Pearl Lettings is committed to safeguarding the privacy of personal data and complying with the European General Data Protection Regulation (2016/679) and the UK Data Protection Bill 2017, and any future changes in data protection legislation with which Pearl Lettings will be required to comply.
When renting through our company we process your personal data such as name, address, contact details, email address and passport amongst other things. Processing of this data implies collecting, storing, using or disclosing your personal data.
a) as necessary to perform and fulfil our contracts with you:
b) as necessary to comply with legal obligation, e.g.:
c) as necessary for our own legitimate interests, or those or other persons and organisations, e.g.:
d) based on your consent, e.g.:
You are free at any time to change your mind and withdraw your consent. The consequence might be that we can’t do certain things for You.
We use various kinds of personal information, and group them together like this.
|Type of Personal Information||Description|
|Contact||Where You live and how to contact You.|
|Consent||Any permissions, consent or preferences that You give Us, including how You would like Us to contact You.|
|Financial||Your financial position, status and history.|
|Contractual||Details about the products and services we provide to You.|
|Behavioural||Details about how You use our products and services.|
|Communications||What we learn about You from conversations, emails and letters between Us.|
|Social Relationships||Your Family, friends and other relationships.|
|Open Data and Public Records||Details about You that are in public records such as the Electoral Register and information about You that is openly available on the internet.|
|Usage Data||Other data about how You use our products and services.|
|Documentary Data||Details about You that are stored in documents in different formats, including copies. This could include things like your passport, drivers license, birth certificate or utility bill.|
|Socio-demographic||This includes details about your work or profession, nationality, education and where You fit into general social or income groups.|
|National Identifier||A number or code given to You by a government to identify who You are, such as a National Insurance number or Passport Number.|
We may collect and store the following kinds of personal data:
Data from third parties we work with:
We may need to collect personal information by law, or under the terms of a contract we have with You. If You choose not to give Us this personal information, it may delay or prevent Us from meeting our obligations. It may also mean that we cannot perform the services needed to progress the sale, purchase or letting of a property.
Any data collection that is optional would be made clear at the point of collection.
We may use your personal information to:
We may need to confirm your identity before we provide products or services to You or your business. Once You have become a customer of ours, we will also share your personal information as needed to help detect fraud and money-laundering risks. We use Fraud Prevention Agencies to help Us with this.
Both we and fraud prevention agencies can only use your personal information if we have a proper reason to do so. It must be needed for either of Us to obey the law, or for a ‘legitimate interest’.
We do not sell, rent or trade any of your personal data.
We will not, without your consent, disclose or supply your personal data to any third party for the purpose of their or any other third party's direct marketing.
The following criteria are used to determine data retention periods for your personal data (whether or not You become a customer):
Where Pearl Lettings acts as the controller of personal data, it will ensure that necessary and adequate safeguards (e.g. encryption) are in place to prevent unauthorised access, loss, misuse or alteration of your personal data.
Where data is stored electronically we store all personal information on secure servers with relevant access and firewall controls.
Where data is stored on paper or forms all personal data is locked away when not in use, and disposed of securely after use either using document shredders or third-party disposal organisations who have been contracted to dispose of documents appropriately.
Any personal data sent to Us, either in writing or email, may be insecure in transit and we cannot guarantee its delivery.
Where You use a Password to access any service provided by Pearl Lettings this must be kept confidential and not disclosed to anyone else. Pearl Lettings does not ask You for your password.
To provide the services to You we may share the personal data that You supply with several third parties:
Unless otherwise defined under section 12 all personal data shared with third parties is stored and processed in the UK or EU.
Personal data that we collect, is predominantly stored and processed in the UK, but for specific services may be transferred, stored, processed outside of the EU (designated under GDPR as “Third Countries”).
As part of providing our services to You under an agency agreement we will use third party data processors from Third Countries as outlined below:
i. Google, Inc whose services are based in the USA.
Pearl Lettings has agreed contractual agreements with these third-party data processors to safeguard your personal data as required by GDPR when transfers are undertaken to Third Countries. If You wish to know more about the safeguards that are in place, please contact Pearl Lettings as outlined in Section 20.
You expressly consent to the transfers of personal data described in this section for the purposes stated.
Pearl Lettings may use IP addresses, URLs of requested resources, timestamps and HTTP user agents to administer the system, analyse trends and gather broad demographic information for aggregate use.
In addition to this we may use third party services to monitor your use of our website, including Google Analytics, a web analytics service provided by Google, Inc ('Google'). This information allows Us to track how many visitors we have, how often they visit and where they originated from. It also gives the ability to gather which terms were used when searching for properties.
Your rights are as follows (noting that these rights don’t apply in all circumstances):
You have the right to complain to the Information Commissioner’s Office. It has enforcement powers and can investigate compliance with data protection law: https://www.ico.org.uk
For more details on all the above You can contact our DPO using the details in Section 20.
Your personal data is provided for the purpose of letting or being a tenant of a property as agreed under the terms of an Agreement we have agreed between You and Us.
However, Pearl Lettings would like to support You throughout the entire process of letting or being a tenancy of a property by offering You additional relevant and related services, and keep You informed about all Pearl Lettings services (marketing) which You can elect to, or decline from, receiving.
You have the right, at any time, to ask Us not to process your personal data for marketing purposes and any additional services that You have consented to receive.
You can opt-out of receiving any of these services and communications simply by responding with unsubscribe in the Subject Line of any emails You receive, or contacting your branch or head office.
Please note it can take up to one calendar month for a request to be fulfilled for general Pearl Lettings communications because of pre-planned or ongoing activity.
We are registered as a data controller with the UK Information Commissioner's Office
Pearl Lettings is registered in England and Wales under company number 14522835. Its registered office is 31 Ivy Road, Norwich, England, NR5 8BF. You can contact Us as follows:
In writing: Data Protection Officer, Pearl Lettings (Norwich) Ltd., 31 Ivy Road, Norwich, NR5 8BF