USE OF INFORMATION / DATA PROTECTION POLICY
Handling, use and release of your personal information when you make an enquiry with us
AT KT Residential we take the handling of your personal information seriously. We only want to contact you if you are happy for us to do so and we want to take all steps possible to ensure your personal information is not misused. All data is handled in accordance with guidelines published in the General Data Protection Regulation (EU) 2016/679.
Should you contact us and provide us with your name(s), phone number(s) and e-mail address(es) we will store this information for at least 3 weeks. We may contact you with information regarding any properties that are potentially suited to your search criteria. If you would prefer us not to contact you about any property other than that you have enquired into please let us know and we will delete your information once the relevant enquiry has been concluded. If at any point you wish our communication(s) to cease all you need to do is let us know and we will remove your information from our database.
Please note only authorised employees will have access to your contact information. We will not pass your details on to anyone else without your consent. If you agree to proceed with an application to rent a property through KT Residential we will need to collect more personal information and how this is handled is detailed below.
Handling, use and release of your personal information when applying and proceeding to rent a property
Information we require you to supply could be used fraudulently and / or in connection with identity theft if misused which could have very serious repercussions for the individual(s) concerned. At KT Residential we take the security of personal information very seriously and will do everything possible to ensure that this information is stored securely and not misused.
Sensitive information needs to be supplied when you apply to let a property. In the event that you require a guarantor, that person’s sensitive information must be supplied by them directly and details relating to that person cannot be shared with anyone else. All sensitive information collected will be held for three months beyond the expiry of the relevant Tenancy(s) subject to all relevant matters having been finalised. If any subsequent tenancy is entered into the same information may be retained until all tenancies have been finalised.
Personal information stored by KT Residential Ltd during the duration of all relevant tenancies which may include date(s) of birth, national insurance number(s), address(es), credit risk profile(s), bank statement(s), pay slips(s), tax document(s), account(s) or accountant’s report(s) and/or other similar sensitive information will always be stored on a secure system to which only authorised employees have access.
Copies of your documentation shall not be released to another party without your written consent. Please note that the relevant property Landlord(s) may have sight of the documentation, whereby they may review the documentation in person but shall not be provided with or allowed to take copies of any documents or information stored.
Any personal information collected from individuals who proceed with a tenancy via KT Residential, as per the terms of business and terms of the tenancy agreement, agree for this to be released to other third party organisations where relevant to assist with the normal processes involved with utility providers, local authorities, security deposit services and law enforcement as required.
When referencing a tenant or a guarantor KT Residential will generally instruct a third party tenant referencing organisation. KT Residential Ltd shall release your name(s), email address(es) and telephone number(s) in order to allow the tenant referencing organisation to initiate any relevant referencing checks. We will only pass on additional personal information with the individual’s written consent or where such consent is superseded by law. Any third party organisation will also have their own data protection policy which should be considered separately and KT Residential will direct the individual to this if so required.
Tenant / Guarantor contact information [name(s), telephone number(s), email address(es) and correspondence residential address(s)] shall be detailed in the assured shorthold tenancy agreement in order to allow relevant parties to freely correspond with each other.
We may release your contact information [name(s), telephone number(s), email address(s) and correspondence residential address(es)] to third parties providing services to the Agent / Landlord / Tenant for the purpose of direct correspondence, such as tenant referencing services, utility providers, the Landlord’s preferred deposit protection service as well as local authorities and law enforcement where relevant or required. We will not provide your personal information to any parties not directly related with the tenancy unless so required by law.
Request for details and deletion of personal information
You may request details of personal information held on record, and may request the deletion of personal information at any time although we will not delete information stored where it is relevant to an active or unresolved tenancy or connected matter.
If you have any specific questions not covered by the above policy wording related to the handling or release of your personal information please contact our data control officer: Mr Daniel Dow MARLA (firstname.lastname@example.org)