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Privacy Policy

Privacy Notice

This notice explains what information we collect, when we collect it and how we use it. 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.

1. Who are we?

Bright Amber Property Management Ltd. at The Oakley, Kidderminster Road, Droitwich, Worcestershire, WR9 9AY, (“we” or “us”) 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 ZC013890 and we are the data controller of any personal data that you provide to us.

Our Data Protection Officer is the Director at info.brightamber@gmail.com. Any questions relating to this notice and our privacy practices should be sent to info.brightamber@gmail.com.

2. How we collect information from you and what information we collect

We collect information about you including from:

  • Your emails and phone calls;
  • Our website;
  • Application forms or surveys;
  • Your enquiries via SpareRoom, Open Rent, Rightmove and other similar companies;
  • COHO, the property management platform that we use; and
  • Reference checks via Advanced Letting, Letting Ref, Canopy and other similar companies.

Certain non-personal information is recorded by the standard operation of our internet servers. Information such as the type of browser being used, its operating system, and your IP address is gathered in order to enhance your online experience.

We collect the following information about you:

  • Prospective/tenants’/guarantors’: Name, email address, telephone number, date of birth, gender, address (including any current and previous addresses), relationship to other prospective tenants, marital status, National Insurance number, nationality, next of kin, job title, name of employer, annual salary, identity documents (such as passport and driver’s licence) and source of enquiry;
  • Prospective/landlords’: Name, email address, telephone number, date of birth, gender, property and current address, proof of address, proof of ownership, trust and beneficial owners, source of funds/wealth (for high-risk clients), identity documents (such as passport and driver’s licence) and source of enquiry;
  • Reference checks: Information in relation to checks such as CCJs, IVA, AML sanctions check, bankruptcy, income verification;
  • Property Information: Information in relation to the property (such as deposit, rent, viewing date, tenancy start and end dates, tenancy duration, move-in and out dates, correspondence via COHO and emails);
  • Employment Status: Status of tenants and/or guarantors, address, contact details of the employer/accountant, payroll numbers, length of employment, salary information, and any other income received;
  • Financial Details: Bank account details including account number and sort code, and any hire purchase/loan agreements/credit cards or store cards that you have; and
  • Welfare: Any welfare benefits that you may be eligible for, or are currently on.

3. Why we need this information about you and how it will be used

We need your information and will use your information:

  • To comply with any legal and safety obligations;
  • To undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;
  • To enable us to supply you with the services and information which you have requested;
  • To help you to manage your tenancy;
  • To carry out due diligence on any prospective tenant and/or guarantor;
  • To analyse the information we collect so that we can administer, support and improve and develop our business;
  • To contact you in order to send you details of any changes to our suppliers which may affect you; and
  • For all other purposes consistent with the proper performance of our operations and business.

4. Sharing of your information

The information you provide to us will be treated as confidential. Personally identifiable information is never sold or leased to any third parties. We may disclose your information to third parties who act for us, including:

  • Informing tradespeople who need to carry out repairs;
  • Business partners or owners in the event of a joint venture or merger;
  • Parties involved in carrying out due diligence and affordability checks;
  • Debt recovery agencies if you are unable to make payments under your tenancy;
  • Relevant local authorities, tenancy deposit schemes, or utility providers; and
  • Legal authorities if necessary to identify or bring action against someone causing injury to the Company’s rights or property.

5. 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, or as set out in any relevant contract we have with you.

6. Security

When you give us information, we take steps to make sure that your personal information is kept secure and safe. We limit who can access your personal data to individuals who need to know it and are subject by a duty of confidentiality. No data transmission over the internet can be guaranteed to be 100% secure; therefore, by transmitting information to us, you accept that you do so at your own risk.

7. Children aged 13 and under

We recognise the special obligation to protect personally identifiable information obtained from children age 13 and under. If you are 13 years old or younger, we request that you do not submit any personal information to us.

8. Use of cookies

Cookies make using our website easier by saving your passwords and preferences for you. Most browsers are initially set up to accept cookies. You can reset your browser to refuse all cookies or indicate when a cookie is being sent.

9. Malware/spyware/viruses

Neither we nor our website knowingly permit the use of malware, spyware, viruses, and/or other similar types of software.

10. Links to external sites

We are not responsible for the content or practices of third party websites that may be linked to our website. You should refer to each website’s respective privacy policy.

11. Your acceptance of these terms

By using the website, you accept the policies and restrictions set forth in this Privacy Notice. This Privacy Notice may be revised from time to time by updating this document.

12. Your rights

You have the right at any time to:

  • Ask for a copy of the information about you held by us;
  • Require us to correct any inaccuracies in your information;
  • Make a request to us to delete what personal data of yours we hold; and
  • Object to receiving any marketing communications from us.

If you would like to exercise any of your rights, please contact us at info.brightamber@gmail.com.

Should you wish to complain, please contact us first. You also have the right to complain to the Information Commissioner’s Office:

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
Email: casework@ico.org.uk