PRIVACY NOTICE

1. Scope
All data subjects whose personal data is collected, in line with the requirements of the GDPR.


2. Responsibilities
The Data Manager / GDPR Owner is responsible for ensuring that this notice is made available to data subjects prior to Jelmac Properties collecting/processing their personal data.


All Employees/Staff of Jelmac Properties who interact with data subjects are responsible for ensuring that this notice is drawn to the data subject’s attention and their consent to the processing of their data is secured.


3. Who are we?
Jelmac Properties is a family run, privately owned Property Investment Business established over a century ago.


Our Data Manager / GDPR Owner and data protection representatives can be contacted directly here: info@jelmac.co.uk


4. How we use your information?
Jelmac Properties (“Jelmac”) use your information to provide property management and associated services (“services”). The below sections will explain in detail what we may ask for and how we plan to use that information.


5. Information that you provide to us
The information that you provide to us may include your name, postal address, email address, telephone number, employment details, (including your employer, employment start date, type of employment contract, manager name, salary and details of any probation period) financial and payment card information (credit or debit card), photographic identification information (such as your driving licence and passport), proof of your entitlement to reside in the UK and details of any guarantor (if applicable). This information may be provided:

  • in the course of communications between you and us (including by phone, email or otherwise);

  • when you register to use our services;

  • when you fill in forms for us (including any rental application forms, tenancy documents or

  • other related documentation); and

  • via our social media pages, other social media content, tools and applications.


6. Information we collect from you
(a) technical information (including your login information for any of our services and, to the extent that they constitute personal information, the IP address you use to connect your device to the Internet and the browser type and version you use on your device);
(b) information about your use of the Services;
(c) Information contained in and records of communications between you and us, including emails, letters and text messages. We may also record calls between us for training, monitoring and quality control purposes; and
(d) information regarding your marketing preferences.


7. Information we receive from other sources
(a) information from any of the other websites we operate or the other services we provide (if you use any of them);
(b) information from reference checking agencies (including your credit rating, details of any County Court Judgements made against you, employment checks and landlord referencing);
(c) information we obtain from individuals who you have listed as references in your rental application form; and
(d) information we obtain from publicly available sources such as Facebook or LinkedIn.


8. Sensitive information
We may also collect certain sensitive personal information about you. This may include information concerning your relationship status, health or the health of any persons living in the rental property or otherwise accessing the rental property (for example, where this requires us to alter the way we perform the Services).


9. Information about third parties
In the course of using our services you may provide us with personal information relating to third parties, including other occupiers of the rental property at which you reside (for example, your dependants), your guarantor(s) or your neighbours (as applicable).
For example, the personal information we collect in respect of:

  • guarantors includes their name, address, telephone number and email address;

  • permitted occupiers includes their name, relationship to you, address, telephone number and email address; and

  • other tenants includes their name, relationship to you, address, telephone number,

  • employer and email address.


We will use this personal information in accordance with this Privacy Policy. If you are providing personal information to us relating to a third party, you confirm that you have the consent of the third party to share such personal information with us and that you have made the information in this Privacy Policy available to the third party.


10. How we plan to use personal information?

11. Acceptance of this notice
By accepting this privacy notice you are giving us permission to process your personal data specifically for the purposes identified.


Where we are asking you for sensitive personal data we will always tell you why and how the information will be used and we will seek explicit consent to do so. You may withdraw consent at any time by contacting us directly.


12. Disclosure
Jelmac Properties will not pass on your personal data to countries outside of the EEA without your consent.


13. Retention period
Jelmac Properties will process personal data for as long as you are a customer of ours and for up to 12 years after you cease being a customer. We will retain minimal information in order to satisfy queries and legal obligations.


14. Your rights as a data subject
At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

  • Right of access – you have the right to request a copy of the information that we hold about you.

  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.

  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.

  • Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.

  • Right of portability – you have the right to have the data we hold about you transferred to another organisation.

  • Right to object – you have the right to object to certain types of processing such as direct marketing.

  • Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.

  • Right to judicial review: in the event that Jelmac Properties refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined in clause 15 below.

  • All of the above requests will be forwarded on should there be a third party involved in the processing of your personal data.

15. Complaints

In the event that you wish to make a complaint about how your personal data is being processed by Jelmac Property Group or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and Jelmac Properties' data protection representatives Data Manager / GDPR Owner.

 

The Information Commissioner’s office (the UK Data Protection Regulator) can be contacted using the details below: https://ico.org.uk/global/contact-us


Call our helpline on 0303 123 1113 (local rate – calls to this number cost the same as calls to 01 or 02 numbers).

If you're calling from outside the UK, you may not be able to use our 03 number, so please call +44 1625 545 700.

 

Our normal opening hours are Monday to Friday between 9am and 5pm (excluding bank holidays).

16. Document Owner and Approval
The Data Manager / GDPR Owner is the owner of this document and is responsible for ensuring that this record is reviewed in line with the review requirements of the GDPR.

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