Privacy Notice

1. Introduction
This privacy notice provides you with details of how we collect and process our personal data through your use of our services, residing in our properties and through the use of our website www.sheffieldflats.com

By providing us with your data, you warrant to us that you are over 18 years of age.
Riverside Court Apartments Ltd, Rent to Rent Ltd, Norfolk Views Ltd, Edmund House Ltd, UTD Properties Ltd and John Allen (Yorkshire) Ltd are the data controllers and they are responsible for your personal data (referred to as ‘we’, ‘us’ or ‘our’ in this privacy notice).

Contact Details - Our full details are:
Full name of legal entity: Riverside Court Apartments Ltd, Rent to Rent Ltd, Norfolk Views Ltd, Edmund House Ltd, UTD Properties Ltd and John Allen (Yorkshire) Ltd
Data Protection Officer: Susan Allen
Postal Address: Edmund House, 233 Edmund Road, Sheffield, S2 4EL
Telephone: 0114 276 9050
Email Address: queries@sheffieldflats.com

If you are not happy with any aspect of how we collect and use your data, you have the right to complain to the information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would be grateful if you would contact us in the first instance as we may be able to resolve your complaint beforehand.

It is important that the information we hold about you is accurate and up to date. Please let us know if at any time your personal information changes by emailing us at queries@sheffieldflats.com

2. What data do we collect about you
We collect Personal Data from you. Personal Data means any information capable of identifying an individual by linking it with other information. It does not include anonymised data.

We may process certain types of personal data about you as follows:
Identity Data: May include, but not be limited to, National Insurance Number, first name, maiden name, last name, marital status, title, date of birth, gender, car registration and any information that may appear on identity documents that you provide us with.
Contact Data: May include, but not be limited to, previous address and current address, email address, telephone numbers, emergency contact data including full names, addresses and telephone numbers.
Financial Data: May include, but not be limited to, bank account and/or credit card details, wage details that may be on any wageslips or bank statements that you provide us with.

Where we are required to collect personal data by law, or under the terms of the contract between us and you do not provide us with that data when requested, we may not be able to perform the contract. If you do not provide us with the requested data, we may have to cancel a contract, tenancy, product or service that you are expecting from us.

3. How we collect your personal data
We collect data about you in a variety of ways including:

Direct interactions:
You may provide data by filling in forms with (or without) our staff on our property sites (or off our property sites) or on our website or by communicating with us by post, phone, email or otherwise including when you:
Express interest in a property
Sign up to an Assured Shorthold Tenancy Agreement
Request our services
Give us feedback
Third parties or publicly available sources:
We may also receive personal data about you from or via various third parties and public sources set out below:
Email providers such as Googlemail, Hotmail etc. which are based inside or outside the EU
Advertising or social networking sites such as Facebook etc. Which are based inside or outside the EU

4. How we use your personal data
We will only use your personal data when legally permitted.
The most common uses of your personal data are:

Where we need it to perform the contract between you and us.
Where it is necessary for our legitimate interests (or those of a third party) and fundamental rights do not override those interests.
Where we need to comply with a legal or regulatory obligation.

We do not process any automated decision making.

Purposes for processing your personal data
Set out below is a description of the ways we intend to use your personal data and the legal grounds on which we will process such data. We have also explained what our legitimate interests are where relevant.

We may process your personal data on more than one lawful ground, depending on the specific purpose for which we are using your data. Please email us at queries@sheffieldflats.com if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Contact – To enable us to contact you
Identity – To enable us to identify you
Financial – Containing information regarding your finances
Safeguarding – to enable us to assess your financial situation in terms of affordability

Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to find out more about how the processing for the new purpose is compatible with the original purpose, please email us at queries@sheffieldflats.com

If we need to use your personal data for a purpose unrelated to the purpose for which we collected the data, we will notify you and we will explain the legal ground of processing.

We may process your personal data without your knowledge or consent where this is required or permitted by law.

5. Disclosures of your personal data
We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 4 above:

Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
Regulators and other authorities based in the United Kingdom and other relevant jurisdictions who require reporting of processing activities or other data in certain circumstances. This includes, but is not limited to, law enforcement agencies and staff, HM Revenue & Customs and staff and Council offices and staff.
Third parties to whom we sell, transfer or merge parts of our business or our assets for the facilitation of or for the sale, transfer and or merger.
We require all third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.

6. International transfers
Countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your personal data, so European law has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria.

Many of our third parties service providers are based outside the European Economic Area (EEA) so their processing of your personal data will involve a transfer of data outside the EEA.

Whenever we transfer your personal data out of the EEA, we do our best to ensure a similar degree of security of data by ensuring at least one of the following safeguards is implemented:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission; or Where we use certain service providers, we may use specific contracts or codes of conduct approved by the European Commission which give personal data the same protection it has in Europe; or Where we use providers based in the United States, we may transfer data to them if they are part of the EU-US Privacy Shield which requires them to provide similar protection to personal data shared between the Europe and the US.

If none of the above safeguards are available, we may request your explicit consent to the specific transfer. You will have the right to withdraw this consent at any time by emailing us at queries@sheffieldflats.com

7. Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we may limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know such data. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so within the time limits appointed by the Information Commissioner’s Office.

8. Data retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances you can ask us to delete your data: see below for further information.

9. Your legal rights
Under certain circumstances, you have rights under data protection laws in relation to your personal data. These include the right to:

Request access to your personal data.
Request correction of your personal data.
Request erasure of your personal data.
Object to processing of your personal data.
Request restriction of processing your personal data.
Request transfer of your personal data.
Right to withdraw consent.

You can see more about these rights at: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/
If you wish to exercise any of the rights set out above, please email us at queries@sheffieldflats.com

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.

10. Cookies
We do not use cookies on our website www.sheffieldflats.com and in not doing so we do not collect any data that may be provided to us via cookies upon use of this site.