Helping Create Safe Homes


Privacy Policy

This Privacy Policy should be read in conjunction with the legal notices contained on this website and any contractual terms which govern HouseLet Direct’s relationship with you. Please read your contract carefully for specific details as ‘performance of a contract’ is usually the legal basis for processing your information and carrying out our activities.

From 25 May 2018 the General Data Protection Regulation (GDPR) a European Union (EU) wide set of standardised rules for the handling and storage of personal information within the EU will be introduced in the UK under the Data Protection Bill 2017.

The Data Protection Bill 2017 will apply to anyone who is controlling the information of an EU citizen or processing it on their behalf, even if the processor or controller are based outside of the EU. The legislation will still apply after the UK leaves the European Union

Privacy Policy

HouseLet Direct already complies with the provisions of the Data Protection Act 1998 and does not routinely collect any sensitive data or routinely pass or share any information with third parties; (except for data relating to environmental conditions, crimes: harassment, noise, ASB). We categorically do not share your personal information with any marketing companies or use it in house for marketing of goods or services to you. Any personal information provided by clients is used solely to protect the legitimate interests of HouseLet Direct and either:

  • to enable a contract to be formed or
  • for the performance of a contract

Our website Privacy Policy and contractual Terms and Conditions make clear our commitment to safeguarding your personal data. 

This Privacy Policy sets out how HouseLet Direct use and protect any information that you give us when you use this website and or enter into a contract with us.

HouseLet Direct is committed to ensuring that your privacy is protected. We practice a proactive policy of Data Minimisation – collecting as little information as possible and using it sparingly and employing pseudonymisation / anonymisation of Data wherever possible. Should we ask you to provide certain information by which you can be identified, when using this website or our services, then you can be assured that it will be used in accordance with this privacy statement.

Changes to our Privacy Notice

Our Privacy and Data Protection Policy is regularly kept up to date and this version was updated on 01 May 2018. This notice may be amended after 25 May 2018 to remove reference to the UK DPA, as it will be replaced by the UK Data Protection Bill 2017 and EU GDPR laws. Any changes we may make to our Privacy and Data Protection Policy in the future will be made by updating this page. For specific contracts, we may also email individuals to provide them with further information of how we will protect their privacy.

How we collect your information

HouseLet Direct collects information from you via a variety of sources, including when you enquire about any of our services, complete one of our forms, when you telephone, write, email or meet with us and in some instances when you approach a third party and ask them to pass your details to us.  Much of the data we collect and use relates to environmental conditions, hazards and conditions of properties and their maintenance and repair. We may use bodycam and digital imagery to monitor works / inspections at a property and in accordance with health and safety obligations to our personnel and contractors. We do not consider property information used in conjunction with the property address to be your personal information. For example, the age of a dwelling, details of damp and mould, noise from barking dogs or other types of nuisance or results from a periodic inspection. Where your name, contact details or other personal information is used in conjunction with property information, such as to complete a property inspection visit, then this is treated as personal information.

What we collect

We collect basic information such as:

  • Name
  • Contact information including static and electronic (email) address
  • Demographic information such as postcode
  • Details of issues relating to properties or issues that you require assistance with
  • Landline /mobile phone calls and voicemail recordings may be recorded for the performance of a contract and for training and monitoring purposes. Our recordings are usually held for a maximum period of six months.

What we do with the information we gather

We require this information to understand your needs and in particular for the following reasons:

  • To enable a contract to be formed
  • For the performance of a contract
  • For internal record keeping
  • To protect our legitimate interests

We may also use the information to customise the website according to your service requirements

What we will not do

  • We will not send you unsolicited marketing material.
  • We will not share or sell your information to marketing companies or for research
  • We will not sell your personal data on to third parties.
  • We will not pass on your personal data to unrelated third parties unless we are allowed or required to do so by law or we have your explicit permission to do that.
  • We will not collect any sensitive personal data relating to heritage, political opinions; religious beliefs or other beliefs of a similar nature; trade union membership; sexual life;
  • We will not routinely provide your personal details (name, telephone number or email) to contractors or suppliers;

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online and during the creation and performance of contracts.

How long is data held

All electronic and paper copies of personal data are held for a short a time as possible. We electronically secure delete and shred abortive service requests weekly/monthly. All other personal data is kept in most cases for the duration of the service and for at least one year afterwards and in limited instances for a maximum of 3 years (in accordance with financial regulations and other statutory requirements). Where money is owed on the account, details will be kept for as long as the case is active or the debt remains unpaid.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.


We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Your rights and access to information


You may choose to restrict the collection or use of your personal information in the following ways:


You may request details of personal information, which we hold about you under the Data Protection Act 1998 and GDPR. A small fee of £10.00 will be payable. The fee will no longer apply once the Data Protection Bill 2017 and GDPR has replaced the Data Protection Act 1998. If you would like a copy of the information held on you please write to us at: PO BOX 77 Kent BR8 9XA.


We will respond within one calendar month of receiving your request. It will greatly assist us if you can be specific about what personal data you want to see, what it relates to, and the timeframe to which it relates, as that will assist our search.


You have the right to correct information that we hold. You may also withdraw your consent to use any information that was previously provided with your consent. If you believe that any information we are holding on you is incorrect or incomplete, please write to us as soon as possible, at the above address. We will promptly correct any information / respond to your request. Please also advise us if you wish to withdraw any consent previously given.


This privacy policy relates only to information that HouseLet Direct hold about you.


Further information on your rights about Data Protection law is available on the Information Commissioner’s Office (ICO) website

 

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