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Tenants/Applicants
Alexander Real Estate Ltd is a property leasing company which leases both commercial and non-commercial properties to its tenants. The Company must process personal data (including sensitive personal data) so that it can provide these services - in doing so, the Company acts as a data controller.
You may give your personal details to Alexander Real Estate Ltd directly, such as on a Tenant application form or via our website, or via email or any other sources e.g. our social media platforms. The Company must have a legal basis for processing your personal data. For the purposes of providing you with a tenancy we will only use your personal data in accordance with the terms of the following statement.
1. Legitimate interest
Where Alexander Real Estate Ltd has relied on a legitimate interest to process your personal data our legitimate interests is/are as follows:
As a property leasing company, our business relies on collecting and processing personal data. It is therefore in our interests to process your data for the purposes of the creation of a tenancy. It is also in your interests, as without processing your data we cannot provide you with a tenancy.
2. Collection and use of personal data
Purpose of processing and legal basis
Alexander Real Estate Ltd will collect your personal data (which may include sensitive personal data) and will process your personal data for the purposes of recruiting you for a tenancy. Alexander Real Estate Ltd may also contact you with other potential rental opportunities which become available from time to time. The legal bases we rely upon to offer these services to you are: Legitimate interest.
3. Recipients of data
Alexander Real Estate Ltd will process your personal data and/or sensitive personal data with the following recipients:
- If you are applying for a tenancy, your personal data will be forwarded to your employer, bank/building society, a local authority (if you have been a council tenant previously), current or former Landlord and any personal referee named, to provide information about you, any prior tenancy history, and any employment/ financial affairs as appropriate to the Landlords enquiries.
- If you have submitted a tenancy application form you authorise the Landlord/ Agent to make whatever enquiries, including a credit check and right to rent checks etc, they deem necessary in connection to your application.
- If you are offered a tenancy, your data might be shared with utility companies, contractors, the local authorities and the Tenancy Deposit Scheme (TDS) etc.
- Your Tenant application will be stored on our database.
4. Statutory/contractual requirement
Your personal data is not required as part of a statutory and/or contractual requirement, and/or a requirement necessary to enter into a contract.
Overseas Transfers Alexander Real Estate Ltd will not transfer your personal data to countries outside the European Economic Area (‘EEA’). The EEA comprises the EU member states plus Norway, Iceland and Liechtenstein.
5. Data retention
Alexander Real Estate Ltd will retain your personal data only for as long as is necessary. Different laws require us to keep different data for different periods of time.
Should we be successful in securing a tenancy for you, we will keep your details for a period of 6 years from the date you start your tenancy to assist with any potential legal claims made either against or by Alexander Real Estate Ltd and to comply with the requirements for record-keeping of other matters relating to your engagement, such as right to rent checks.
Where the Company has obtained your consent to process your sensitive personal data, we will do so in line with our retention policy (a copy of which is attached). Upon expiry of that period the Company will seek further consent from you. Where consent is not granted the Company will cease to process your sensitive personal data.
Your rights Please be aware that you have the following data protection rights:
- The right to be informed about the personal data the Company processes on you;
- The right of access to the personal data the Company processes on you;
- The right to rectification of your personal data;
- The right to erasure of your personal data in certain circumstances;
- The right to restrict processing of your personal data;
- The right to object to the processing of your personal data that was based on a public or legitimate interest;
- The right not to be subjected to automated decision making and profiling.
Please be aware that in some circumstances, we may not be able to completely erase your data due to our other legal obligations. We will always inform you when this is the case and provide you with a written explanation.
Where you have consented to the Company processing your personal data/sensitive personal data you have the right to withdraw that consent at any time by contacting freyarodda@alexanderrealestate.co.uk
Queries & Complaints
Please contact our data protection officer and/or freyarodda@alexanderrealestate.co.uk