Privacy Policy

What information do we collect?

The information we collect about you includes details of who you are, contact information, demographic information and payment information. This is likely to include:

• your name, gender, age and interests;
• your phone number, email address and postal address;
• your driving licence or other documents that help us verify your identity or contact details; and
• your debit or credit details and bank details.

We collect financial information about you so we can provide the correct service for you. We take reasonable steps to protect that information in accordance with this Privacy Policy.

We may also collect sensitive personal data such as information about your health, disability and/or criminal convictions.

We retain your emails as part of our records and may use the information for the purposes set out in this Privacy Policy.

Where do we collect your information?

We collect information about you when you use our website, when you contact us and when you engage us to provide services to you. For example, we will collect information from you when:

• you enquire about our services or events, or take part in market research;
• you get in touch with us for any reason;
• you contract with us for any of our services, whether as a tenant or as a landlord or both;
• you enter into any promotions, prize draws or surveys;
• you use our website;
• you submit content on any of our social media pages; and/or
• you apply for a job with us.

Why do we collect your information?

We collect information about you because:

• you've entered into a contract with us. For example, we need information to manage your property or to manage your tenancy and deliver our services to you. You may also work for us, in which case we need information about you to manage your employment with us;
• we've got a legitimate interest to run and grow our business. For example, we may need to use information about you to improve our services, develop new ones, tell you or prospective customers and clients of our services, to find new customers and clients, tailoring our advertising to the right audience, and to comply with our legal and regulatory obligations; and
• you've given us your consent. For example, if you've agreed for us to send you direct marketing and offers that are relevant to you.

How do we use your information?

As above, we will use information about you for the purposes of the contract you enter into with us and where we have a legitimate interest to do to run and grow our business. We do not need your consent to use information about you when doing so for these purposes. Specific examples of such use includes:

• to tell you of any changes to our terms and conditions, or to this Privacy Policy;
• to decide whether to enter into a contract with you;
• to trace debtors, beneficiaries, recover debt, prevent fraud and manage the transaction or your relationship with us.

We will also use information about you to carry out certain searches, including:

• fraud checks (which includes alerting a central register for use by others);
• identity checks to confirm who you are;
• age-related checks to ensure you are over the age of 18; and
• credit searches to check your credit history and status. This will leave a footprint on your credit history and may be viewed by others when assessing you for credit. If you have multiple searches against your name which do not result in successful granting of credit, this may count against you.

Who do we share your information with?

We may share information about you in order to do all the things we've set out above. We only provide the information they need to perform their services, and they're only allowed to use it for the purpose that we've agreed with them. This might mean sharing information about you with:

• third parties who provide us with services (such as an IT management firm, our lawyers and our accountants);
• third parties in connection with a corporate merger, acquisition, joint venture or partnership of any kind;
• third parties with whom we anonymise cookie data (see our Cookies Policy for more detail);
• other communications companies;
• any public authority or law enforcement agency (if they ask for it);
• third parties in order for us to comply with our legal or regulatory obligations, or for possible legal proceedings; and
• any third party in the event of an emergency and we believe you or others may be at risk.

We also use information about you to identify and prevent money laundering, unless you can provide us with other acceptable proof of identity. Law enforcement bodies may use this information. Details of the agencies we use are available by contacting us using the details in the Contact Us section below. The agency may charge you a fee to obtain a copy of the information they hold on you.

We also use information about you to identify and prevent identity fraud. We add the information about you to a database that other parties, including the Police, may access. To prevent and detect fraud we may share information with organisations and public bodies including Police as permitted by law. We may also check and/or file your details with fraud prevention agencies and record any fraud we find.

We do not transfer your data outside the European Economic Area (EEA).

How do we store your information?

We have procedures in place and other security processes appropriate to protect the information you share with us. We destroy it using secure or certified methods of destruction when no longer needed.

We keep information about you for as long as we need it for the purposes described above. We have to keep hold of information about you in a number of circumstances, including keeping information about you whilst you are a tenant or a landlord of a property in contract with us. After you are no longer under contract with us, we will generally keep information about you for up to 6 years, depending on the type of information and the reason we need it. For example:

• we might need information about you to resolve disagreements, stop fraud, and prove that you had a contract with us;
• for audits, checks or corporate requirements; and
• laws or regulations may set a minimum period during which we have to hold your information.

Website data - How we use cookies

For more information on cookies, please visit our Cookies Policy.

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to our customer and client needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies when you visit our website. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may, however, prevent you from taking full advantage of our website.

Website data - links to other websites

Our website may contain links to third party websites. However, once you have used those links to leave our website, we do not have any control over that website and this Privacy Policy does not apply to such websites. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such websites.

You should exercise caution and look at the privacy statement applicable to the website in question.

Your Rights

If you have any questions relating to this Privacy Policy or relating to our use of information about you, please contact us using the details in the Contact Us section below.

You have a number of legal rights in relation to the information that we hold about you, including:

• the right to request details of the information we hold about you;
• the right to withdraw your consent to the use of information about you where we are relying on that consent to use it (e.g. you can opt-out of receiving direct marketing from us). Please note that we can still process your information if we have a legitimate reason (other than consent) for doing so;
• the right to ask that we update information about you if it is incorrect or incomplete;
• the limited right to receive information we hold about you in a usable and/or machine-readable format. You may also be able to request that we transfer that data to a third party where feasible. This right only applies to information that you have provided to us;
• the limited right to ask that we erase your information in certain circumstances. There may be circumstances where we are legally entitled to retain information we hold about you;
• the limited right to request that we restrict the processing of information about you in certain circumstances. There may be circumstances where we are legally entitled to continue processing information we hold about you; and
• the right to make a complaint with the Information Commission (the regulator for data) at ico.org.uk if you think we have infringed any of your rights.

You can exercise your rights by contacting us using the details in the Contact Us section below. You will need to include proof of identification.

If you are employed by us, please speak to your line manager in the first instance if you wish to exercise any of your rights set out above.

Contact Us

You can contact us in the following ways:

• by email to: long@propeller-mail.co.uk;
• by post to: FAO Adam Long, Propeller Lettings, 515 Pensby Road, Thingwall, Wirral, CH61 7QU; or
• by phone on: 0151 645 4490.