This privacy policy tells you what to expect when The Bristol Residential Letting Co collects personal information.
All of the information you provide when dealing with The Bristol Residential Letting Co will be used to fulfill our stated purposes and will not be retained for longer than is necessary. We will not share any of the information you provide with any third parties for marketing purposes or store any of your information outside of the European Economic Area.
We do not collect more information than we need and this privacy policy applies to information we collect about:
1. Visitors to our websites
2. People who register or who arrange to view a property through us
3. Applicants who apply to rent a property through us
4. Tenants who live in a property managed by The Bristol Residential Letting Co
5. Tenants who live in a property managed by the landlord
6. Landlords who employ us to find tenants and or manage their property for them
7. People who subscribe to the ‘Bristol Res Blog’
8. Job applicants, current and former employees.
1. Visitors to our websites
When someone visits staging.bristolreslet.com we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. Our website is hosted by a third party Rixxo Ltd and their Privacy Policy can be viewed here.
2. People who register or who arrange to view a property though us
Individuals who register or make arrangements to view a property through The Bristol Residential Letting Co will have data collected to enable communication during the viewing process. This information will be stored in our third party software management system – Jupix, and held for up to 90 days before being deleted. This information will be shared amongst staff members as appropriate in order for viewings to be conducted safely. Should you wish to have your data removed ahead of the 90 days please contact us as detailed below. Jupix Privacy Policy can be viewed here.
3. Applicants who apply to rent a property from us
Individuals who would like to rent a property through The Bristol Residential Letting Co will be required to pass through a referencing process. All information obtained by The Bristol Residential Letting Co for this process will be treated as confidential and securely stored for the duration of the tenancy agreement. The Bristol Residential Letting Co uses Equifax in order to check the credit status of an individual and the Equifax privacy policy can be viewed here. In order for clarity the end of a tenancy transaction is deemed to be the return of the deposit.
4 . Tenants who live in a property managed by us
Data provided by tenants to The Bristol Residential Letting Co during the application and referencing process will be held for the duration of the tenancy agreement to enable the effective management of the tenancy. If issues arise within the property The Bristol Residential Letting Co may call upon the services of third parties on behalf of the tenant. As such these parties will be provided with appropriate contact details in order to expedite any service required. This information is provided purely for communication purposes and will not be passed on to any inappropriate sources or held for longer than is necessary.
Please be aware that for The Bristol Residential Letting Co to offer their customers the greatest data security, all personal data will be deleted following the conclusion of a tenancy. The conclusion of a tenancy is deemed to be the point at which the deposit has been successfully returned.. Should you wish the The Bristol Residential Letting Co to retain any of your data past this point then a request by e mail must be made to Deborah Hadley prior to the last day of your tenancy agreement.
5. Tenants who live in a property managed by the landlord
Data provided by tenants to The Bristol Residential Letting Co during the application and referencing process will be held for the duration of the tenancy agreement to enable the effective management of the tenancy and subsequent deposit return. At the commencement of the tenancy contact details and a summary of the references will be provided to the landlord. Should a tenant like a copy of the contact details or reference summary please email [email protected] detailing your request.
6. Landlords who employ us to find tenants and or manage their property
The Bristol Residential Letting Co is obliged to hold data on the owners of properties rented by them. This information will be stored in our third party software management system – Jupix. Jupix Privacy Policy can be viewed here.
Some of this data is required to be shared with the tenant by way of an Assured Shorthold Tenancy or Contractual Tenancy. In addition to this the HMRC makes demands on The Bristol Residential Letting Co for landlord data for which we are legally obliged to provide. The Bristol Residential Letting Co will hold landlord data for a period of 7 years following the end of a tenancy in order to comply with the demands of the HMRC.
7. The ‘Bristol Res Blog’
Individuals who consent to receive the ‘Bristol Res Blog’ will have their name and e mail address held by The Bristol Residential Letting Co. This information will only be used for purposes of administering the Blog and will not be sold or passed on to any third parties. Recipients are able to unsubscribe from this service at any time. We use a third party provider, Mail Chimp, to deliver the blog. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our blog. For more information, please view Mail Chimps Privacy Policy here.
8. Job applicants, current and former employees of The Bristol Residential Letting Co
All of the information you provide during the recruitment process will only be used for the purpose of progressing your application. We will not share any of the information you provide during the recruitment process with any third parties. We will use the contact details you provide to us to contact you to progress your application and we will use the other information you provide to assess your suitability for the role you have applied for.
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references. If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign. Information generated throughout the assessment process, for example interview notes, are retained by us for 6 months following the closure of the campaign. Equal opportunities information is retained for 6 months following the closure of the campaign whether you are successful or not.