Privacy
Aston Beaumont’s Privacy Policy
Our Contact Details
Name: Aston Beaumont Ltd
Address: 40 Walton Terrace, Newcastle Upon-Tyne, NE6 5LS
Phone Number: 0191 486 2543
E-mail: Info@Aston-Beaumont.co.uk
We use different ways to collect data about you including the information you supply to us when using our services. If you fail to provide certain information we may not be able to provide you with the service you require. The data gathered depends on whether you are an applicant wanting to just view a property, a tenant taking a property or a landlord advertising a property. We will also hold differing amounts of data depending on whether we manage the property for the landlord or not.
Information we may collect about you
As necessary personal data is processed by us, we retain the following data as applicable: –
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Name, email and telephone numbers
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Personal/background information including occupation/status
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Bank details
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Verification and credit status
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Right to Rent ID such as copies of passports, driving licenses and residency permits
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Deposit (if any) including return on tenancy termination
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Tenancy details including renewals, joint tenants, other residents and guarantors
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Immigration/right to rent checks (England only)
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Rent and other payments
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Recovery of arrears, claims or possession proceedings
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Repairs/health and safety/housing conditions
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Breach of tenancy terms/nuisance/anti social behaviour
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Council Tax liability
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Water charges payable
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Utilities and services provided
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Welfare Benefits
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Termination of tenancy
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Audio and CCTV recordings (if any)
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Complaints
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Insurance
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Health or disability
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Emails texts and other communications and via our website where we operate one
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Website and online portal information
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Identity and contact details including car registration
We also generate and use data internally, e.g. our rent records if managing the property.
We also collect and receive data about you from third parties. This may be information given to us by the landlord, other tenants or residents or neighbours. It can include information from a guarantor where there is a guarantor for your tenancy or from a joint tenant or other residents. Public bodies such as local authorities or the police, or other law enforcement agencies may give us information about you. This can include the Department for Work and Pensions or the local authority where you are receiving Universal Credit or housing benefit. Information may be given to us relevant to Council Tax by the local authority. Utility companies or service providers may also give us personal information about you. We obtain information about you when we carry out credit checks or take up references. We may also receive information from you via websites or from online rental portals such as Rightmove, Zoopla or Gumtree for example.
How we use information about you
The various purposes for which it may be necessary for us to process different categories of your information include: –
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In our legitimate interests for ensure you are allowed to advertise or rent out the property
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In our legitimate interests for deciding on the suitability of a proposed tenant/resident
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In our legitimate interests for verifying the credit worthiness/suitability of tenants/residents
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Our legal obligation to check immigration status/right to rent. This is also to verify identities.
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To perform our tenancy contract to deal with joint tenants and residents who are linked to the tenancy
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To perform our contract to complete the tenancy agreement
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In our legitimate interests to secure rental payments/performance of tenant obligations, e.g. deposits and guarantors
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For contractual performance for rent collection and collection of other payments including banking details
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For contractual performance for managing the tenancy and the property
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For contractual performance and/or in our legitimate interests for record keeping
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For contractual performance for arranging repairs and maintaining the condition of the property and keeping it in a safe condition.
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For contractual performance for monitoring and enforcement of tenant responsibilities
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For contractual performance or in our legitimate interests for recovering debts and other payments due, including any possession proceedings
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In our legitimate interests for administering liability for Council Tax
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In our legitimate interests and those of the provider relating to arranging and paying for utilities and services
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In our legitimate interests for dealing with welfare benefits (including Universal Credit and housing benefit) where payable in respect of the rent
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In our legitimate interests in relation to tenancy termination including the return of any deposit
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In our legitimate interests for processing complaints
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For contractual performance or in our legitimate interests for dealing with health and disability issues relating to tenants/residents
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In our legitimate interests for obtaining and holding audio and cctv recordings
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To perform our legal obligations to provide information to public or local authorities who are legally entitled to require this information
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In your vital interests for contacting next of kin etc., in an emergency
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In our legitimate interests for the storage of emails, records of calls and other communications
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In accordance with our legal obligations if you exercise your rights under data protection law
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To perform our legal obligations for compliance with legal and regulatory requirements
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In our legitimate interests for the establishment and defence of legal rights
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In our legitimate interests for prevention, detection and investigation of crime and anti social behaviour and the security of any website or other means of electronic communication
Upon paying us for our services you agree that we shall have exclusive ownership and control of any data provided and/or used in conjunction with the delivery of the services.
We may change the purposes where this is compatible for the purpose for which we obtained the data originally. If we need to use your data for a non-compatible purpose we will notify you and explain the legal gateway that allows us to do so. We may process your information without your knowledge where this is required or permitted by law.
Who do we share your information with?
We never sell your data.
In certain circumstances we may share your personal information with:
Selected third parties that we work with, where necessary for the purposes of delivering to you services that you request from us. For example, when you are reference checked, we need to share your information with a third party referencing sub-contractor. Where we use such third parties, those third parties are obligated to protect your data in accordance with the prevailing General Data Protection Regulations.
Selected third parties that you consent to our sharing your information with for marketing purposes (such consent will be sought prior to our sharing of this data).
Any other third parties where necessary to enable us to enforce our legal rights, or to protect the rights, property or safety of our employees or where such disclosure may be permitted or required by law.
Landlords:
For the purposes of delivering to you services that you request from us, we must record your data on our property management system. Your data (name, email address, telephone number, property details, photos, etc) may also be provided to other third party companies in order that we can provide you with the service you have requested from us, for example our reference provider, so that they can provide you with reference reports, and other information that is relevant to you; inventory clerks; gas engineers; EPC assessors etc. If we’re managing the property for you, we’ll also require additional information such as ID and bank details (for rent payments).
Tenants in Non-Managed Properties:
For the purposes of delivering to you services that you request from us, we must record your data on our property management system. Your data will be provided to landlords in order that they can contact you to arrange your viewing. Your data (name, email address, telephone number) may also be provided to other third party companies in order that we can provide you with the service you have requested from us, for example our reference provider, so that they can complete your reference report which will also be provided to your prospective landlord.
Tenants in Managed Properties:
As well as the the details mentioned above, we may provide your data to utility companies and the council in order that you can billed directly for services provided. It may also be necessary, from time to time, to provide your data to contractors who may attend the property for the purpose of carrying out inspections, safety certificates, maintenance work etc.
We may also be requested to share your data with other government departments such as HMRC or Benefit Offices as well as 3rd party companies such as Rent Guarantee Insurers, Property Free Holders and Deposit Lodging Agencies.
Where we store your information
Your information will be stored digitally within our internal servers and/or within our head office located at 40 Walton Terrace, Newcastle Upon-Tyne, NE6 5LS.
How we look after your data and how long we keep it for
We will retain your information for as long as is necessary to provide you with the services that you have requested from us, or for as long as the law otherwise permits.
Transmission of information over the internet can be insecure, and although we employ measures to protect your information from unauthorised access we cannot always guarantee the security of information sent over the internet.
We will hold personal data about Clients/tenants for the duration of your Management Agreement/tenancy and for seven years after your Management Agreement/tenancy has ended. This is the statutory limitation period six years plus a further year to allow for service of proceedings should proceedings commence later.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you have us to another organisation, or to you, in certain circumstances. You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at info@Aston-Beaumont.co.uk, 0191 486 2543 and or to our head office, if you wish to make a request.