with passwords and appropriate firewalls. Any paper documents are stored in locked filing cabinets.
Your data is not kept any longer than the duration of your interaction with Garrison Lettings and are disposed in line with the Data Protection Act
You have a right of access to check your personal data to verify the lawful basis of processing. We are obliged to respond to an access request within 30 days and may not charge a fee unless the request is unfounded, excessive or repetitive. If a fee is charged it is to be a reasonable fee based upon the administrative cost of providing the information.
You have a right to rectification if the data we hold is either inaccurate or incomplete. If your data has been disclosed to third parties then we must inform them of the rectification, where possible.
You have a right to require erasure of your data when consent is our basis of processing (the right to be forgotten). You may request that your personal data be erased, for example, where there is no compelling reason for its continued processing or where you withdraw consent. We will comply with your request unless we have another basis of processing justifying our retaining the data (for example a legal requirement or the defence of a legal claim).
You have some rights to ask us to restrict processing i.e. to block or supress processing where, for example, the data may be incorrect and whilst the accuracy is verified. We are permitted to store the data.
Your right to object
You do have a right to object to further processing of your personal data. We may be required to stop processing unless there is some other legitimate basis of processing such as a legitimate interest or a requirement for the exercise or defence of a legal claim.
How to lodge a complaint with the supervisory authority
The supervisory authority responsible for data protection is the Information Commissioners Office (ICO) to whom concerns may be reported by phone on 0303 123 1113 or +44 1625 545 745 if calling from outside the UK, by email using the form on the website ico.org.uk or the livechat function.