Privacy Policy & Disclaimer
GDPR imposes new obligations on data controllers and those who process personal information. As a result Howard Young Residential has reviewed and revised its data privacy policy to comply with the GDPR.
This privacy policy sets out what data we collect and how we use it.
How the Law protects you
Data protection laws state that we are only able to process personal information if we have valid reasons to do so. The reasons we process your personal data include, but are not limited to, your consent, for arranging a contract, billing and to contact you.
How do we collect data from you
We receive information from you when you contact us by telephone, email directly or via a property portal, or complete forms on our website. Additionally we also collect information from you when you register as a Client or Applicant. If you provide us with personal information about a third party (for example if you are telephoning or emailing on behalf of someone else,) you warrant that you have obtained the express consent from the third party for the disclosure and use of their personal data.
What type of data do we collect from you?
The personal data that we may collect from you includes your full name, personal address, email address, phone numbers, bank account details, national insurance number. In respect of vendors, mortgage details. In respect of letting applicants then current and previous addresses, date of birth, employer details, previous landlord details, National insurance number, guarantor details (if applicable). Sight and copy of passports, photographic ID, utility accounts.
Further ID documents if required -
- Valid full UK photo driving licence
- Valid Passport with MRZ
- Valid full UK Driving licence (Non photo, paper) issued before 1998
• Valid EU/EEA/Switzerland photo driving licence.
• Valid EU/EEA/Switzerland national Identity Card.
• Valid UK Armed Forces ID Card.
• Valid UK Biometric Residence Permit (copy of both sides.)
• Valid Blue disabled drivers pass. (With photo)
• Valid Freedom Pass
- Valid Local Authority Bus pass.
How do we use your data?
We use the contact details you have provided to us to send you information relevant to the operation and maintenance of your account, including email, text, digital banking, phone and post. To comply with our contractual obligations we have with you. To provide you with our services. To provide customer care, including responding to your requests if you contact us with a query. To administer and process payments to you (if applicable) and to keep track of your payments and billing to third parties. To detect fraud and to make sure what you have told us is correct. To notify you about change to our services, and/or website. To inform you of any price changes relating to our services.
Who has access to your personal data?
Here is a list of the ways that we may use your personal data and how we share the information with third parties.
Landlords:
We request your bank details for the payment of rents.
The HMRC request full details about our landlords annually to prepare and issue the year end return – this includes National Insurance numbers.
Your full address will be used in the preparation of the Assured Shorthold Tenancy Agreement.
Tenants:
Your full details will be passed to a credit reference agency for the purposes of obtaining a credit reference
Under the government ‘Right to Rent’ legislation, sight of passports, visas will be required and copies made.
Tenants will complete a full application form for the purposes of us obtaining reference from Landlords, Employers, guarantors (if applicable).
Credit reference and fraud prevention agencies
When you apply for a rented property we may request information about you from credit reference agencies and we will explain the details and what that means for you when you apply. They use a system of credit scoring to assess your application and decisions may be taken based solely on automated checks of information from credit reference and fraud prevention agencies
We use and share information because we have a duty to prevent fraud and money laundering, to protect our business and on behalf of our clients and to comply with laws that apply to us (such as checking who you are). If required we would check and share information with fraud prevention agencies. If we identify or suspect fraud we will record this with fraud prevention agencies to prevent fraud and money laundering. Credit reference and fraud prevention agencies use and share your information with other organisations because they have to prevent fraud and money laundering, to protect their business and to comply with laws.
Vendors:
Proof of ownership will be required. A Politically Exposed Persons (PEPS) form would need to be completed. Personal details will be passed to sellers and buyers solicitors for the purpose of conveyancing.
We will require to liaise with all parties when co-ordinating your sale.
Buyers:
Full details will be required such as your full name, telephone number, current address, email and details of your conveyancer (or solicitor), along with who is arranging your mortgage (if mortgage required). On occasions personal details will be passed to an independent financial advisor should you require financial advise. We will require to liaise with all parties when co-ordinating your purchase.
You must maintain the accuracy of your information and ensure all your details, including name, address, telephone number, email address and banking details are kept up to date at all times.
You have the right to access the information we hold about you. Please email your requests to homes@howardyoung.co.uk so that we can obtain this information for you.
Howard Young may provide details and links to third party sites or contractors. Since we do not control these websites or individual contractors, we encourage you to review the privacy policies of these third parties. Any information that is supplied will not be within our control and we cannot be held responsible for the privacy policies and practices of these.
We will sometimes need to share your information with third parties to perform services on our behalf or to provide services to you.
As the transmission of information via the internet is not completely secure, we cannot guarantee the security of your data and this is at your own risk. Once we have received your information we use strict procedures to try to prevent unauthorised access. Any sensitive data (such as bank payment details) are protected.
We do not disclose personal information we collect about you, except as described in this Privacy Notice or as indicated via the consent process at the time the data is collected.
We contractually require these service providers to safeguard the privacy and security of personal information they process on our behalf and authorise them to use or disclose the information only as necessary to perform services on our behalf or comply with legal requirements
We don’t keep your information for longer than we need to, which is usually up to six years after your relationship with us ends, unless we are required to keep it longer (for example due to a court order or investigation by law enforcement agencies or regulators).
Contact us:
Please email any questions or comments to us at homes@howardyoung.co.uk
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All rights of the authors are reserved. We also reserve the right to modify or withdraw any of our services without notice as part of our policy of maintaining the highest possible standards. Whilst we make our best efforts to maintain this website, Howard Young Residential cannot be responsible for any reliance placed upon the information contained within it. Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information found or offered on this website for any particular purpose. Such information may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law.
From time to time this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s).
Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence. You may download or print out sections of this website for your own personal information. Any other redistribution or reproduction of part or all of the contents in any form is prohibited. You may not, except with our express written permission, distribute or commercially exploit the content. Nor may you transmit it or store it in any other website or other form of electronic retrieval system.
Any information that you submit to us through this website will only be used by Howard Young Residential and will not be passed to any third parties. Your use of this website and any dispute arising out of such use of the website is subject to the laws of England and Wales.
Use of this website signifies your agreement to these terms and conditions. For more information please contact us.