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Exmouth Property Rentals Ltd.is committed to protecting and processing your personal data in accordance with the General Data Protection Regulations and the Data Protection Act 2018 (the legislation). For the purpose of the legislation and your personal data, Exmouth Property Rentals Ltd.is the Data Controller, Roger Chappell is the person responsible for data protection and can be contacted at 3 Rolle House, Rolle Street, Exmouth. EX8 2SN
The General Data Protection Regulations are to safeguard your personally identifiable information or personal data. This privacy notice will be regularly reviewed and updated.
Information held
Full details of our Tenant Privacy Data (in PDF format), which is referred to below, can be found by clicking this link.
The personal data we process may include the information in column A and may also include other sensitive data concerning health, if relevant to your application. Where the provision of data is a statutory, a contractual requirement or a requirement necessary to enter into a contract, a refusal to provide the data may mean that we are unable to provide you with our service.
To ensure that we provide you with the best service possible we will need to collect and retain certain personal data. The data may be collected and processed by those listed in columns B and F. How we source the data is identified in column C. We may source data from third parties or via third parties e.g. Credit referencing company, referees, local authority.
Lawful basis of processing
Your personal data will be used for the activities in column D. There are six lawful bases for processing your data including consent, a legitimate interest, contract fulfilment, a legal obligation and a vital interest. For each usage of the data the lawful basis of the processing of your data will be identified in column E. A legitimate interest is when we have a business or commercial reason to process your personal data which needs to be balanced with your interests i.e. what is right and best for you.
Where we state that we have a legitimate interest, the fact that we have a legitimate interest and what that legitimate interest is, will be stated in column E, e.g. to keep in touch with you during and after the tenancy; to seek your consent when we need it to contact you; fulfilling our legal and contractual duties. Your personal data will be processed during and after your tenancy and any subsequent tenancy arranged through us.
Online identifiers, IP addresses and cookie identifiers
When you visit our website we may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns.
We may obtain information by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:
You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site. You can find more information about cookies at www.allaboutcookies.org
This policy only applies to our site. If you leave our site via a link or otherwise, you will be subject to the privacy policy of that website provider. We have no control over that privacy policy or the terms of the website and you should check their privacy policy before continuing to access the site.
Recipients of personal data
It will be necessary for us to process or share all or some of your personal data with a range of individuals, businesses and organisations and these may include those listed in column F.
Where is the data stored?
Your personal data is stored in the way described in column G and the data is always stored within the European Union or outside of the European Union but with an organisation operating under the General Data Protection Regulations.
Retention period and criteria used to determine the retention period
We will retain some elements of your personal data for up to the time defined in column H after your tenancy. The information which can be anonymized will be that which is no longer required for either contractual fulfilment or a legitimate interest. If the lawful basis for processing your data was consent then you may withdraw such consent at any time.
Your rights
You have a right of access to check your personal data to verify the lawful basis of processing. We are obliged to respond to an access request within 30 days and may not charge a fee unless the request is unfounded, excessive or repetitive. If a fee is charged it is to be a reasonable fee based upon the administrative cost of providing the information.
You have a right to rectification if the data we hold is either inaccurate or incomplete. If your data has been disclosed to third parties then we must inform them of the rectification, where possible.
You have a right to require erasure of your data when consent is our basis of processing (the right to be forgotten). You may request that your personal data be erased, for example, where there is no compelling reason for its continued processing or where you withdraw consent. We will comply with your request unless we have another basis of processing justifying our retaining the data (for example a legal requirement or the defence of a legal claim).
You have some rights to ask us to restrict processing i.e. to block or supress processing where, for example, the data may be incorrect and whilst the accuracy is verified. We are permitted to store the data.
Your right to object
You do have a right to object to further processing of your personal data. We may be required to stop processing unless there is some other legitimate basis of processing such as a legitimate interest or a requirement for the exercise or defence of a legal claim.
Withdrawal of consent
Where the lawful basis for processing is your consent, you may withdraw consent at any time by writing to, Roger Chappell, Exmouth Property Rentals Ltd, at 3 Rolle House, Rolle Street, Exmouth. EX8 2SNor emailing enquiries@exmouthpropertyrentals.co.uk
How to lodge a complaint with the supervisory authority
The supervisory authority responsible for data protection is the Information Commissioners Office (ICO) to whom concerns may be reported by phone on 0303 123 1113 or +44 1625 545 745 if calling from outside the UK, by email using the form on the website ico.org.uk or the livechat function.
These notes are provided as a guideline for tenants who wish to rent a property through Exmouth Property Rentals Ltd. Please contact us regarding any specific queries you may have.
It should be noted by the Tenant/s that all Tenancies are subject to the Approval of the Landlord, and satisfactory References and Credit References being obtained.
Tenancy Agreement
Tenants are advised to read the Tenancy Agreement thoroughly prior to signing. It is a binding legal document. If there is anything that is not understood, it is recommended they should take advice from either the Citizens Advice Bureau or from a solicitor.
Utilities
All tenancies are exclusive of Water Rates, Council Tax, Gas/Oil, Electricity and Telephone charges unless otherwise stated in the Tenancy Agreement. Exmouth Property Rentals Ltd. cannot undertake the transfer/connection of telephone services, and the tenant must bear this responsibility and cost.
Insurance
Tenants possessions are their own responsibility and they should therefore consider insuring their own contents during the term of the tenancy. This can be via our appointed agent, Homelet. The Landlord’s insurance will not cover accidental damage caused by the Tenants or the Tenant’s own personal effects. We can therefore provide information regarding cover if required by the Tenant.
Inventory
An Inventory will be prepared detailing the condition of the property. The tenants will be required to check and sign this on moving in.
Upon having your offer on a property accepted you will be provided with the a Brief Summary of Details of the terms of the tenancy and asked to pay a deposit, equal to one week’s rent, to secure the property whilst we proceed with the referencing. This will be a Holding Deposit.
Holding Deposit
A Holding Deposit equivalent to one week’s rent will be taken to secure the reservation of the property until all References, Credit Searches and Tenancy Documents are prepared. Assuming the tenancy proceeds to completion the Holding Deposit then becomes part of the Damage Deposit under the Terms of the Tenancy Agreement.
Damage Deposit
The Damage Deposit equivalent to five weeks rent will be required prior to completion of the Tenancy and will be held by the Landlords’ Agents as stakeholders against dilapidations. This deposit is returnable at the termination of the tenancy less deductions where applicable for the following: (a) Breakages and damages incurred during the Tenancy. (b) Necessary cleaning and restoration of the property, furnishing, fittings and garden to pre-tenant condition.
Rent Due in Advance
Rent is always paid monthly in advance. It should be noted by the Tenant/s that the last month’s rent cannot be taken from the Deposit. The monies as per the Account Summary must be cleared funds in the Exmouth Property Rentals Ltd. Client Account by your moving in date. Therefore, please arrange payment in a suitable form (such as Building Society cheque/Bankers Draft or BACS payment) if there is no time for a personal/company cheque to clear.
Permitted Payments
The Rent does not include charges that may be payable before and/or during the duration of the tenancy, therefore you may be required to make one or more of the following permitted payments in addition to the Holding Deposit and Damage Deposit:-
Peace of Mind
Tenants can rest easy knowing that Exmouth Property Rentals Ltd. are members of the National Approved Letting Scheme and also appointed a SAFEagent, where Tenants’ and Landlords’ monies are protected by a Client Money Protection Scheme. We want every Tenant we welcome through our door to have peace of mind when it comes to Client Money Protection and we can reinforce this now we bear the SAFEagent logo. Exmouth Property Rentals Ltd is also a member of The Property Ombudsman Limited which is a redress scheme.
3 Rolle House, Rolle Street, Exmouth EX8 2SN
