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Data Protection & Processing

(Our website privacy policy can be found here).

We are registered with the Information Commissioner's Office

Our website hosting company keeps a counter of the number of visitors to this site; otherwise, we do not track or collect any information about you through this site.

Any email correspondence between you and us is retained in Microsoft's Hotmail system, with their security protection systems.

We advertise our properties on several external websites. These only supply us with your initial contact details via their own internal mailing systems, after which we will correspond with you via Hotmail. None of your data is retained by us on these external websites.

We may use external credit reference companies to establish your identity and credit-worthiness. Any information they collect will be maintained in their systems. 

Data is recorded by us on spreadsheets held on our own computer, access to which is password protected. Online backups are stored in Google's cloud-based 'Backup & Sync' service, with their security protection systems. Offline backups are encrypted, password protected and held in a secure safe.

All devices from which we access your data use password or biometric protection.

We may contact tenants, prospective tenants or former tenants by email, or by SMS text message using information you have provided. This will usually concern the management of your tenancy or property - e.g. to arrange inspection or repair visits, and will not be of a marketing nature. The sole exception to this is where you have previously rented from us for the Edinburgh Festival, where we may contact you to enquire if you wish to do so again.

Information supplied by you may be retained for up to seven years after the end of your tenancy in order to comply with our legal requirements - e.g. to provide details to HMRC, Edinburgh Council, utility suppliers etc. 

If you have any questions on this subject, or wish to be removed from our systems, please click here to email us.

The details of the information we hold (as registered with the ICO) are as follows:

  • Nature of work - Letting Agents / Landlords

  • Description of processing - The following is a broad description of the way we process personal information. To understand how your own personal information is processed you may need to refer to any personal communications you have received, check any privacy notices we have provided or contact us to ask about your personal circumstances.

  • Reasons/purposes for processing information - We process personal information to enable us as a letting agent / landlord to carry out property management services; promote and advertise our services; maintain our own accounts and records;.

  • Type/classes of information processed - We process information relevant to the above reasons/purposes. This may include:

    • personal details

    • family details (e.g. for emergency contact)

    • lifestyle and social circumstances

    • employment and education details

    • goods and services

    • financial details

    • all information contained in references.

  • We also process sensitive classes of information that may include:

    • racial or ethnic origin

    • religious or other beliefs

    • physical or mental health details

  • Who the information is processed about - We process personal information about:

    • tenants

    • professional advisers and consultants

    • complainants, enquirers

    • suppliers

  • Who the information may be shared with - We sometimes need to share the personal information we process with the individual themself and also with other organisations. Where this is necessary we are required to comply with all aspects of the Data Protection Act (DPA). What follows is a description of the types of organisations we may need to share some of the personal information we process with for one or more reasons. Where necessary or required we share information with:

    • suppliers of goods or services relating to repair or maintenance of our properties

    • financial organisations

    • credit reference agencies

    • debt collection and tracing agencies

    • local and central government

    • police forces

    • current, past and prospective employers

    • employment and recruitment agencies

    • educators and examining bodies

    • utility suppliers (e.g. gas, electric, internet providers etc)

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