Our Address
Lancashire Hill Ltd,
55 Layton Road,
Blackpool,
Lancashire. FY3 8EB.
07773 777309 hello@lancashirehill.co.uk
Lancashire Hill Ltd Personal Data Privacy Notice – Nov 2023
Click Here for a downloadable version.
Lancashire Hill Ltd is a Data Controller, as defined by GDPR.
We promise to use the information you give us only for validating your tenancy application and associated tasks. Where you are successful, we will keep a copy of the data supplied for the duration of your tenancy plus two years, and where required by UK law.
We will need to pass the information you provide to a Government approved credit referencing agency. If in future, you want to know what information we hold about you or have any other queries regarding data protection or your rights, all you have to do is ask – just drop an email to info@lancashirehill.co.uk and we can help resolve your query. You also have a right to lodge a complaint with the ICO, if you wish.
This notice explains what information we collect, when we collect it and how we use this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.
Who am I?
Nicola Torbett at Lancashire Hill Ltd, take the issue of security and data protection very seriously and adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable, from the 25th May 2018, together with any domestic laws subsequently enacted.
I am notified as a Data Controller with the Office of the Information Commissioner under ICO registration ZA293149.
Our company Registration Number is 10323599 and I am the data controller of any personal data that you provide to us.
Our Data Protection Officer is Nicola Torbett, 55 Layton Road, Blackpool, FY3 8EB and our employees have authority to handle your data for the purposes set out in this document.
Any questions relating to this notice and our privacy practices should be sent to me at the above address.
How we collect information from you and what information we collect
We collect information about you from:
• Your application for accommodation and any website forms submitted upon initial enquiry; www.lancashirehill.co.uk/apply and www.lancashirehill.co.uk/interest
• Your Photographic Identification shared with to us upon application
• Government share codes for the purpose of Right to Rent
• From other information I request from you via email, or other messaging facility in relation to processing your application
We may collect the following information about you:
• Prospective tenants and/or guarantor names, date of birth, address (including any previous addresses, email address, telephone numbers, NI number, Nationality, Next of Kin, employment status and employer, name of university or college where you are studying (if applicable);
• Property address; term, rent, deposit, utility and service responsibilities;
• The employment status of tenants and/or guarantors, address, contact details (including email, phone and fax numbers) of the employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received;
• Wage slips or other means of evidencing income
• Bank account details of the tenant and prospective tenants, including account number and sort code, and any hire purchase/loan agreements/credit cards or store cards that you have; and
• Any welfare benefits that you may be eligible for, or are currently on. Why we need this information about you and how it will be used We need your information and will use your information:
• to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;
• to enable us to supply you with the services and information which you have requested to help you to manage your tenancy;
• to carry out due diligence on any prospective tenant and/or guarantor, including whether there is any money judgements against them, or any history of bankruptcy or insolvency;
• to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;
• to contact you in order to send you details of any changes to our suppliers which may affect you; and
• for all other purposes consistent with the proper performance of our operations and business.
Sharing of Your Information
The information you provide to us will be treated as confidential however, we may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:
• If we, or the Landlord enter into a joint venture with or merge with a business entity, your information may be disclosed to new business partners or owners.
• To provide evidence to FCA Regulated Institutions having an interest in the property for which you are applying, to provide evidence of the financial viability/risk of any loan/policy which is offered upon the property, such as Mortgage, Insurance or other loan secured against property or its income.
• To carry out due diligence on you as a prospective tenant/guarantor, including but not limited to the carrying out of affordability checks, due diligence checks and the obtaining of references from relevant parties, whose data you have provided;
• If you request so, your information shall be disclosed in order to determine if there are any money judgements against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency;
• If you are unable to make payments under your tenancy, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a tenant; and
• In the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this.
• As a reference in relation to your tenancy to other Agents /Landlords, with your permission.
• Anyone to whom you give me permission in writing, permission can be grated via email / text message. Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.
Transfers outside the UK and Europe
Your information will only be stored within the UK and EEA. Any requirement to process your Data outside the UK and EEA will be made in writing to you for your approval.
Security
When you give us information, we take steps to make sure that your personal information is kept secure and safe. The data you submit upon application is received directly by email into a secure business email account and saved in a secure Google-Drive together with your Photo ID. Onward processing of the data is completed digitally and online via a Government approved Referencing and Credit check facility. We may use other agencies for this purpose as required. Additionally we may register your information with the Deposit Protection Scheme, Reposit, Payprop (rent processing) and other reputable and regulated companies who provide services to us as a property management business. Each company has their own GDPR policy which can be found on their own websites. References are usually conducted by email, or by telephone where appropriate, and data received is saved in a secure Google Drive account to which only you and we have access. Our IT hardware is password protected and not accessible by anyone outside the business/organisation.
How long we will keep your information
We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.
Your Rights You have the right at any time to:
• ask for a copy of the information about you held by us in our records;
• require us to correct any inaccuracies in your information;
• make a request to us to delete what personal data of yours we hold; and
• object to receiving any marketing communications from us. If you would like to exercise any of your rights above please contact us at hello@lancashirehill.co.uk
Should you wish to complain about the use of your information, we would ask that you contact me to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to my/our use of your information.
The Information Commissioner’s contact details are noted below:
England: Information Commissioner's Office Wycliffe House, Water Lane Wilmslow, Cheshire, SK9 5AF Telephone: 0303 123 1113 Email: casework@ico.org.uk
Scotland: The Information Commissioner’s Office 45 Melville Street, Edinburgh, EH3 7HL Telephone: 0131 244 9001 Email: Scotland@ico.org.uk
Wales Information Commissioner's Office 2nd floor, Churchill House Churchill way, Cardiff, CF10 2HH Telephone: 029 2067 8400 Email: wales@ico.org.uk
Northern Ireland: Information Commissioner's Office 3rd Floor, 14 Cromac Place Belfast, BT7 2JB Telephone: 028 9027 8757 Email: ni@ico.org.uk
The accuracy of your information is important - please help us keep our records updated by informing us of any changes to your email address and other contact details.
COMPLAINTS POLICY AND PROCEDURE.
How to complain
Letting us know when and why you are not happy gives us the opportunity to put matters right for you in a transparent way and improve our service for everybody else. Whether you’re a current, former or prospective tenant, a landlord or Investor or anyone who has come into contact with our homes, our team or our business, if you’re not happy about something, we want to know.
How we’ll handle it
No matter how you communicate with us, we’ll listen and endeavour to act on your needs. Once you've contacted us, we'll do our best to resolve any complaints within 10 working days. If we need more time to complete our investigations, we will keep you updated with our progress.
How to get in touch
There are three ways you can get in touch with us. Whichever way you choose, in order to help us resolve your complaint, we’ll need to know the following things:
Your name
Your email address so we can record your concerns
A description of your concern
What you’d like us to do to put things right
A daytime phone number and the best time to contact you
Telephone
It might be quicker and easier to sort things out by picking up the phone.
You can call us on 07773 777309. Our opening hours are 8am – 6pm (UK time), Monday to Friday, excluding Bank Holidays. We are usually available outside of these times too.
Online
Sometimes it’s easier to type out your thoughts in a quick message, so feel free to either
Complete the online form above or you can email us at nicola@lancashirehill.co.uk
Should we need to discuss any confidential information with you, we may call you.
Letter
Alternatively, you may choose to write things down in a letter, but please remember to factor the postal service into our response time.
You can write to us at Customer Care, Lancashire Hill Ltd, 55 Layton Road, Blackpool, FY3 8EB
If you're still not happy
If for any reason you're not happy with our response, please let the person that handled your complaint know.
We then have the opportunity to see if there is anything further we can do. Once we're satisfied we've considered all aspects of your complaint, we will send you our final response.