Privacy Policy

Last updated: 24/06/2019

We are committed to safeguarding the privacy of all of our service users and website visitors. On this page we will outline how your personal data is stored and used.

1. Who are we?

In this policy, “we”, “us” and “our” refer to Highgate Homes. Highgate Homes is composed of two related companies:

Preston Property Stop Ltd. a limited company registered in England and Wales under registration number 10609858. The registered address is:

232 New Hall Lane
Preston
Lancashire
PR1 4ST

Preston Property Stop Ltd. is registered with the Information Commissioner’s Office (registration number ZA442209).

F&S Highgate Homes Ltd. a limited company registered in England and Wales under registration number 11830686. The registered address is:

349-351 Blackpool Road
Preston
Lancashire
PR2 3AB

F&S Highgate Homes Ltd. is registered with the Information Commissioner’s Office (registration number ZA517364).

This policy applies to everyone who is directly employed by Preston Property Stop Ltd. or F&S Highgate Homes Ltd., as well as anyone contracted by us to provide our services.

Unless otherwise stated, all information you provide to us is accessible by every employee of Preston Property Stop Ltd or F&S Highgate Homes Ltd.

2. Data Protection Act 2018

We are fully compliant with the Data Protection Act 2018.

3. Contacting Us

You can contact us:

  1. by post, to any of the postal addresses given above;
  2. by telephone on the number published on our website; or
  3. by email using the email address published on our website.

4. When this policy applies

This policy applies where we are acting as a data controller with respect to the personal data of our service users and website visitors.

5. How we use your data

In this section we have set out:

  • The general categories of personal data that we may process;
  • The purposes for which we may process personal data; and
  • The legal basis for the processing

5.1. Website Visitors

Visitors to our website can be assured that:

  • We do not track your access to our website.
  • We do not place cookies on your computer.
  • We do not run third-party analytics on the visitors of our website.

5.2. Third Party Content

Some of the content on our website is provided by third parties. The following third party content is present on or website:

  • Google Maps
    Some pages of our site use the Google Maps API (v3) to display mapping information. Our implementation of this API does not place cookies on your system, but does request data from Google in order to display the map. Please read Google’s Privacy Policy to see how this request may be handled: https://policies.google.com/privacy

5.3. Mandatory Disclosure

There are occasions where we are contacted by law enforcement, HMRC or local authorities with regards to the information we hold. Where such a request is lawful, we will release this information to the party requesting it. This section outlines examples of such information release.

5.3.1. Law Enforcement Requests

If a law enforcement agency requests information under Schedule 2, Clause 2 of the Data Protection Act 2018, we will release such information to them immediately. We may not notify you that we have done this. Any law enforcement requests for information that do not fall under Schedule 2, Clause 2 of the Data Protection Act 2018 will be rejected unless your consent is provided.

5.3.2. Local Authority Requests

If a local authority requests information under Schedule 2, Clause 3 of the Data Protection Act 2018, we will release such information to them immediately. We may not notify you that we have done this.
Note: If this information is requested by a third-party (such as a debt collection agency) on behalf of a local authority, we will refuse this request and recommend that the local authority contacts us directly.

5.3.3. HMRC Requests

HMRC request from us, on an annual basis, data on the rents that we collect for our landlords. This data is requested under Schedule 23 of the Finance Act 2011 as well as Schedule 2, Clause 3 of the Data Protection Act 2018. The request includes the following information:

  • The address of each property for which we have collected rent.
  • The amount of rent we received (before any deduction) for each of those properties within the previous tax year.
  • The names and addresses of the landlords of each of those properties.

5.4. Making Enquiries

If you make an enquiry with us, the data you provide to us with your enquiry is maintained for a short while to allow us to respond to your enquiry accordingly. The nature of the data collected and the period for which it is kept depends on how you contact us.

5.4.1. If you call us

If you call us, your number will be retained in our call log for no longer than one month. If you have a question that cannot be answered right away, we will store your name, telephone number, email address, and question for a short while until your question can be answered. This information will not be used for any other purpose. If, upon replying to your enquiry, you do not enter into any further business with us, this information will be deleted immediately. Please note, however, that your phone number will remain in our call log. If you call us and it leads to a booking, registration, or further business with us, please see further below.

5.4.2. If you email us

If you email an enquiry to us, all the information that is in your email will be stored on our email server for a maximum period of four months, at which point it will be automatically erased. We will only use this information to reply to your query. If you email us and it leads to a booking, registration, or further business with us, please see further below.

5.4.3. If you enquire in our office

If you make an enquiry to us in person, your information will be stored for as long as is necessary to reply to your enquiry. Your information will not be used for any other purpose. If you enquire in our office and it leads to a booking, registration, or further business with us, please see further below.

5.4.4. Registering with us

If you register with us so that we can send you information of properties that we have available matching your criteria, we will take and retain the following information:

  • Your name
  • Your phone number
  • Your email address
  • Your property requirements

This information will be stored securely on our online system. We will use this information to send you an email every time a new property is entered into our system that matches your criteria. We will not use this information for any other purpose. If you would like to stop receiving emails, you will be able to click the “Unsubscribe” link in the email, or you can send us an email at office@highgatehomes.co.uk. You will be unsubscribed within three days, however your details will remain on our system for as long as one month.

5.4.5. Bookings

If you book an appointment with us, either to view a property, or to have us come out to value your own property, this information will be stored in our shared calendar. This information will be deleted within three months.

5.5. Tenancy Applications

If you apply for a property, we will store and process the information you have provided on your application form.
If your application is declined, we will destroy the information contained within your application form within seven days, however if you paid a holding deposit, we will retain your name, address and details of the transaction for a period of six years. If your application is passed on to one of our referencing partners, our referencing partners may hold all of the information contained on your application form for a period exceeding six years.
If your application is successful, you will be become a tenant, and the information on your form will be held for the duration of your tenancy and for six years after that.

5.5.1. Information we share with others:

5.5.1.1. To process your application, all of the information on your application form will be shared with our referencing partners. They will then contact your employer, accountant, landlord, or any other party mentioned in your application for and share the details of your application with them. The name of the referencing company used and a link to their privacy policy will be provided on your application form.

5.5.1.2. We may choose to contact your landlord, employer or accountant ourselves and share with them the information you have provided to us.

5.5.1.3. We may pass on anonymised details of your application (your employment status, whether you have any children or pets, and your address history) to your prospective landlord.

5.6. Tenants

5.6.1. If you become the tenant of a property we manage, we will store and process all of the details you have provided in your application for the duration of your tenancy.

5.6.2. Your contact details will be stored on our system and will be accessible to all of our direct employees.

5.6.3. This information will be stored for the duration of your tenancy (and for up to six years after your tenancy ends).

5.6.4. Anonymised information relating to your tenancy (ie, information referring to you simply as “tenant”, without any further identifying language) may be stored about you in perpetuity.

5.6.5. This information is required for the proper management of the property that you let from us.

5.6.6 Information we share with others:

5.6.6.1. Tenant Shop, Energy Suppliers and Local Authorities

Your name, address, date of birth, phone number, email address, move-in date and move-out date may be provided to the energy and water suppliers of the property, as well as the local authority. We do this to ensure accurate billing for both you, the tenant, and the landlord.

We may also use software supplied by Tenant Shop (Inchora Ltd) to notify all the necessary organisations that you have arrived and provide your contact information, moving in date and meter readings where applicable. The reverse will happen when you move out. Tenant Shop’s privacy policy can be read at the following link: https://tenantshop.co.uk/privacy/

When you apply for one of our properties, you will have the option to grant explicit consent for Tenant Shop to contact you with regards to offers on your energy supply, broadband and insurance. You can opt out of this at any time by emailing customerservices@mytenantshop.co.uk.

5.6.6.2. Deposit Protection Service and Tenancy Deposit Scheme

If you pay a deposit for one of our properties, the information about this deposit, your contact details (your name, email address and telephone number) and your tenancy (address, rental amount, start date, end date) will be shared with an authorised tenancy deposit scheme. The scheme in question will either be the Deposit Protection Service or the Tenancy Deposit Scheme. You will be informed of which one we will be using before you move into your home. The privacy policy for each of these schemes can be found at the following links:

Deposit Protection Servicehttps://www.depositprotection.com/privacy-policy
Tenancy Deposit Schemehttps://www.tenancydepositscheme.com/privacy-policy.html

In the event that you default on the obligations listed in your tenancy agreement, we will pass on details of this default to the relevant tenancy deposit scheme. These details could include pictures taken during the inventory or the check-out of your tenancy along with any relevant correspondence between us.

5.6.6.3. Flatfair

You may be provided with the option of a deposit replacement scheme instead of a traditional deposit. If you proceed on this option, your contact details (name, phone number, email address) and tenancy agreement will be passed onto Flatfair Limited. Their privacy policy can be read at the following link: https://www.flatfair.co.uk/privacy-policy

At the end of the tenancy, we will inform Flatfair of your move-out. In the event that you default on the obligations listed in your tenancy agreement, we will pass on details of this default to Flatfair. These details could include pictures taken during the inventory or the check-out of your tenancy along with any relevant correspondence between us.

5.6.6.4. Gas engineers and other maintenance contractors

We will share your name, address and phone number with our gas engineers who will use this information to contact you to arrange a gas safety inspection. They will not use this information for any other purpose.

In the event of a maintenance issue, we will ask your consent to share your name, address and phone number and a picture of the issue to a maintenance contractor so that they can call you to arrange a repair. They will not use this information for any other purpose.

5.6.6.5. Landlords

As we are an intermediary between you and the landlord(s), any information you provide to us may be shared with the landlord(s). Our contract with landlords prevents them from sharing this information with anyone except law enforcement, local authorities, and HMRC.

5.6.6.6. The Courts

If you fail to comply with any of the clauses in your tenancy agreement, we may have to take you to court. In this case, we will be sharing with the court any relevant information we hold pertaining to the case.

5.6.6.7. Debt collection agencies

If we are successfully granted a County Court Judgement against you, we may pass the debt onto a debt collection agency. In doing so, we may share with them any of the information we hold about you. The company we currently use to collect our debts is The Sheriff’s Office. Their privacy policy can be found at: https://thesheriffsoffice.com/privacy_policy

5.6.7. Unless as listed above, we will not share your information without your consent.

5.7. Guarantors

If you apply to be a guarantor, we will store and process the information you have provided on your application form.

If the application is declined, we will destroy this information within seven days, however our referencing partners may hold this information for a period exceeding six years.

If your application is successful, you will be become a guarantor, and the information on your form will be held for the duration of the tenancy for which you are acting as a guarantor and for six years after that.

5.7.1. Information we share with others:

5.7.1.1. To process your application, all of the information on your application form will be shared with our referencing partners. They will then contact your employer, accountant, landlord, or any other party mentioned in your application for and share the details of your application with them. The name of the referencing company used and a link to their privacy policy will be provided on your application form.

5.7.1.2. We may choose to contact your landlord, employer or accountant ourselves and share with them the information you have provided to us.

5.7.1.3. We may pass on anonymised details of your application (your employment status, whether you have any children or pets, and your address history) to your prospective landlord.

5.7.1.4. The Courts

If you breach the terms of your guarantee agreement, we may have to take you to court. In this case, we will be sharing with the court any relevant information we hold pertaining to the case.

5.7.1.5. Debt collection agencies

If we are successfully granted a County Court Judgement against you, we may pass the debt onto a debt collection agency. In doing so, we may share with them any of the information we hold about you. The company we currently use to collect our debts is The Sheriff’s Office. Their privacy policy can be found at: https://thesheriffsoffice.com/privacy_policy

5.7.2. Unless as listed above, we will not share your information without your consent.

5.8. Landlords

5.8.1 If you are a landlord who uses any of our services, we may store and process the following information about you:

  • Your name, address, phone number and email address
  • The address of the property you are letting out
  • Whether or not that property is mortgaged, and if it is, who the mortgage provider is and the conditions of that mortgage
  • Details of the insurance you have on the property
  • Details of any boiler or other maintenance cover you have on the property
  • Your bank details

5.8.2. We will store and process this data for the duration of our contract with yourself (and for a period of six years after that). During this time, your contact details (name, phone number, email address) will be accessible to all of our direct employee.

5.8.3 Information we share with others:

5.8.3.1. Tenant Shop, Energy Suppliers and Local Authorities

Your name, address, phone number and email address may be provided to the energy and water suppliers of the property you are letting out, as well as the local authority. We do this to ensure accurate billing for both you and the tenant.

We may also use software supplied by Tenant Shop (Inchora Ltd) to notify all the necessary organisations of the change in circumstance at the house on our behalf. Tenant Shop’s privacy policy can be read at the following link: https://tenantshop.co.uk/privacy/

5.8.3.2. Tenants(s)

Your name and address may be shared with the tenant(s) to comply with Section 48 of the Landlord and Tenant Act 1987.

5.8.3.3. Deposit Protection Service and Tenancy Deposit Scheme

We may share your name and property information with scheme with which we lodged the deposit. The scheme in question will either be the Deposit Protection Service or the Tenancy Deposit Scheme. The privacy policy for each of these schemes can be found at the following links:

Deposit Protection Servicehttps://www.depositprotection.com/privacy-policy
Tenancy Deposit Schemehttps://www.tenancydepositscheme.com/privacy-policy.html

In the event that you default on the obligations listed in your tenancy agreement, we will pass on details of this default to the relevant tenancy deposit scheme. These details could include pictures taken during the inventory or the check-out of your tenancy along with any relevant correspondence between us.

5.8.3.4. Flatfair

If you decide to allow your tenant to use a deposit replacement scheme and the tenant accepts, your contact details (name, address, phone number, email address) will be shared with Flatfair Limited. Their privacy policy can be read at the following link: https://www.flatfair.co.uk/privacy-policy

5.8.3.5. Gas engineers and other maintenance contractors

We will share your name, address and phone number with our gas engineers who will use this information to contact you to arrange a gas safety inspection. They will not use this information for any other purpose.

In the event of a maintenance issue, we will ask your consent to share your name, address and phone number and a picture of the issue to a maintenance contractor so that they can call you to arrange a repair. They will not use this information for any other purpose.

5.8.3.6. HMRC

We will share data with the HMRC that is requested under Schedule 23 of the Finance Act 2011 as well as Schedule 2, Clause 3 of the Data Protection Act 2018 (please see Mandatory Disclosure above)

5.8.4. Unless as listed above, we will not share your information without your consent.

6. Data Retention

Notwithstanding the other provisions of this policy, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are a subject.

7. Amendments

We may update this policy from time to time by publishing a new version our website.

We will notify you of significant changes to this policy by email.

8. Your rights

8.1. In this section, we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

8.2. Your principal rights under data protection law are:

  • the right to be informed;
  • the right to access;
  • the right to rectification;
  • the right to erasure;
  • the right to restrict processing;
  • the right to object to processing;
  • the right to data portability;
  • the right to complain to a supervisory authority; and
  • the right to withdraw consent.

8.3. The Right to be Informed

This is the right of Data Subjects to know details regarding the processing of their data and this information is included in this Privacy Policy

8.4. The Right to Access

You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee.

8.5. The Right to be Rectification

You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.

8.6. The Right to Erasure (also known as the “Right to be Forgotten”)

In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include:

  • the personal data is no longer necessary in relation to the purposes for which it was collected or otherwise processed;
  • you withdraw consent to consent-based processing;
  • you object to the processing under certain rules of applicable data protection law;
  • the processing is for direct marketing purposes; and
  • the personal data has been unlawfully processed.

However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary:

  • for compliance with a legal obligation; or
  • for the establishment, exercise or defence of legal claims.

8.7. The Right to Restrict Processing

8.7.1. In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are:

  • you contest the accuracy of the personal data;
  • processing is unlawful but you oppose erasure;
  • we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defence of legal claims; and
  • you have objected to processing, pending the verification of that objection.

8.7.2. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it:

  • with your consent;
  • for the establishment, exercise or defence of legal claims;
  • for the protection of the rights of another natural or legal person; or
  • for reasons of important public interest.

8.7.3. We will use all reasonable endeavours to notify any third party with whom we have shared the data of any restriction placed on the processing of Your data.

8.8. The Right to Object to Processing

You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.

8.9. The Right to Data Portability

To the extent that the legal basis for our processing of your personal data is:

  1. consent; or
  2. that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract, and such processing is carried out by automated means,
  3. you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.

8.10. The Right to Complain to a Supervisory Authority

If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.

8.11. The Right to Withdraw Consent

To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.

8.12. Exercising Your Rights

You may exercise any of your rights in relation to your personal data by written notice to us or by email.