This Policy was last updated in February 2024.
This Privacy Policy describes Our policies and procedures on the collection, use and disclosure of Your information when You use the Service and tells You about Your privacy rights and how the law protects You.
We use Your Personal data to provide and improve the Service. By using the Service, You agree to the collection and use of information in accordance with this Privacy Policy.
At Libertas Lettings, we take your privacy and the protection of your personal data very seriously. This privacy policy sets out how we collect, use, store, and protect your personal data in accordance with the General Data Protection Regulation (GDPR).
If you do not want us to process your personal information as described in this Privacy Policy, please do not provide information to Libertas Lettings or use our website https://www.libertaslettings.com/
For questions relating to this Privacy Policy, please contact us at Libertas Lettings, 15 Neptune Court, Vanguard Way, Cardiff, CF24 5PJ
We keep this Policy under regular review. The person responsible for all matters concerning the privacy and processing of any personal data, also known as the Data Controller, is:
Jack Wright, 15 Neptune Court, Vanguard Way, Cardiff, CF24 5PJ
The Data Controller can be contacted at jack.wright@libertaslettings.com or you can write to the above address.
Your name, postal address, phone number, email address and details of your requirements
To provide you with letting agency services to help you find a property to rent or to be rented out
Your marital status, date of birth, nationality and tax status
When you enter into a letting agreement
Your date of birth, nationality and details from identity documents you provide
To perform ‘know your client’, anti-money laundering and right to rent checks, as required by law
Proof that you have sufficient funds to support any offer that you may wish to rent a property
To ensure you able to pay the required amount of monthly rent
Your bank account details or payment card information
Processing payments and transactions including: Accounting, Authorisation, Clearing, Chargebacks, Auditing, Billing, Reconciliation, Collection, Credit Checks and related dispute resolution activities
Details of any mortgage or insurance, licensing documentation and service contracts which you have in place in relation to a property you wish to let
Where you are a landlord and we are providing you with letting services
Your marital status, employment details, national insurance number, nationality, residential status, bank details and credit history
To carry out referencing and credit checks and the results of those checks
Details relating to your property including photographs, floor plans, energy performance certificate ratings/ home reports, property description and survey results
To deliver our service to you when you engage us to market a property for you
Photographs of your property , an inspection report and inventory , to record the condition of your property at the start or end of a tenancy
To deliver our service to you when you engage us to let a property on your behalf
Financial information, for example, a copy of your bank statement or an agreement in principle from your mortgage provider
To provide evidence of the source of funds you will be using to buy a property
Move in and move out dates, utility meter serial number and meter readings before a tenant moves into a property and when the tenant moves out
To deliver our service to you when you engage us to let a property on your behalf
Your move in and move out date and details of the deposit paid where you are a tenant when registering or releasing any deposit from a deposit protection scheme
To deliver our service to you when you engage us to let a property on your behalf
Your communication and marketing preferences
To ensure we only send you details of products and services you are interested in through your preferred communication channel
We may also use any of your personal information that we collect from you directly and additional information about you from external sources where necessary to detect and reduce fraud and credit risk. These sources include Credit Risk Agencies, the Land Registry Public Register and Companies House Public Register.
Our legal basis for this use of your personal information is our legitimate interests in preventing our business being subject to fraud or credit risk. When a credit check is completed (this would not be carried out without your express permission to do so) this is a “soft” search and does not leave a footprint on your credit file, only you will be able to see that a search has been undertaken. A credit check is only usually undertaken for applicant tenants of rental properties and would not apply to Landlords, Vendors or Purchasers.
We will not sell or rent your information to third parties. We may pass your information to third party service providers, including but not limited to:
Approved contractors
To install to let boards, to appoint managing agents and building maintenance contractors, to arrange EPC visits, to arrange for contractors to provide safety & statutory tests and to take inventories
Solicitors
To pursue a claim for breach of tenancy
Referencing companies
To check your creditworthiness, obtain tenant references and to help prevent fraud and money launderingTransUnion: To check credit worthiness and obtain references for tenants. For fraud prevention, anti-money laundering checks and identity verification.Details regarding TransUnion can be found at https://www.transunion.co.uk/legal-information/bureauprivacy-notice)
The local council
Payment/collection of Council Tax
Law enforcement bodies (police, HMRC & local authorities)
To comply with court orders or legal obligations
Landlord, tenant or guarantor
To comply with our legal obligations where we are providing a lettings service
Utility companies
For payment of utility bills
Debt collection companies
To assist us in recovering any monies which are owed and overdue
Deposit protection scheme providers
To provide a Tenancy Deposit Protection Scheme
Property Redress Scheme (PRS)
Where they are providing a dispute resolution service in connection with letting services
Arthur
Provide software to manage the property on behalf of landlords
Gsuite & Gmail
Provide email and calendar service
When we use third-party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and otherwise use your information in accordance with applicable data protection law.
We may disclose your personal information to any member of our group of companies. This means our subsidiaries, our ultimate holding company and all its subsidiaries insofar as reasonably necessary for the purposes set out in this policy.
If we’re under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our customers. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.
In addition to the specific disclosures set out in this section, we may disclose your personal information where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person, or for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative out-of-court procedure.
Your details are stored in our customer database. We review our retention periods for personal data on a regular basis. We require this data so that we can meet legal requirements in relation to anti-money laundering legislation and for our financial records, we keep this for the required period of seven years.
We will retain personal information (for landlord and tenant) relating to a tenancy organised by us for:
- A maximum of 6 years from the tenancy end date for landlords and tenants using a managed service with Libertas Lettings to allow us to comply with our legal obligations. For Landlords with several tenancies in succession, we will retain personal information for 6 years from the last tenancy end date.
- A maximum of 6 years from the tenancy start date for landlords and tenants using a let-only service with Libertas Lettings to allow us to comply with our legal obligations. For Landlords with several tenancies in succession, we will retain personal information for 6 years from the last tenancy start date.
- If you apply or enquire about renting or buying a property with Libertas Lettings but this does not proceed to a tenancy agreement or purchase, we will retain your data for a maximum of 6 months.
- If you enquire about services with Libertas Lettings to let out your property but this does not proceed to us letting your property, we will retain your data for a maximum of 1 year.
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at jack.wright@ibertaslettings.com, 029 2294 4089, 15 Neptune Court, Vanguard Way, CF24 5PJ if you wish to make a request.
We use Cookies and similar tracking technologies to track the activity on Our Service and store certain information. Tracking technologies used are beacons, tags, and scripts to collect and track information and to improve and analyze Our Service. The technologies We use may include:
- Cookies or Browser Cookies. A cookie is a small file placed on Your Device. You can instruct Your browser to refuse all Cookies or to indicate when a Cookie is being sent. However, if You do not accept Cookies, You may not be able to use some parts of our Service. Unless you have adjusted Your browser setting so that it will refuse Cookies, our Service may use Cookies.
- Flash Cookies. Certain features of our Service may use local stored objects (or Flash Cookies) to collect and store information about Your preferences or Your activity on our Service. Flash Cookies are not managed by the same browser settings as those used for Browser Cookies. For more information on how You can delete Flash Cookies, please read "Where can I change the settings for disabling, or deleting local shared objects?" available at https://helpx.adobe.com/flash-player/kb/disable-local-shared-objects-flash.html#main_Where_can_ I_change_the_settings_for_ disabling __or_deleting _local_shared_objects_
- Web Beacons. Certain sections of our Service and our emails may contain small electronic files known as web beacons (also referred to as clear gifs, pixel tags, and single-pixel gifs) that permit the Company, for example, to count users who have visited those pages or opened an email and for other related website statistics (for example, recording the popularity of a certain section and verifying system and server integrity).
Cookies can be "Persistent" or "Session" Cookies. Persistent Cookies remain on Your personal computer or mobile device when You go offline, while Session Cookies are deleted as soon as You close Your web browser. Learn more about cookies: Use of Cookies by Free Privacy Policy.
If you have any concerns about our use of your personal information, you can make a complaint to us at Libertas Lettings, 15 Neptune Court, Vanguard Way, CF24 5PJ.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioners Office
Wycliffe House,
Water Lane,
Wilmslow,
Cheshire,
SK9 5AF
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
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