Privacy Policy
In this Privacy Notice, the terms ‘we’, ‘us’ and ‘our’ are references to Frampton & Roebuck Limited – Company Registration Number – 9041079. Having a registered address of 28 New Elvet, Durham DH1 3AL.
This privacy notice sets out the basis on which we will process any data that we collect from you or you provide to us through our website (www.framptonandroebuck.co.uk) (Our Site), or via other methods you may communicate with us.
In collecting this information, under the rules of the General Data Protection Regulation (GDPR) we are acting as a data controller and, by law, we are required to provide you with information about us, about why and how we use your data, and about the rights you have over your data.
Our privacy promise to you:
– We promise to keep your data safe and private.
– We promise not to sell your data.
– We give you ways to manage your data, and your marketing choices with us at any time.
If you do not provide data when requested, or if the data you provide does not meet the standard which is required for us to fulfil our contract with a Landlord, we may not be able to offer you a Tenancy.
The sources of the information we collect
The majority of the information that we collect will have been voluntarily provided by you, however we may also obtain personal data from other sources including:
– Third parties, including credit reference agencies, law enforcement/regulatory bodies, social networks (such as Facebook), your employer, your accountant/financial advisor, your solicitor, or introducer companies who have referred you to us for the delivery of services.
– Online property portals, such as Rightmove, Zoopla, OnTheMarket.com and StuRents.
– Other publicly available sources, such as the electoral roll and HM Land Registry.
The definitions of the types of information that we may collect:
1. Contact
– Where you live
– How to contact you
– Correspondence details
– Other relevant contact details
2. Financial
– Your financial position
– Your financial status
– Your financial history
3. Socio-demographic
– Work & employment details
– Nationality
– Education history
4. Social relationships
– Work & employment details
– Your friends, family and other relationships
5. Transactional
– Payments you make to us
6. Contractual
– Details of the products and services we provide to you
7. Communications
– What we learn about you from letters, emails and conversations between us
8. Open data and public records
– Electoral information, internet, newspapers and HM Land Registry
9. Documentary
– Proof of address (bank statements, council tax, utility bills etc)
– Birth Certificate
– Copies of photographic identification (Passports, residency permits, Driving Licenses etc)
10. Consents
– Any permissions, consent or preferences you give us, including how you would like us to contact you
11. National identifiers
– A number given to you by a government to identify who you are, such as a National Insurance Number or Passport Number
How the law protects you
The General Data Protection Regulations (GDPR) state that we must have one or more of these reasons to collect and retain your data:
1. To fulfil our contract with you – e.g.:
– to take steps at your request prior to entering into the contract
– to exercise rights set out in the contracts and/or tenancy agreements
– to deliver our products and services
– to make and manage customer payments
– to manage fees and charges due on customer transactions
– to send statements, invoices and payment reminders to you, your Guarantor(s), any other person representing you, or to collect payments from you
– to arrange and carry out viewings
– to arrange an Energy Performance Certificate (or other relevant survey report) using an approved third-party company
– to protect a Tenant’s Tenancy Deposit by registering with an appointed Tenancy Deposit Scheme
– to update our records
2. When we have a legal obligation:
– for compliance and to obey laws and regulations that apply to Us
– to verify your identity, make credit, fraud prevention and anti-money laundering checks
– to collect your Passport (and/or residency Visa) details to perform relevant ‘Right to Rent’ checks to ensure correct residency status.
– to protect a Tenant’s Tenancy Deposit by registering with an appointed Tenancy Deposit Scheme
– when you exercise your rights under data protection law and make requests
– to manage risk for Us and our customers
– to detect, investigate, report and seek to prevent financial crime
– to run our business in an efficient and proper way
– to manage how we work with other companies that provide products and services to Us and our customers
3. When we have a legitimate interest:
– for accounting, managing and auditing our business operations
– to notify local council and utility providers of change in occupancy
– to respond to complaints and seek to resolve them
– to run our business in an efficient and proper way
– to develop and manage our products and services
– to manage how we work with other companies that provide products and services to Us and our customers
– to monitor emails, calls, other communications and activities with reference to your contract;
– to provide advice or guidance about related products and services
4. When we have your consent.
– to manage our relationship with you
– to develop new ways to meet our customers’ needs and to grow our business
to develop and carry out marketing activities
5. When we have a vital interest.
– We can pass on details in an emergency e.g. medical care if you are physically or legally incapable of giving consent.
Who we may share your information with
– Her majesty’s Revenue & Customs (HMRC), Regulators and other authorities
– Credit Reference Agencies
– Fraud Prevention Agencies
– Any party linked to you e.g. a Joint Tenant
– Approved contractors, engineers and suppliers
– Companies you ask us to share data with
– Future Landlords and/or Letting Agents who contact us for a reference at the end of your tenancy
– If we sell our business, we will only exchange information if they also agree to keep your data safe.
How long we keep your personal information
We will retain your data, information and documentation (where applicable) for as long as you are a client of Frampton & Roebuck Limited.
In the event that you stop being, or never become a client, we may keep your data for up to 10 years for one of the following reasons:
– To respond to questions or complaints
– To demonstrate that we have treated you fairly
– For historical research and statistical purposes
– To maintain records in accordance with regulation which apply to us
You can access personal information by writing to us at 28 New Elvet, Durham DH1 3AL. You can also ask us to correct any information you believe to be incorrect. We are not obliged to provide information where the request is disproportionate or has already been supplied previously.
What if you ask us to stop using your information
You are free at any time to change your mind and withdraw your consent (the GDPR “right to be forgotten” regulation). The consequence might be that we can’t do certain things for you.
You can withdraw consent by writing to us, you can complain to us if you are unhappy with how we have used your information. You can also complain to the Information Commissioners Office at www.ico.org.uk.
There may however be legal or other reasons 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.