Union Letting & Sales Limited ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and process your personal data when you visit our website, contact us, or use our letting and property sales services in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
1. Important Information and Who We Are
Union Letting & Sales Limited is the data controller responsible for your personal data. We are registered with the Information Commissioner's Office (ICO) under registration number ZB807017.
If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact us using the details below:
- Full name of legal entity: Union Letting & Sales Limited
- Email address: info@unionlettingandsales.com
- Postal address: 5 Shrubbery Rd, London SW16 2AS
2. The Data We Collect About You
Personal data means any information about an individual from which that person can be identified. We may collect, use, store, and transfer different kinds of personal data about you, which we have grouped together as follows:
- Identity Data: First name, maiden name, last name, username or similar identifier, marital status, title, date of birth, gender, and copy of passport or driving licence (for Right-to-Rent and Anti-Money Laundering checks).
- Contact Data: Billing address, delivery address, email address, and telephone numbers.
- Financial Data: Bank account details and payment card details (for rental processing and landlord payouts).
- Transaction Data: Details about payments to and from you and other details of services you have purchased or used from us.
- Technical Data: Internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform, and other technology on the devices you use to access this website.
- Profile Data: Your interests, preferences, feedback, and survey responses.
- Usage Data: Information about how you use our website, products, and services.
3. How We Use Your Personal Data
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Performance of a Contract: Where we need to perform the contract we are about to enter into or have entered into with you (e.g., executing a tenancy agreement or selling your property).
- Legitimate Interests: Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests (e.g., managing property maintenance).
- Compliance with a Legal Obligation: Where we need to comply with a legal or regulatory obligation (e.g., Right-to-Rent audits, safety compliance certificates).
4. Disclosures of Your Personal Data
We may share your personal data with the parties set out below for the purposes of performing our services:
- Professional referencing agencies to assess tenancy suitability.
- The Deposit Protection Service (DPS) or other government-approved tenancy deposit schemes.
- Independent contractors, engineers, and surveyors for property maintenance and repairs.
- Utility providers and local authorities to update tenancy occupancy details.
- Legal advisers, auditors, and insurers for legal or regulatory reasons.
5. Data Security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors, and other third parties who have a business need to know.
6. Your Legal Rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data, including the right to request access, correction, erasure, restriction, transfer, to object to processing, to portability of data, and the right to withdraw consent.
You also have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK regulator for data protection issues (ico.org.uk).