Privacy Policy

This privacy policy 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 policy is to make you aware of how we will handle your information.

Who are we?
XII Estates Ltd at 64 High Street South, London, E6 6ET, take the issue of security and data protection very seriously and strictly 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.

We are notified as a Data Controller with the Office of the Information Commissioner under registration number ZA393935 and we are the data controller of any personal data that you provide to us.

Any questions relating to this notice and our privacy practices should be sent to XII Estates Ltd, 64 High Street South, London, E6 6ET or alternatively to info@xiiestates.co.uk.

How we collect information from you and what information we collect
We collect information about you:

• From your application for accommodation
• From information you provide us with as a supporting document of your tenancy
• From your application to support the tenant as a guarantor
• From information you provide us with as a supporting document of your guarantor agreement
• From information you provide us with during marketing communications and/or in response to any marketing communications/advertisements

We collect the following information about you:

• Tenant name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin, name of university or college where you are studying (if applicable), the name of friends that you are staying with (if applicable);
• Guarantor name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin (if applicable);
• Landlord name(s), email address, telephone number, property address and specific requested details
• 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;
• Bank account details of the tenant, 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 by us as confidential and will be processed only by any third party, acting on our behalf, within the UK/EEA.

We may disclose your information to other third parties who act for us for the purposes set out in this policy or for purposes approved by you, including the following:

• If we enter into a joint venture with or merge with a business entity, your information may be disclosed to our new business partners or owners;
• 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.

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.

Marketing Communications
Our grounds for processing your personal data to send you marketing communications is either your consent or our legitimate interest; to support and improve and develop our business and the services we offer.

Under the Privacy and Electronic Communications Regulations, we may send you marketing communications from us, and/or via a third party service provider, if:

• You made a purchase or requested information from us about our goods or services
• You agreed to receive marketing communications and in each case you have not opted out of receiving marketing from us at any time

You can ask us or third parties to stop sending you marketing communications at any time by opting-out where indicated or alternatively emailing us at info@xiiestates.co.uk .

If you opt out of receiving marketing communications, this opt out does not apply to personal data provided as a result of other transactions or engagements and/or data collected for purposes as set out in this notice.

Transfers outside the UK and Europe
We may transfer and/or store your information outside the UK and/or EEA. We use third party service providers which may be based outside of the UK or EEA.

Where information is transferred outside the UK or EEA, we ensure that there are adequate safeguards in place to protect your information in accordance with this notice, including the following:

• We will only transfer your personal data out of the UK or EEA that the European Commission have approved as providing an adequate level of protection for personal data by; or
• Where we use certain service providers, we may use specific contracts or codes of conduct or certification mechanisms approved by the European Commission which give personal data the same protection it has in the UK or EEA; or
• If we use a U.S. based service provider that are part of the EU-US Privacy Shield, we may transfer data to them, as they have equivalent safeguards in place.

If none of the above safeguards are available, we may request explicit consent to the specific transfer. You will have the right to withdraw this consent at any time.

Security
When you give us information we take steps to make sure that your personal information is kept secure and safe.

We have put in place security measures to prevent your personal data from being accidentally lost, used, altered, disclosed, or accessed without authorisation. We also allow access to your personal data only to those employees and partners who have a business need to know such data. They will only process your personal data on our instructions and they must keep it confidential.

We have procedures in place to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach if we are legally required to.

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 I have with you.

When deciding what the correct time is to keep the data for we look at its amount, nature and sensitivity, potential risk of harm from unauthorised use or disclosure, the processing purposes, if these can be achieved by other means and legal requirements.

For tax purposes the law requires us to keep basic information about our customers (including Contact, Identity, Financial and Transaction Data) for six years after they stop being customers.

In some circumstances we may anonymise your personal data for research or statistical purposes in which case we may use this information indefinitely without further notice to 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 info@xiiestates.co.uk

Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information who may be contacted at https://ico.org.uk/concerns or telephone 0303 123 113.