The GDPR (General Data Protection Regulation) effective 25 May 2018.
This is a legal regulation of guidelines that regulates the collection, storing and processing of personal information of individuals within the EU. GDPR will replace the Data Protection Act of 1998.
Identification & Ownership
The landlord will provide identification (passport, photo ID) and confirm legal ownership of the property.
The Landlord will complete a Confirmation Marketing Agreement to instruct Morgans to rent and manage a property.
Data Use – Use of Data – Pre-Tenancy
Applicants will complete an application form to provide personal data for referencing. The data will be used to assess whether an applicant is suitable to be granted a tenancy agreement, or to be named as a Guarantor on an agreement. An industry referencing body will be use to check the suitability of an applicant. A credit check will be conducted; therefore, the information will be shared with these third parties. The landlord will be consulted, and information shared with the landlord to agree suitability for a tenancy agreement to be granted.
Use of Data – Tenancy term
Data will be processed only for the legitimate legal reason that it is held, and in accordance with the tenancy agreement. Data will be used to allow the delivery of services to maintain the tenancy. For example, contact details will be shared with the landlord, utility companies, and third-party contractors or suppliers for access to maintain the property, carry out repairs, or deliver products. Information regarding the tenancy will be shared with a deposit protection company to secure a Deposit Certificate for the tenant.
Data will be connected to a unique code. Clients will need to quote this code in all contacts.
Data is held on a secure database which is password protect using industry-grade software. Anti-Virus software protects the system. An IT consultancy monitors the system on a 24-hour basis.
Data will not be shared with anyone, other than those disclosed above, for the purpose of managing and servicing a tenancy. Data will be shared with government or legal bodies when legally instructed. Data will be shared where there is an emergency or vital interest are jeopardised i.e “life or death” situations.
Morgans may, from time to time, require additional information from you in order to carry out duties under the terms of the agreement. You will be asked to confirm this information in writing, via email or by delivering original documents to Morgans office e.g. valid visas, additional reference information, marriage certificates
Deleting Information – End of Tenancy
Contractual data and data provided will be retained securely for a period of 6 years to adhere to legal requirements.
Data will be shared with third parties, in order to carry out services in accordance with the Landlord and Tenancy Agreement
Morgans Rentals Limited. Data is stored in the UK.
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