Lester Smith Limited Privacy Policy and Notice

 

This privacy notice is provided to enable you to stay informed of any personal data handling, which is performed by us (Lester Smith ltd) as a ‘data controller’ in compliance with the General Data Protection Regulation (EU) 2016/679 GDPR
 

 It also explains your rights in relation to your personal information and how to contact us or supervisory authorities in the event you have a complaint.

Our contact details
 

Address: Lester Smith Ltd 9 Webbs Rd London SW11 1XJ
 

Main line:  020 7585 2990
 

Email: lettings@lestersmith.co.uk
 

Website: www.lestersmith.co.uk
 

Main contact: Mark Smith, Director

 

What type of information we have

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).
 

For the purposes of our business we currently collect, use and store different kinds of personal data:

  • Identity & documentary data – i.e names and copies of ID

  • Contact & communications data – i.e delivery address and communication preferences

  • Financial & transactional data – i.e credit reports and details about payments in relation to the properties
     

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data).

 

How we get the information and why we have it
 

Most of the personal information we process is provided to us directly by you. We use different methods to collect data including through;

  • Direct interactions i.e telephone calls to arrange a viewing or emailing us

  • Automated technologies or interactions, such as cookies on the website

  • Third parties or publicly available sources i.e

    • Technical data from providers like Google,

    • Professional open platforms such as linkedin

    • Contact, Financial and Transaction data from reference companies, prior landlords or the land registry, when applying for one of our services

 

The lawful bases for collection of data can be seen in Article 6, section 1 of the GDPR. We must & usually have one or more of the following reasons to collect your data

  • To fulfil a contract with you

  • To comply with legal duties

  • When it is in our legitimate interest

  • When you consent

 

What we do with the information

We use the information provided to manage your tenancy as an owner or tenant. Whether, prior to or upon entering a contract with you.

  • Where there are legitimate interests

  • Where we need to comply with a legal or regulatory obligations

 

We may share information with third parties such as:

  • Contractors for services such as repairs in both planned and emergency situations

  • HMRC regulators & authorities based in the UK or EEA

  • Agents, surveyors, valuers, insurers, councils & utility providers

We will always treat your personal information with the utmost respect and never sell or share it with other organisations for marketing purposes.

You can disable cookies via browser software, in some cases this may affect the functionality of the website.

If you choose not to provide the personal data requested, we will not be able to enter into a contract with you to provide the benefits we offer. If we are already processing your personal information under a contract, you must end our contractual relationship (as/where permitted) in order to exercise some of your rights.

How we store your information

Information may be held at our office and those of our third party agencies, service providers, representatives and agents as described above (see above: ‘third parties’ list).

We keep personal data for as long as the purpose for which it is processed remains active. We will endeavour to minimise the amount of data that we hold, regularly reviewing the legitimate interests and if found to be irrelevant securely destroy or dispose of this.

All categories of personal data that are held by us, because they are essential for the performance of a contract, will be held for a period of six years, as determined by reference to the Limitations Act 1980, for the purposes of exercising or defending legal claims.

 

What are your rights?

Your rights arising under GDPR Legislation include:

  • The right to be informed of how your Personal Data is used (through this notice);

  • The right to access any personal data held about you;

  • The right to withdraw consent at any time, by emailing mark@lestersmith.co.uk

  • The right to rectify any inaccurate or incomplete personal data held about you;

  • The right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.

  • The right to erasure where it cannot be justified that the information held satisfies any of the criteria outlined in this policy, or where you have withdrawn consent; and

  • The right to prevent processing for direct marketing purposes, scientific/historical research or in any such way that is likely to cause substantial damage to you or another, including through profile building.

 

How to complain

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:           

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113