Privacy Policy
Trueman Letting Company trading as a Partnership. Registered address is 5a Castle Street, Farnham, Surrey, GU9 7HR.
Trueman Letting Company is committed to ensuring that your privacy is protected and our use of your personal information is governed by this Privacy Notice.
On this website, the phrases “Trueman Letting Company”, “us”, “we” or “our” will mean the business, representative office and applicable third parties on behalf of and in respect of whom this Privacy Notice is made
Any reference to “you” or “your” refers to anyone whose personal information we process.
If there are any changes to the way in which your personal information is used, this Privacy Notice will be updated.
1. About Trueman Letting Company
The appropriate data controller (which determines the purpose and means of “processing” your personal information) will be the business which you have instructed and if you are in any doubt about the identity of the data controller in your case, you should ask your usual contact or representative or refer to any documentation we provide to you. The ICO Registration number of Trueman Letting Company is ZA341233.
Trueman Letting Company will treat your personal information as confidential and in accordance with applicable data protection legislation and your personal information will only be shared with others in accordance with this Privacy Notice.
2. What personal information is covered in this privacy notice
Personal data – this is any information that tells us something about you. This could include information such as name, contact details, date of birth, bank account details or any information about your needs or circumstances which would allow us to identify you
Special Category data – this is information which is classified as “sensitive” under data protection legislation. Examples of which include; health data, religion or sexual orientation. There are also restrictions when we can collect and use criminal conviction data which will be set out to you should this be requested. This special category data requires us to have additional lawful bases under the Data Protection Act 2018 to collect, store and process.
3. What personal information will be collected
We will collect your full name and necessary contact details (such as phone number, email address and address) from you whenever you engage with us.
Depending on the service we provide you (or on your behalf) we may also collect additional personal information.
The personal information we may collect if you are letting a property through us; or looking to rent a property are as follows;
Your name, postal address, phone number, email address and details of your requirements Previous names, mother’s maiden name, previous addresses, information about your status and dependents
Your marital status, gender, date of birth, nationality and tax status
Employment details, national insurance number, residential status, bank details and credit history
To carry out referencing and credit checks and the results of those checks.
To provide customer surveys.
Proof of identity to include, but is not limited to, passport, driving licence, and address documents.
We may also need to collect information on other individuals who have an interest in the property who are not considered to be our customers for example an individual who may be acting as Guarantor.
Details of your mortgage arrangements and confirmation that you have the right to rent the property from the mortgage provider.
To perform right to rent checks, as required by law.
Your bank account details.
Processing payments and transactions including: Accounting, Authorisation, Clearing, Chargebacks, Auditing, Billing, Reconciliation, Collection, Credit Checks and related dispute resolution activities
Bank Statements, Payslips and P60, Accounts.
Evidence that you have the right to let a property
Details of any mortgage or insurance, licensing documentation and service contracts which you have in place in relation to a property you wish to let
Where you are a landlord and we are providing you with letting services
Details relating to your property including photographs, floor plans, energy performance certificate ratings/ home reports, property description and survey results
To deliver our service to you when you engage us to market a property for you
Photographs of your property, an inspection report and inventory, to record the condition of your property at the start or end of a tenancy
Move in and move out dates, utility meter serial number and meter readings before a tenant moves into a property and when the tenant moves out
Your move in and move out date and details of the deposit paid where you are a tenant when registering or releasing any deposit from a deposit protection scheme
To deliver our service to you when you engage us to let a property on your behalf
To deliver client ID verification checks.
IP address, browser type, operating system, URL information
To improve our services provided to customers through insight.
Communication and marketing preferences
To ensure we only send you details of products and services you are interested in through your preferred communication channel.
We may, during the course of your relationship with us, request additional information from you which is relevant to the provision of specific services.
We do not offer any products or services to children.
4. How we collect your personal information
Direct interactions – personal information you disclose when you fill in forms, surveys, or correspond with us by post, phone, email, live chat, web, social or otherwise; or through portals when you enquire about any of our services.
Indirect interactions – personal information you disclose to third parties such as, but not limited to, The referencing company.
5. How we use your personal information
We will process the information you provide or we obtain from other sources to provide you with products and services and answer any questions you may have.
Under data protection legislation we are only permitted to use your personal information if we have a legal basis for doing so. We rely on the following legal bases to process and use your information:
- Performance of a contract – this is where the collection and processing of your personal information is necessary for the performance of a contract to which you are a party, or in order to take steps at your request prior to entering into a contract.
- Legal obligation – this is where the collection and processing of your personal information is necessary for compliance with a legal obligation, for example verification of identity and fraud prevention.
- Consent – where we process personal information under consent we will seek your clear and unambiguous consent before processing your data for example to send and/or receive marketing information.
- Legitimate interest – some personal information is processed by Trueman Letting Company as part of its legitimate interests which include network and information security, web analytics, updating customer details, lettings, and other core services
Where we may process special categories of personal information and criminal conviction information we do so under additional lawful bases of the Data Protection Act. These may include, but are not limited to:
- Where you have provided explicit consent
- Where processing is necessary for the establishment, exercise, or defence of legal claims.
6. Who we share your personal information with
6.1 Personal data we share within Trueman Letting Company
We may share your information, where necessary, for the provision of services.
6.2 Sharing with third parties
We will share personal information with our regulators, governmental organisations, law enforcement authorities and with courts, tribunals and arbitrators as may be required from time to time in order to comply with our regulatory and legal obligations.
Indicatively - but not limited to - we may disclose your information to the third parties listed below for the purposes listed:
Approved contractors and suppliers
To install to let boards.
To appoint managing agents and building maintenance contractors; and arrange for contractors providing safety & statutory tests and to take inventories. To arrange EPC visits
Surveyors
Referencing Companies, Credit and Risk agencies a list of which is available on request
To run automatic checks on your creditworthiness and to help prevent fraud and money laundering.
For fraud prevention, anti-money laundering checks and identity verification.
Solicitors and lawyers
To pursue a claim for breach of tenancy
To assist us in recovering any monies which we are owed and overdue.
Matching personal data to publicly available sources e.g. Land Registry.
Law enforcement bodies including the police, HMRC and local authorities
To comply with court orders or legal obligations
The Property Ombudsman
Where they are providing a dispute resolution service in connection with letting services
7. How we keep your personal information secure
Trueman Letting Company have measures in place to ensure it stays safe, is not damaged, destroyed or misused, and prevents unauthorised access. The measures include, but are not limited to:
- Client software systems – all systems have protections in place to protect against both unauthorised access, and other external factors that could cause damage to, your personal data. There are strict access requirements in place and access is restricted to those absolutely necessary.
- Hard copy paper files – stored in a secure facility with restricted physical access.
We provide data protection training to all employees and workers who need access to and process personal information.
Where - in line with this Privacy Notice - information is shared with third parties, similar security measures are used to protect your information.
8. How long we keep your personal information for
We will keep your information for as long as is reasonably necessary for the purposes set out in this privacy notice, and to fulfil our legal and regulatory obligations.
In certain circumstances we have a statutory obligation to keep your personal information for a set period of time, for example, financial information (normally 7 years) for financial auditing purposes. Information is always retained in line with its purpose of processing and only for as long as necessary usually, information is kept for 7 years after last contact with you. However, the retention period may be extended dependent upon any legal or contractual obligations Trueman Letting Company may be required to comply with, as well as any overriding business legitimate interests.
9. Your rights in relation to your personal information
- Your right of access – you have the right to ask us for copies of your personal information. Exemptions within the legislation could mean that you may not receive all the information we process. If this is applicable an explanation will be provided to you within our response.
- Your right to rectification – you have the right to request that inaccurate information is rectified and incomplete information completed.
- Your right to erasure – you have the right to request your personal information be deleted by us in certain circumstances.
- Your right to restrict 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 request whether and to where we may have transferred your personal data.
- Rights related to automated decision making and profiling – you have the right not to be subjected to a decision based solely on automated processing (including profiling) which may significantly affect you.
10. How to contact us
Contact details
Email: Lettings@tlc-farnham.co.uk
Address: 5a Castle Street Farnham Surrey GU9 7HR
Phone: 01252711227
If you have a complaint about the way in which your personal information has been processed, you have the right to contact the Information Commissioner's Office but we would suggest that you first complete our internal complaints procedure and we will try to address your concerns.
Privacy Notice Last Updated
November 2024
