Legal Notice

This notice explains what information we collect, when we collect it and how we use this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.

Who am I?

Elem Homes LTD at 10 Milton Court, Ravenshead, Nottingham, NG15-9BE we take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.

We are notified as a Data Controller with the Office of the Information Commissioner under registration number ZA513248 and we are the data controller of any personal data that you provide to us.

Our Data Controller is Jane Lowe 

Any questions relating to this notice and our privacy practices should be sent to Jane Lowe, 10 Milton Court, Ravenshead, Nottingham, NG15-9BE 07402152752

How I/we collect information from you and what information I collect

We collect information about you:

• From your application / Terms of Business for Lettings
• From yourself

We may collect the following information about you: 

• Landlord name, e-mail address, telephone number, Date of Birth, address, next of kin 
• Property address; term, rent, deposit, utility and service responsibilities; 
• Bank account details of the Landlord, including account number and sort code 
• Photographic ID 



We will use the information you give us in any of the following ways:

Performance of contract - this is where we need to collect and process your data so we can carry out something you have asked or contacted us to do, for example;

-              registering you on our systems

-              providing a full letting service to Landlords and Tenants

-              providing protection services

-              creating and managing your online account

-              processing payments for our services

Legal obligation - sometimes we need data from you to meet our legal responsibilities, for example;

-              protecting against and preventing fraud, unauthorised transactions, tax evasion or claims

-              meeting money laundering regulations

-              confirming your identity

Consent - in this case, we will process your data because you have given us your clear and unambiguous consent to do so, for example:

-              letting you know about other products, services, offers, programmes and permissions available through Elem Homes LTD

Legitimate interests - some information is processed by us as part of its legitimate interests, which include (but is not limited to) network and information security, opting out of communications, direct marketing, web analytics, updating customer details, lettings and other core services. This is required to:

-              manage risk exposure and agent or franchise quality, integrity, compliance and security of business processes

-              operate, monitor, evaluate and improve our products, services and websites

Sharing of Your Information.

The information you provide to us will be treated by me as confidential and will be processed only by any third party, acting on my behalf, within the UK/EEA

We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:

• If we enter into a joint venture with or merge with a business entity, your information may be disclosed to our new business partners or owners;
• Any products or services you choose from us, you may become aware of certain third parties with whom we work with

We will specify the names of the individual third parties at the relevant time. We will talk to you about other products and services we can provide when the time is right.

Transfers outside the UK and Europe

Your information will only be stored within the UK and EEA 

Security

When you give us information we take steps to make sure that your personal information is kept secure and safe. 

How long we will keep your information

We review data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contract I have with you. 

Your Statutory Rights

You have the right at any time to:

• ask for a copy of the information about you held by me/ us in my records;
• require me/ us to correct any inaccuracies in your information; 
• make a request to me/ us to delete what personal data of yours I/ we hold; and
• object to receiving any marketing communications from me/ us. 

If you would like to exercise any of your rights above please contact us at jane@elemhomes.co.uk

The accuracy of your information is important to me - please help me/us keep my/our records updated by informing me/ us of any changes to your email address and other contact details.

Should you wish to complain about the use of your information, I/ we would ask that you contact me/ us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to my/ our use of your information.  The Information Commissioner’s Office England:

Information Commissioner's Office

Wycliffe House, Water Lane

Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113

Email: casework@ico.org.uk 

Scotland:

The Information Commissioner’s Office

45 Melville Street, Edinburgh, EH3 7HL

Telephone: 0131 244 9001

Email: Scotland@ico.org.uk

Wales

Information Commissioner's Office

2nd floor, Churchill House

Churchill way, Cardiff, CF10 2HH

Telephone: 029 2067 8400

Email: wales@ico.org.uk

Northern Ireland:

Information Commissioner's Office

3rd Floor, 14 Cromac Place

Belfast, BT7 2JB

Telephone: 028 9027 8757

Email: ni@ico.org.uk