Suburbia Lettings Limited is committed to protecting and processing your personal data in accordance with the General Data Protection Regulations and the Data Protection Act 2018 (the legislation). For the purpose of the legislation and your personal data. David Watts is the person responsible for data protection and can be contacted at Business & Technology Centre, Bessmer Drive, Stevenage SG1 2DX email: property@subirbia.co.uk , phone: 01438 32235.

The General Data Protection Regulations are to safeguard your personally identifiable information or personal data. This privacy notice will be regularly reviewed and updated.

We will hold and process your personal data for contractual and/or legitimate reasons. Therefore, your personal data will be shared with third parties to include but not limited to  IT support companies, referencing companies, deposit protection schemes, local authority and utility companies, our bank, solicitors, surveyors, mortgage providers, insurance companies, court services. We will also hold and process your personal data for any lawful reason required such as a law enforcement or a HMRC request. We will not share your personal data with any other third party not connected to the management of the property or tenancy without your explicit consent.

Your personal data is stored in electronic form and the data is always stored within the European Union or outside of the European Union but with an organisation operating under the General Data Protection Regulations. All Paper data will be held under lock and key when not supervised, and destroyed by shredding if scanned to an electronic form.

We will retain some elements of your personal data for up to six years and beyond after we cease to be your agent. What information can be anonymized will be when no longer required for either contractual fulfilment or a legitimate interest. If the lawful basis for processing your data was consent then you may withdraw consent at any time.

You have the right to request that all your personal data we hold is deleted. Such a request can be sent to the above address or email, where we will confirm deletion or if not possible, explain the legitimate or lawful reasons why such a request cannot be actioned within 7 working days of receipt.

You have the right to request that we amend any personal data we hold for you if you believe it is incorrect. Such a request can be sent to the above address or email, where we will confirm rectification or if not possible, explain the legitimate or lawful reasons why such a request cannot be actioned within 7 working days of receipt

You have the right to request at any time, confirmation of the actual personal data we hold for you, and how this has been processed. Such a request can be sent to the above address or email which will be acknowledged within three working days and actioned within one month of receipt.

Where you visit our website, or sign an electronic agreement/document we may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns. We may obtain information by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:

• To estimate our audience size and usage pattern.
• To store information about your preferences, and so allow us to customise our site according to your individual interests.
• To speed up your searches.
• To recognise you when you return to our site.

You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site. You can find more information about cookies at www.allaboutcookies.org

This policy only applies to our site. If you leave our site via a link or otherwise, you will be subject to the privacy policy of that website provider. We have no control over that privacy policy or the terms of the website and you should check their privacy policy before continuing to access the site.

In the first instance, if you have any complaint about how we hold or process your personal data, then please contact us at the above address or email. If you are still dissatisfied with our response, then you have the right to contact the supervisory authority responsible for data protection, the Information Commissioners Office (ICO) to whom concerns may be reported by phone on 0303 123 1113 or +44 1625 545 745 if calling from outside the UK, by email using the form on the website ico.org.uk or the live chat function.

Any personal data provided to you by Suburbia Lettings Limited, such as tenant details, must be safely stored and not passed onto any third party without the explicit consent of the individual to whom that data belongs, and where that personal data is no longer required, that such personal data is disposed of securely. In the event that a Subject Data Access request is received, you are required to fully cooperate with either the individual, or Suburbia Lettings Limited, and to compensate Suburbia Lettings Limited for any liability incurred through any failure to adhere with these General Data Protection Regulations.