Ash Residential Privacy Policy and Notice

At Ash Residential Ltd, we are committed to your privacy. There are some changes to Data Protection law. This means that you’ll have more control over the data we hold. As always we make sure we process, store and share your information safely and securely. It is important that everyone understands how we will use your personal information and how it is protected.

This is the privacy policy for Ash Residential Ltd, “we” or “us” or “the company” or “Ash Residential”, refers to Ash Residential Ltd, Registered office: Britannic House, 657, Liverpool Road, Irlam, Manchester, M44 5XD. Any information that refers to “you” or “your” or “client” or “Buyer” or “tenant” or “vendor” or “seller” or “interested party” “ enquirer” or “guarantor” refers to anyone whose personal date we may control or process.

This Privacy Notice explains:

Personal information is any information that tells us information about you. This may include contact details, email, phone numbers, address’s, bank details, National Insurance Number, previous address’s, date of birth, where you work or other information that may identify you.

Some information is classified as “special data” under the Data Protection Legislation”. This includes health issues, racial or ethnic origin, religious beliefs, political opinions or sexual orientations. Under what is classed as special data, we do not collect this information as it is not required.

We never ask for personal data related to your racial or ethnic origins, political opinions, religious or philosophical beliefs, trade union membership, genetic data or data concerning your sex orientation unless required by Law, however should you either impart this or make us aware, especially due to health issues, we are under an obligation to have further justifications to collect or hold this information. There are also additional restrictions and circumstances in which we are allowed to use this information, especially relating to any criminality or use for criminal convictions.

CONTROLLER

We act as controller. The controller has the collected information and decides who to pass this onto and what needs to be done with the data to fulfil the requirements as to why it has been collected. We will treat this information as confidential and in accordance with the applicable data legislation. Any data collected will only be shared with others as set out in this Privacy Policy.

This notice is to inform you of what we do with your information, why it is required, how we store it, who it may be shared with and covers the information that could identify you and information that could not identify you. The controller is responsible for ensuring that the data processor is aware of exactly what they are to do with the data. As an example: make it clear that a contractor has contact details for you and can only use this data for the purpose of effecting a repair. The controller is also required to record data processing and the data given to a processor. The controller is also charged with keeping information up to date.

PROCESSOR

We also act as data processors. A processor of information is someone whom has your data/information. This is usually provided by you, but will also include from referencing companies, credit agencies, previous agents or landlords and suppliers, employers, colleges, universities, information you have put on social media/the internet. The processor will use this data for the required purpose/purposes, service suppliers and Council Tax. These entities will also be bound by the same legislation and will act as processors and also data controllers. For examples: “You have given you mortgage brokers details to us for contacting them, a data processor will make contact with the broker. You have provided us with your previous letting agents so we can obtain a reference from them”.

The data we collect has to be identified so you are aware of why it is being collected and for what purposes. The information needs to be adequate for the purpose and part of fair processing is not keeping it longer than needed (retention policy).

1. BASIS FOR PROCESSING YOUR PERSONAL INFORMATION

There are six different lawful basis for processing:

2. HOW LONG DO WE KEEP YOUR INFORMATION

The period for which we will keep your personal information will depend on the type of service you have requested from us. The retention period may be longer than the period for which we are providing services to you where we have statutory or regulatory obligations to retain personal information for a longer period, or where we may need to retain the information in case of a legal claim. For instance, most of client’s information is kept for the duration of the contractual relationship and 10 years after the end of the contractual relationship. Example reasons: Council Tax can request information from previous years without time limits. HMRC can request information for six previous tax years plus current year.

3. INFORMATION WE COLLECT SHOULD YOU REQUIRE US TO CALL YOU CONCERNING SOMETHING THAT MAY BE OF INTERSEST IN THE FUTURE OR PROPERTIES COMING AVAILABLE.

4. SPECIFIC CASES OF PERSONAL DATA COLLECTION, INCLUDING INDIRECT COLLECTION

5. WHY AND ON WHICH BASIS DO WE USE YOUR PERSONAL DATA

To comply with our legal and regulatory obligations

6. WHAT HAPPENS IF YOU DO NOT PROVIDE THE INFORMATION WE REQUEST

We need some of your personal information to perform the services you have requested from us. For examples:

If you do not provide the information required for these purposes, we will not be able to perform our contract with you and may not be able to provide services to you or continue to provide certain services to you. We will explain when this is the case at the point where we collect information from you.

7. HOW DO WE KEEP YOUR INFORMATION SECURE

The security of information is very important to us and we have measures in place which are designed to prevent unauthorised access to your personal information including but not limited to:

8. WHO DO WE SHARE YOUR PERSONAL DATA WITH

In order to fulfil the aforementioned purposes, we only disclose your personal data to:

RLA referencing, Government offices, Home Let, NLA referencing, Equuifax, Experian, Clearscore, No Letting Go, Rent5Sure referencing, Rentguard, The House Shop. For example: To check your credit worthiness and if you can benefit from our full range of these groups products and services.

Service providers which perform services on our behalf. For example: Insurance products.

Independent agents, solicitor’s, barristers, intermediaries or brokers, banking and commercial partners, with which we have regular relationship.

Financial or judicial authorities, arbitrators and mediators, state agencies or public bodies, upon request and to the extent permitted by law.

Guarantors where you have given their details to us. For example: You are in rent arrears and we have contacted your guarantor under their legal obligations to guarantee you.

Certain regulated professionals such as notaries or auditors, deposit schemes or deposit replacement schemes.

9. YOUR RIGHTS IN RELATION TO YOUR PERSONAL INFORMATION

You have a number of rights in relation to your personal information, these include the right to

Be informed about how we use your personal information

Obtain access to your personal information that we hold

Request that your personal information is corrected if you believe it is incorrect, incomplete or inaccurate

Request that we erase your personal information in the following circumstances:

10. BUY SELL RENT

If you are selling letting, renting, or letting a property we are dealing with, Ash Residential will collect telephone numbers, email address and any other means of contacting you we have been given.

We will require details off you that prove you are the owner/have the legal right to sell/rent/let a property. This will include probate. We may need details of solicitors, accountants and any parties that can confirm you are legally responsible and your ability to instruct agents.

We are required to ascertain your identity, how you have received funds you may be using to buy.

We will require your bank details or your company’s. We will require Ltd Company or Partnership information when dealing with such entities and personal addresses. PO Box addresses are not accepted by HMRC.

For Companies and individuals such as landlords, we will require information about the controllers, processors and beneficiaries of the entity.

Some information collected is for Anti-Money laundering and counter terrorism financial information purposes.

We will require access information if you are selling, requiring a valuation or letting.

We will require information to source property for you and carry out negotiations.

As a tenant, we will require emergency information in case we need to contact next of kin or someone you have given us details for to contact in such circumstances, or for your urgent attention.

11. PROPERTY MANAGEMENT

Where we are engaged to carry out property management. We will require other information, especially for third parties such as boiler service contracts, leaseholders or insurers so we can fulfil management obligations and give advice as required.

12. HOW WE USE YOUR PERSONAL INFORMATION

13. OTHER USES OF YOUR PERSONAL INFORMATION

We may sell or integrate our business. At such time your data may be disclosed to advisors or prospective purchasers. Should this be the case, such businesses will only be permitted to use your information on the same basis.

Information can be shared with government offices, regulators, courts, arbitrators and Housing Associations. In order to comply with our legal obligations.

Information may also be shared your landlord, your potential landlord. (Your potential landlord, providing they have their own Privacy Policy.). This may be to fulfil their obligations to lenders, insurers or their personal vetting processes.

Third party processors are used as previously stated such as IT providers. For example when our system requires maintenance, or when properties are advertised on the internet.

14. TRANSFERS OF PERSONAL DATA OUTSIDE THE EEA

In case of international transfers originating from the European Economic Area (EEA), where the European Commission has recognised a non-EEA country as providing an adequate level of data protection, your personal data may be transferred on this basis.

For transfers to non-EEA countries whose level of protection has not been recognised by the European Commission, we will either rely on a derogation applicable to the specific situation (e.g. if the transfer is necessary to perform our contract with you such as when making an international payment) or implement one of the following safeguards to ensure the protection of your personal data.

Standard contractual clauses approved by the European Commission.

Binding corporate rules.

Transfer to organisations that are part of the Privacy Shield. For example: International transfer of money to a non UK bank account.

You can find out more about data protection on the European Commission Justice Website.

15. COOKIES

We or websites you visit in order to obtain information from us or to make contact, may use cookies. A cookie is a small file that is loaded onto your computer when you visit certain sites. This allows the website to recognise the computer and allows them to provide information to the owners of the website. Cookies also allow you to navigate websites (usually more efficiently).

You can turn off cookies from your web browser or check by using the “+” symbol or click for more information, to check if cookies are used on a website link. Alternatively you can type your question on your search-bar to learn how to do this.

16. CONTACT DETAILS AND COMPLAINTS

If you should have any complaints in the way we use your personal data. Please contact our offices in writing, by post to Ash Residential Ltd 178-180 Wilmslow Road, Rusholme, Manchester, M14 5LQ or email. Email: info@ashresidential.com

If you can’t resolve an issue, you have the right to complain to the Data Protection Authority (The Information Commissioners Office). Their head office details below:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number.
Fax: 01625 524 510