RPC Lettings - Privacy Policy

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Privacy Policy

RPC Lettings is committed to protecting your privacy. This Privacy Policy forms part of our Legal Information and sets out how RPC Lettings handles data which identifies you.

About Us

RPC Lettings is registered in England and Wales, No. 4857900. Registered Office 20 Briercliffe Road, Burnley BB10 1XB. We are registered under the Data Protection Act 1998 and any information you supply will be treated in accordance with that Act.


 


PRIVACY NOTICE
This is the privacy notice of RPC Services Ltd (Trading as Rehman Property Consultancy and also known as RPC Lettings)  In this document, “we” or “us” refers to RPC Services Ltd.

Our registered office is 20 Briercliffe Road, Burnley BB10 1XB : Company Number 4857900 incorporated under the Companies Act 1985 as a private limited company on 6th August 2003. 

This notice advises our policy on all information that we record about you. It covers both information that could identify you and information that could not.
We are committed to protecting your privacy and confidentiality at all times. We understand that our clients need to be assured that their data will not be used for any purpose unintended by them, and will not accidentally fall into the hands of a third party. We will never rent, sell or otherwise disclose any of your information to any person outside our business.
Our policy is both specific and strict. It complies with UK law. If you do have any concerns, however, please contact us.
Below we have detailed the information we collect from you in order to provide the services we offer and the reasons why it is necessary to collect it.

1.   Identification and contact information
For landlords this includes your name, address, contact details, proof of identity, NRL number for overseas landlords, bank details for rent payments and emergency contact details you provide.  For tenants this information includes the details you give on the application form, information provided in your references, your photograph for identity purposes, your proof of your “right to rent”, and the number and age of anyone who will be sharing the property with you during your tenancy (number of children).  This information is used:

to provide you with the services which you request;
for verifying your identity for security purposes;
for verifying your entitlement to housing benefit where relevant;
for marketing our services and products;
In addition, information which does not identify any individual may be used in a general way by us or third parties, to provide ways to improve our service, for example relating to demographics or marketing strategies.

We may contact you via post, email, telephone or text for these purposes. If you do not want to receive communications from us any longer, you may opt out by emailing judith@rpclettings.co.uk. 

We collect data from Third Parties such as social networks, fraud prevention agencies, public information services e.g. Land Registry.

WE MAY SHARE THIS INFORMATION WITH:
HMRC Regulators and other authorities
Local Authorities and the Department of Works and Pensions ( housing benefit and compulsory  landlord licensing authorities)
Credit Reference Agencies
Tenancy Deposit Schemes
Employees of our company
Fraud Prevention Agencies
Any party linked to you (e.g. Joint tenant, guarantor)
Your landlord (if you are a tenant)
Workmen needing access to your home
Companies you ask us to share data with ( for example your solicitor or accountant)
Utility Companies and council tax office
Future landlords and letting agents who contact us for a reference at the end of a tenancy
Insurance Companies in the event of an insurance claim ensuing.
2. Market place information
When we obtain information from you specifically to enable you to use or buy a service offered by RPC Services Ltd , we assume that in giving us your information, you are also giving us permission to pass it to the relevant person that would deal with it on your behalf.

3. Your domain name and e-mail address
Your domain name and e-mail address are recognized by our servers and the pages that you visit are recorded
We shall not under any circumstances divulge your e-mail address to any person who is not an employee or contractor of ours and who does not need to know, either generally or specifically.

This information is used:

to correspond with you or deal with you as you expect;
in a collective way not referable to any particular individual, for the purpose of quality control and improvement of our web site;
to send you news about the services to which you have signed up;
to tell you about other relevant services available (on our Useful Links page)
4. Information you send to us.
Information you send to us is stored on our servers. That information is only used by RPC Services Ltd and would never be passed to any third parties.

5. Website usage information
We may use software embedded in our website (such as JavaScript) to collect information about which pages you view and how you reach them, what you do when you visit a page, the length of time you remain on the page, and how we perform in providing content to you.

6. Card Payment Transactions.
Payments due to RPC Services Ltd can be paid by credit or debit card by using a virtual terminal in our office via First Data. If you make a payment over the phone or within our office, the details are entered directly on to the POS machine immediately at the time of the transaction. They are never written down or entered onto any of our computer systems, recorded or stored in any format whatsoever.  We are PCI DSS compliant as a First Data customer and comply with all the security regulations. 

 We are registered with the ICO (membership Z2668874) and comply with all data regulations including GDPR standards. 

7. Payments from Bank Accounts
When you complete a standing order form, it is your responsibility to pass the completed form to your own bank for processing according to our instructions. We do not keep a copy. When rents are collected by Standing Order,  only “you” can cancel or change this mandate once it is in place.

8. Credit reference
We will share information with Credit Reference Agencies and they will provide information about you. The data we exchange can include:

Name, address and date of birth
Application form details
Financial status and history
Public information.
We do this for the following reasons:

To combat fraud
To ensure that the information you have provided is correct
To assess affordability
To track and recover debts
NB on a joint tenancy, credit reference agencies may link your data to other joint tenants. You can ask them to break the link, but you usually have to prove that you no longer have a link with them.

IF YOU DO NOT PROVIDE DATA WE MAY NOT BE ABLE TO OFFER YOU A TENANCY

9. Business and personal information
This includes all information given to us in the course of your business and ours, such as information you give us in your capacity as our client. We undertake to preserve the confidentiality of the information and of the terms of our relationship. It is not used for any other purpose. We expect you to reciprocate this policy.

We keep information which forms part of our business record for as long as you are a client and for up to seven years thereafter. We will keep the data for the following reasons:

To respond to questions or complaints or
To show why we have treated you fairly or
For historical research and statistical purposes or
In the case of legal action of any kind.
To provide information to tax collecting authorities.
10. Cookies
Cookies are small text files that are placed on your computer’s hard drive through your web browser when you visit any web site. They are widely used to make web sites work, or work more efficiently, as well as to provide information to the owners of the site.

Like all other users of cookies, we may request the return of information from your computer when your browser requests a web page from our server. Cookies enable our web server to identify you to us, and to track your actions and the pages you visit while you use our website. The cookies we use may last for a single visit to our site (they are deleted from your computer when you close your browser), or may remain on your computer until you delete them or until a defined period of time has passed.

Although your browser software enables you to disable cookies, we recommend that you allow the use of cookies in order to take advantage of the features of our website that rely on their use. If you prevent their use, you will not be able to use all the functionality of our website.

11. Calling our office
When you call our office, your telephone number is displayed on our telephone screen unless the number is withheld. Calls are not recorded.

12. Complaints
When we receive a complaint, we record all the information you have given to us. We use that information to resolve your complaint. If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and, if we do, what that information is.

We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.

13. Disclosure to Government and their agencies
We are subject to the law like everyone else. We may be required to give information to legal authorities if they so request or if they have the legal authorisation such as a search warrant or court order or Her Majesty’s Revenue and Customs Services.

14. Review or update personally identifiable information
At any time you may review or update the personally identifiable information that we hold about you by contacting us at the address below. To better safeguard your information, we will also take reasonable steps to verify your identity before granting access or making corrections to your information.

Judith Whittaker is the data controller.

Contact Details:

Judith Whittaker, RPC Services Ltd, 20-22 Briercliffe Road, Burnley , Lancashire, BB10 1XB

Office number  01282 459459 (Burnley)  01204 699277 (Bolton)
Email: info@rpclettings.co.uk

VITAL INTERESTS – We can pass on details in an emergency e.g. Medical care if you are physically or legally incapable of giving consent.

FEES – We will supply a copy of information free of charge. We can charge a reasonable fee when a request is manifestly unfounded, or excessive particularly if it is repetitive. We may charge a fee where we have already supplied the information.

We must supply information without delay and in any event within one month. This can be extended by up to 2 months if, during that month, the request is considered complex and/or numerous, and if we do, we have to explain why.

WE MUST VERIFY THE IDENTITY OF THE PERSON MAKING THE REQUEST USING “REASONABLE MEANS”.

DATA PROTECTION IMPACT ASSESSMENT

This will allow an organisation to identify and fix problems at an early stage. Further guidance see ICO Conducting privacy impact assessment code of Practice.

15. Withdrawal of consent
You may exercise “The right to be forgotten”. There may be a legal or other reason why we need to keep or use your data. In such cases we can restrict the use of your data to legal claims or to exercise legal rights.

YOU CAN WITHDRAW CONSENT BY WRITING TO US AT:

RPC Services Ltd, 20-22 Briercliffe Road, Burnley, Lancashire BB10 1XB

YOU CAN COMPLAIN TO US IF YOU ARE UNHAPPY WITH HOW WE HAVE USED YOUR PERSONAL DATA  AT:

RPC Services Ltd, 20-22 Briercliffe Road, Burnley, Lancashire BB10 1XB

 

YOU CAN ALSO COMPLAIN TO THE INFORMATION COMMISSIONERS OFFICE AT WWW.ICO.ORG.UK SEE “HOW TO REPORT A CONCERN” ON THEIR WEBSITE.

16. Sale or Acquisition
In the event that we sell any part or all of the business or assets, we may have to disclose your personal data to the acquirer of such business or assets. If our company or our assets are acquired by a third party, personal data held by us about you will be transferred to the acquirer in order that they may continue to provide the service you have requested. They will be legally obliged to continue to protect your data and to only use it for the purposes originally agreed.

 

 

When you enquire on our website, you provide your name, address, email address and other contact details these are the details that we will use to respond to.


Cookies

On 26 May 2011, the rules about cookies on websites changed. This site uses cookies. Some of the cookies we use are essential for parts of the site to operate and have already been set. We also use Google Analytics, which uses cookies. You may delete and block all cookies from this site, but parts of the site will not work.

Cookies on this site and their purpose
Cookie Name Function
CMSSESSID* Cookies starting CMSSESSID are created by our Content Management System of choice, CMS Made Simple, to enable its functionality. These cookies are essential to the correct function of the website.
cookie_notice This is set when a visitor closes the cookie notice box to prevent it reappearing.
_ga This is the Google Analytics cookie, used by Google to anonymously track visitors to the website.

Site monitoring

When you use the site we anonymously record the details of the pages you look at. This data is not personally identifiable. We use this data to monitor site traffic and analyse paths customers take through our site which enables us to improve the service we provide. This information is only used by ourselves and is not passed to any other party.

We reserve the right to change, modify, add or remove provisions of this Privacy Policy. Any changes to this Policy will be shown here, and we recommend that you check this Policy again from time to time.


Place of processing

The personal information held by us is held on and processed by computers situated in the United Kingdom.


Security

We have security measures in place to protect our customer database and access to this database is restricted internally.

However, it remains your responsibility:

to protect against unauthorised access to your log in details;
to close your registration and favourites screen when you are not using it.


 


 


Data Protection Information

You can obtain further information about data protection laws by visiting the GOV.UK website at www.gov.uk/data-protection/the-data-protection-act

Integrity and Professionalism

Recently we received a copy of this email sent to the Burnley Council regarding our services.    "As you can imagine due to the nature of our work we receive a lot of complaints in relation to landlords about poor condition, poor management practices, unlawful evictions; and... Read testimonials
Integrity and Professionalism

Nice Professional People

Good morning Mujeeb   I hope you and your team are well.   Just a quick note to say thank you to you and your team for looking after my property and the rental aspect. Every time I had cause to contact the office I was met with good service, nice professional people and... Read testimonials
Nice Professional People

Landlord Licence application and RPC's help

Dear Mujeeb and all the team at RPC, Thank you for helping me with the Landlord License on-line application.  When I tried to do it myself I had nothing but problems with the forms, the website, and the information they required.  I did read them, but the instructions on the website... Read testimonials
Landlord Licence application and RPC's help

Proficiency & Professionalism

After struggling with a few unreliable letting agents over some years, we found Mujeeb Rehman & RPC Lettings over 10 years ago. We transferred our 3 properties to him and have never looked back. We had difficult properties and struggles along the way but were so well supported by Mujeeb and... Read testimonials
Proficiency & Professionalism

In Safe Hands

Since RPC Lettings took over as Lettings Agents for my properties I have found them to be completely professional.  The Inspections they carry out are thorough and if jobs need to be done they are carried out as quickly as possible after consultation with the Landlord. If you phone the... Read testimonials
In Safe Hands

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