commercial & residential sales & lettings
This notice explains what information Adro Properties Limited collects when we collect it and how we use this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we will recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.
Who am I?
Adro Properties Limited takes the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.
We are notified as a Data Controller with the Office of the Information Commissioner under registration number ZA592067 and we are the data controller of any personal data that you provide to us.
Our Data Protection Officer is Mr Robert Whippy, Telephone
number 01273 473 817, email rbw@adroproperties.com.
Any questions relating to this notice and our privacy practices should be sent
to rbw@adroproperties.com.
How we collect information from you and what information we collect
We collect information about you:-
• From Solicitors that may act on your behalf in negotiating your lease of the property
• From Managing Agents acting on your behalf of your lease obligations
• From your Bank or Accountants providing financial references to take up a lease
• From your previous/current landlord providing a tenant reference
• From the Land Registry Title records to confirm ownership of home address if considering a personal guarantee to a lease
We collect the following information about you:-
• Full name, email address, telephone number, address, any alternative addresses for invoice purposes,
• Property address, term of lease, rent terms, deposits held, utility, service and lease responsibilities
Why we need this information about you and how it will be used
We need your information and will use your information:-
• To undertake and perform our landlord obligations and duties to you in
accordance with the terms of our Lease with you
• To enable us to supply you with the services and information you may request
• To help you manage your Lease
• To analyse the information we collect so that we can administer, support and
improve and develop our business and the services we offer
• To contact you in order to send you details of any changes to our or supplies
which may affect you; and
• For all other purposed consistent with the proper performance of our
operations and business
Sharing of Your information
The information you provide to us will be treated by us as confidential and will be processed only by any third party, acting on the Landlords before, within the UK. We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:
• If we enter into a joint venture with or merged with a business entity, your information may be disclosed to our new business partners or owners
• If we enter into an agreement with a Managing Agent to undertake the responsibilities and obligations of the landlord in accordance with the Lease.
• If you are unable to make payments under the terms of your Lease, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a lessor; and
• In the creation, renewal or termination of a Lease, your information will be disclosed to the relevant local authority, service/utility provider, factor, facilities manager, managing agents or any other relevant person or organisation in connection with this.
Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.
Transfers outside the UK and Europe
Your information will only be stored within the UK and EEA – certain email servers
may be located outside these geographical areas.
Security
When you give us information, we take steps to make sure that your personal information is kept secure and safe.
• A paper copy of your Lease is held on file within the
office.
• A scanned copy of your Lease may be held on our cloud data filing system,
“Drop box”.
• Your full name, address, alternative address, rent details, deposit details,
telephone number and email address is stored on our cloud data accounts system,
“Xero”. Any invoices which have been issued to you during the term of your
Lease will be retained here for reference.
• Your full name, address, alternative address, rent details, deposit details,
telephone number and email address is stored on our cloud data tenancy system,
“LandlordVision”.
• A scanned copy of the Title Register to your home address may be retained on
our cloud data filing system “Drop box” .
• A paper copy of your annual service charge accounts (if undertaken) will be
held on file within the office.
• A paper or scanned copy of any financial or landlord references obtained
prior to completion of your lease will be held on file within the office.
The cloud systems are password protected and can be accessed by Adro Properties Limited, our accountants, AMWells and the system providers of LandlordVision and Xero. All paper records are held in locked filing cabinets and access to all PCs / laptops is password protected. Our office is locked securely out of office hours. During office hours, access may only be gained to our building through an electronic door entry system.
How long we will keep your information
Personal data is not stored for any longer than it is reasonably required.
• Your Lease will be retained for the entirety of its term. If you vacate the property the original lease will be destroyed within six months of your vacation. The scanned copy will be retained for a further six years.
• Any financial or landlord references will be retained for the entirety of the lease term. The records will be destroyed within six months after vacation.
• Any land registry title copies will be retained for the entirety of the lease term. The records will be destroyed within six months after vacation.
• Your personal details will be retained on our cloud data systems “Xero and LandlordVision” for six years after the end of your lease as required for a limited company by HMRC.
• Service charge invoices and accounts will be kept for six years as required by HMRC for a limited company.
We will review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.
Your rights
You have the right at any time to:
• Ask for a copy of the information about you held by us in our records
• Require us to correct any inaccuracies in your information
• Make a reasonable request to us to delete personal data of yours we hold; and
• Object to receiving any marketing communications from us
If you would like to exercise any of your rights above please contact me at rbw@adroproperties.com. Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information. The Information Commissioner’s contact details are noted below:
England Wales
Information Commissioner’s Office Information Commissioner’s Office
Wycliffe House, Water Lane 2nd Floor, Churchill House
Wilmslow, Cheshire Churchill Way, Cardiff
SK9 5AF CF10 2HH
Telephone: 0303 123 1113 Telephone: 029 2067 8400
Email: casework@ico.org.uk Email: wales@ico.org.uk
The accuracy of your information is important to us – please help us keep our records updated by informing us of any changes to your email address and other contact details.