THE LETTING PARTNERSHIP
What personal data we collect and why we collect it
The Letting Partnership Limited (“we” or “us”) is committed to protecting and respecting your privacy.
This policy explains how we use any personal information that you provide to us through our business dealings or through our websites. Please read it carefully. We may change this policy. We will post any changes on this page, so please check back frequently.
This policy does not cover how we use personal information hosted on our cloud-based software application (Genie). We are a processor of that personal information on behalf of agents and only use it to provide our software services and assess their performance. If you have questions about how your personal information is used by agents who use our software, you should contact the agent directly.
For the purposes of data protection law, the controller is The Letting Partnership Limited of The Letting Partnership, Second Floor, 3 Liverpool Gardens, Worthing, West Sussex BN11 1TF. You can contact us at firstname.lastname@example.org or via our postal address. Please mark the envelope ‘Data Protection Query’.
Information we collect from you
We may collect and process the following information about you:
Information you provide to us
You may provide us with information in several ways, including by filling in forms on our website or by corresponding with us by phone or email. This includes information you provide when you buy any of our products or services, provide feedback or report a problem with our website.
This information may include your name, address, email address, phone number, payment details and any other information you provide to us.
Information we collect about you
When you use our website, we automatically collect information about your device, including your IP address, information about your visit (including how you got to our websites) and how you use our services. We may combine this information with other information you have provided to us or which we have received from other sources.
Information we receive from other sources
If you use any of the other website or services provided by The Letting Partnership we may receive information about you or your device in relation to that use, including your IP address, information about your visits how you use our services.
How we use your personal information
We use your personal information for the following purposes:
Providing our services to you and fulfilling your requests
• Providing you with the information, products and services you request from us.
• Completing any transaction you are undertaking with us.
Marketing and advertising
• Providing you and others with information about goods and services that we offer that may interest you or them.
• Customising or enhancing your experience of our services.
• Measuring and understanding the effectiveness of advertising we serve to you and others.
Service improvement and account management
• Ensuring that our content is presented in the most effective manner for you and your device.
• Administering our websites and apps and for internal business administration (for example, troubleshooting, data analysis, testing, research, statistical and survey purposes).
• Protecting our interests and those of third parties and as part of our efforts to keep our services safe and secure.
• Managing and operating your account with us.
Legal basis for processing
Our legal basis for processing your personal information for the purposes described above will typically be one of the following:
It is necessary for us to process your personal information to perform a contract to which you are a party, or to take steps at your request prior to you entering into a contract.
You have consented to us using your personal information for this purpose (for example, when you create an account with us or agree to receive marketing emails from us). You can withdraw your consent at any time by sending your request to us in writing by email to email@example.com or via our postal address.
It is in our legitimate interests to use your personal information to operate, improve and promote our services (for example, when we customise your experience of our services or use your information for analytics purposes) and to protect our business.
It is necessary for us to use your personal information for us to comply with a legal obligation.
Sharing your personal information
Your personal information may be accessed by direct employees of The Letting Partnership in the process of carrying out of their normal daily duties.
We may also share your personal information with third parties in the following circumstances:
Our service providers: to help us run our business and perform services you request
We may provide your personal information to our suppliers and subcontractors (e.g IT providers & software providers) who provide services to us or where necessary to perform a service that you have requested.
Analytics and search engine providers: to help us improve our service
We may provide information about your visit to analytics and search engine providers to help us improve and optimise our services. We generally only share this information in a form that does not directly identify you.
We may also share your personal information with third parties for the following reasons:
If we sell or buy any business or assets
If we sell or buy any business or assets, we may disclose your personal information to the prospective seller or buyer of that business or those assets, along with its professional advisers.
To obtain professional advice
We may disclose your personal information to obtain professional advice (for example, from lawyers or financial advisors).
To comply with a legal obligation
We may disclose your personal information if required to do so by law or in response to a request from law enforcement or another regulatory authority. We may disclose your personal information to enforce our agreements with you or to protect the rights, property or safety of The Letting Partnership, its clients or others. This includes sharing personal information with other organisations for fraud prevention purposes.
In some special circumstances we may also need to share your information with credit referencing agencies
Storing your personal information
We will only transfer your data to another country where prior consent is provided.
Where you have a password to enable you to access our software or bank account records, you are responsible for keeping that password confidential. You must not share your password with anyone.
Unfortunately, transmission of information over the internet is not completely secure. We will do our best to protect your personal information, but we cannot guarantee its security and any transmission is at your own risk. Once we have received your personal information, we will use strict procedures and security features to try to prevent unauthorised access.
We keep your personal information for as long as is necessary for the purposes for which it is processed. These periods vary depending on the nature of the information and your interactions with us. If you would like to delete the personal information we hold about you, please contact us using the details below.
How we protect your data
All data you provide is kept secure and any staff or contractors that handle this data have a commitment and the necessary training to keep it private and secure. We have a number of policies and procedures in place to ensure that data is handled correctly and kept secure and have implement the necessary technical controls to support these. (Please refer to our Data Protection Policy)
Like many businesses, we collect information through cookies and similar technologies.
We use the following kinds of cookie:
Strictly necessary cookies.
These cookies are essential in order to enable you to move around the website and use its features, such as accessing secure areas of the website. Without these cookies services you have asked for cannot be provided.
These cookies collect information about how visitors use the website, for instance which pages visitors go to most often, and if they get error messages from web pages.
These cookies don’t collect information that identifies a visitor. The information collected is anonymous and statistical in nature. It is only used to improve how a website works and to give us insight into how our users interact with the website, for example the number of visitors to the website, where they have come to the site from and the pages they have visited.
You may refuse to accept cookies by altering the settings on your internet browser. For more information about how to do this, look at your browser ‘help’ section or visit www.allaboutcookies.org and www.youronlinechoices.eu.
Please note that if you adjust your internet browser settings to refuse the setting of cookies, you may not be able to access or use fully certain parts or functionality of our website.
You have the right to ask us not to process your personal information for marketing purposes. You can do this at any time by sending your request to us in writing by email to firstname.lastname@example.org or via our postal address.
Data protection law gives you the right to access your personal information, to object to the use of your personal information for certain purposes, and the right to erase, restrict or receive a machine-readable copy of your personal information. You can access, update and delete your information by emailing email@example.com or by contacting us using the address below.
We will handle your request in accordance with the law. This means there may be legal reasons why we cannot fulfil all requests.
Links to third party websites
Post: Data Protection, The Letting Partnership Ltd, Second Floor, 3 Liverpool Gardens, Worthing, West Sussex BN11 1TF
We hope that we will be able to resolve any questions or concerns you have. However, you may at any time raise your concern with the UK Information Commissioner at: https://ico.org.uk/concerns/ or by post to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5A or call their helpline: 0303 123 1113.