Privacy Policy
RIGHT1 Ltd – Privacy Policy – Version1A/2018
This Privacy Policy explains how we use the personal information we collect about you, how it conforms to the requirements of the General Data Protection Regulation (GDPR), where we keep it, how long we keep it for and also notes the procedures that we have in place to safeguard your privacy.
Right1 Limited is committed to ensuring that your privacy is protected in accordance with the law, and all personal information shall be held and used in accordance with the General Data Protection Regulation (GDPR) of May 2018. Further details about the General Data Protection Regulation (GDPR) and how this protects your data are available from the Information Commissioner’s website at https://ico.org.uk/ .
Right1 Limited is the Data Controller of your Information – data. The personnel data we use and process as part of our service to you mainly relates to your contact details such as telephone landline numbers, mobile numbers and E-mail addresses. In some instances, dependent on which service you require from us, we may need addition data such as ID documents, proof of address, proof of earnings and bank account details. Right1 will only ask for data that is necessary to meet its requirements in preparation to either enter in to contract with you, meet its obligation within the contract it already has with you, give you the service you have requested or carryout procedures it has to follow in UK law such as stated in the Immigration Act 2014, the Landlords and Tenancy Act and financial policies and law including The Money Laundering Regulations 2017. If we did not have the data we required to meet the requirement of UK law or the obligations set for us in preparing to go into contract with you or as part of our contract, we may have to withdraw part or all of the services you have asked for. Further details on why we need each area of your personal data is documented in section 1 – 1.1 to 1.7 of this our privacy policy.
The Information Commissioner’s Office – ICO – is the regulator for the General Data Protection Regulation (GDPR) and may check what data we hold and how we use it. They are the UK’s independent body set up to uphold your data rights and for this reason Right1 Limited is registered with this body. Our ICO registration number is Z9497714.
1. The information we collect and how we use it
1.1 When you enquire or register for services provided by Right1 Limited you will provide us with certain personal information. This information may be provided online through our websites, by telephone, by electronic communications or via direct contact with our employees. This information will be stored on our computer systems and in our manual records to allow us to deliver the service you have asked for. Any calls that you make to our office may be recorded for the purposes of our business management, training and security.
1.2 In cases that you are a LANDLORD, RENTER or SELLER you will enter in to an agreement/contract with us and we will need to use your data to meet our contractual obligations to you in that agreement/contract. For this reason, it has been assessed from a full review we did concerning the data we hold that Right1 meets the requirements stated in Article 6(1)(b) of GDPR 2018 that confirms that Right1 has a lawful basis for processing your data as long as ‘processing is necessary for the performance of a contract to which the data subject is party, or in order to take steps at the request of the data subject prior to entering into a contract’
1.3 In order to comply with Immigration Act 2014 stating requirements for Right to Rent Checks, the Landlords and Tenants Act and Money Laundering Regulations 2017, we will request personal data and documents from buyers and renters to confirm identity and address. We may carry out electronic identity verification for sales and Right to Rent checks for renters. In the case of a purchases, will request evidence of funding and the source of any funds being used to meet Money Laundering Regulations 2017.
1.5 The information that you provide will allow us to process your registration for carrying out checks in preparation for your contract, confirm your identity and communicate with you to provide relevant services that you have requested. We will not share you data with a third party unless it is needed either by UK law or needed in fulfilling our contractual requirements to you.
1.6 The Processing and data sharing for tenant’s data is necessary for keeping the property safe and ensure effective repair of defects. Data may be shared to a third party for a tenant that being either the landlord or a trade person authorised to carry out a repair on a property in which they need to gain access to that property at the tenant’s convenience. Data may be shared to lodge a tenant’s deposit with DPS. We may also share data with Corby Council – Council Tax Department and any utilities we may have to register them as the new tenant of the property or when the tenant moves out to react to and assisting in the payment of un-paid bills as documented in the tenancy contract.
1.7 Where information is to be shared it will be shared with carefully selected third parties and only used in relation with either delivering our service to you as part of our contractual obligations, ensuring you meet your obligations of the contract or meeting any authorised UK government requirements to supply your data as long as it is lawful.
2. How we protect your information
2.1 In line with the requirements of the General Data Protection Regulation (GDPR) of May 2018 we follow strict security procedures to ensure that personal information is not damaged, destroyed or disclosed to a third party without your permission if it is not part of our contractual obligations with you or services you have requested. In order to prevent unauthorised access to your information the Information that we collect is stored in a secure office with restricted physical access. We also use a number of security measures to prevent electronic access. Where information is shared with third parties in line with this policy similar security measures are used to protect your information.
2.2 The access to and use of the individual data that we collect is restricted to our employees who need the information to perform a specific job role or activity in delivering the service you have requested from us or to those who are entitled to have the information such as landlords.
2.3 Your information will be held and processed on computers within the UK only and will not be transferred outside of the UK unless you are a tenant and the landlord for the property you are residing is living abroad and has specifically requested such information and is entitled to have it.
2.4 We will retain your information for a reasonable period of time or for as long as is required by UK Law or requirements set out by financial institutes to keep such data for periods up to 6 years. We also follow guidance from the landlord’s associations and institutions on how long we keep tenants data after the tenant has moved out incase of lawsuits.
2.5 The Internet is not a secure medium and as such you acknowledge and agree that Right1 Limited shall not, to the fullest extent permitted by law, be liable to you for any unauthorised usage, interception, distribution, damage or destruction of personal data.
2.6 When communicating with Right1 Ltd by email you should ensure that you take all reasonable precautions to protect any sensitive personal data.
3.0 Additional terms covering websites operated by Right1 Ltd
3.1 Parts of the Right1 website can be used without registering an interest in any of our services. If you only visit our website then the activities and terms outlined in clauses 3.2, 3.3, 3.7, 3.7.1, 3.7.2 and 3.7.3 are applicable to your usage of our wedsite. Some services will require you to register an interest in one of our properties on our website. For this reason we need to know your name and contact details so we can get back to you and feedback on the information you have requested. If we cannot process your contact details we will not be able to contact you
3.2 In order that we can monitor usage of our website concerning performance and customer satisfaction, the third party/parties who supplied the website will pass certain information such as fulfilment and complaints data back to us. In addition, third parties who provide content or functionality through our websites or via links from our website may require information to be collected on the website or via links from the website and may pass such information back to us.
3.3 Third Party Link: An example of a link you may use would be the defect reporting link supplied on our website to give our tenants easy access and increased effectiveness in reporting defects. This is used to allow us to be more efficient in collecting the right defect data to ensure we get the correct maintenance engineer for the job and assist in speedy repairs for tenants. In such instances all information received will be subject to the terms of the relevant third party privacy policy (in cases where they receive information) or this Privacy Policy (in instances where we receive information) and at all times handled in accordance with the relevant and up to date data protection legislation.
3.4 If you require additional information, services or products outside the services you have either requested or is NOT documented in your contract with us, we will ask you for consent in order for you to opt in to this information. We must keep a record of you consent if you have given it. Keeping a record consent is a requirement of the General Data Protection Regulation (GDPR) of May 2018 of which we must adhere to. Where you have provided consent we may use your information to contact you about other services that may be of interest to you but you have not requested or is not documented in our contract with you, this may involve sharing some or all of your information with carefully selected third parties.
3.5 On occasion we may carry out surveys or other promotional activities which will be for our own benefit as a company or for more general interest concerning our performance. Participation in any survey by you to that end is entirely optional.
3.6 We may also wish to provide you with information about special features of our website or any special deals on services or properties which we think may be relevant to the services we are already providing to you or that you have stated may be of interest to you. We will never sell or pass your data to other companies unless you have given your consent for us to do this.
3.7 Our use of Cookies A cookie is a small piece of information that a site puts on your hard disk or stores in your computer’s memory so that it can remember something about you at a later time. It is a mechanism that allows the server to store its own information about a user on the user’s own computer. This is because each request for a web page is independent of all other requests, so the web page server has no memory of what pages it has shown you or anything about your previous visits. A cookie records your preferences when using a particular site, ensuring that you are not shown the same information and/or are only shown information you have stated that you are interested in. In order to use the Site you agree to let cookies be saved as they are an important part of navigation of the Site.
3.7.1 We or our third party advertisers may also use cookies to monitor the effectiveness of advertising on our website.
3.7.2 Third party cookies used on the site. Google Analytics a service that generates detailed statistics about our website visitors. Their cookies typically store anonymous information such as whether a visitor has been to the site before, the time of the current visit and what was the referrer site the visitor came from. Addthis, website address http://www.addthis.com/isa social bookmarking service, allowing visitors to bookmark an item using a variety of social networks such as Facebook and Twitter. They have a their own privacy document at http://www.addthis.com/privacy. They use cookies to store a unique identifier that may be used to collect information about you for online behavioral advertising. At the time of publishing of this privacy policy you can easily stop AddThis from collecting any information about you for online behavioral advertising by opting out at http://www.addthis.com/privacy/opt-out. This will prevent advertisers from receiving any data that could be used to tailor advertising for you. This will also prevent websites that use AddThis from learning about your interests in order to personalize their content or services for you. After May 25th 2018 when the General Data Protection Regulation (GDPR) becomes active things may change and addthis may only be able to use your data if you actively opt in as required by the new regulations. We recommend you check with the addthis website after 25th May to confirm how they collect and process your data in relation to the new regulations and if there are any up date to the way you can stop them doing so.
3.7.3 Mouseflow is also used as a web analytics tools to track user behavior and that, by using websites, you the users consent to be tracked with this tool. If you would like to opt-out of mouseflow tracking, please visit their page: https://mouseflow.com/opt-out/ this will prevent any tracking. Please also be aware that at time of publishing this information is correct however after the 25th May 2018 mouseflow may need to update their usage to meet the requirements of the General Data Protection Regulation (GDPR). We recommend you check the latest information on https://mouseflow.com/
3.8 Updating your details – If any of the information that you have provided to us changes, for example if you change your e-mail address, name or contact number then please update Right1 to ensure your data is correct. You can do this by calling our office on 01536 443377 or by E-mail enquiries@right1.biz for the attention of The Data Controller.
4. Summary about consent
As explained in parts of this document your data is required in preparing to either go in to or by actually being in active contract with us. In some instance we may be forced to withdraw some of our services to you if we were not allowed to process your data. In other instances, we are required by law to keep or share your data such as with the Immigration Act 2014, The Landlords and Tenants Act and Money Laundering Regulations 2017. If we asked for your consent before doing business with you this would not be lawful as we may have to withdraw some of our services if consent was not given and we would not be able to act on any request by you to delete your data because of restrictions set by some UK laws and regulations that require us to keep it for certain periods of time.
4.1 BY SUBMITTING YOUR DATA/INFORMATION TO US YOU UNDERSTAND AND AGREE ITS TERMS AND CONDITIONS FOR USE AS SET OUT IN THIS POLICY. If we change our Privacy Policy we will post the changes on this website page and may place notices on other pages of our website, so that you may be aware of the information we collect and how we use it. We will also e-mail you should we make any significant changes so that you may consent to our use of your information in that way if different to what is documented in policy.
4.2 Where in any case you provide information about individuals other than yourself you warrant that you have obtained that person’s consent to the use of such information prior to submitting the data to us.
5. How to contact Right1 Limited
5.1 We welcome your views about our website and this our Privacy Policy. If you would like to contact us with any enquiries or comments about our PRIVACY POLICY then please either send an e-mail to enquiries@right1.bizfor the attention of The Data Controller for Right1 or you can visit us in person at Right1 Head Office at 64 Rockingham Road, Corby, Northants, NN17 1AE
5.2 If you wish to make a data subject access request (a request for access to your personal data) under the General Data Protection Regulation (GDPR), please write to Right1 Head Office at 64 Rockingham Road, Corby, Northants, NN17 1AE or email enquiries@right1.bizand mark it for the Data Controllerfor our company and we shall acknowledge your request and confirm what we will need from you to carry out your request.
The latest version of this privacy policy is uploaded on our website but may be changed or updated at any time without notice. To see the latest version please visit our website. If you do not agree to Right1 using your data as stated in this privacy policy document or conditions of use of cookies for our website, you should immediately cease to use the website.
Third party sites
Third party internet sites that you can link through to from our website are not covered by our Privacy and Security policy, so we accept no responsibility or liability for these sites.
