Privacy Policy for TJL Property Lettings Ltd (trading as TJL Property)

1. Introduction

TJL Property Lettings Ltd, trading as TJL Property ("we," "our," or "us"), is committed to protecting your privacy and ensuring that your personal data is collected, used, and stored in accordance with the General Data Protection Regulation (GDPR) and other applicable data protection laws. This Privacy Policy outlines how we collect, use, and protect your information when you interact with us.

2. Data Controller and Data Processing Officer

TJL Property is the data controller of your personal information. Our Data Processing Officer (DPO) is Tim Lewis, who is responsible for overseeing the management and protection of your personal data. You can contact our DPO at info@tjlproperty.co.uk.

3. Personal Data We Collect

We may collect and process the following types of personal data:

  • Contact details: Name, address, email, and phone numbers.

  • Identity information: Date of birth, passport details, or national ID.

  • Financial information: Bank account details and payment information.

  • Property-related information: Details of properties rented, let, or managed, including tenancy agreements and associated communications.

  • Communication records: Emails, phone calls, or any other communication with us.

  • Marketing preferences: Information about your preferences for receiving marketing communications from us.

4. How We Collect Your Personal Data

We collect personal data from you through:

  • Direct interactions, such as phone calls, emails, and meetings.

  • Online interactions via our website or other digital services.

  • Application forms for letting properties.

  • Third-party sources, such as referencing agencies or publicly available records.

5. How We Use Your Personal Data

We will only use your personal data for lawful purposes, including:

  • Managing tenancy agreements and property rentals.

  • Processing payments and managing accounts.

  • Providing customer support and responding to inquiries.

  • Complying with legal and regulatory obligations.

  • Marketing and communicating updates, promotions, or services (with your consent).

6. Legal Basis for Processing Personal Data

We rely on the following legal grounds for processing your personal data:

  • Contractual necessity: To perform our contractual obligations with you.

  • Legitimate interests: For business-related purposes, such as improving services and managing our property portfolio.

  • Consent: When you have provided explicit consent for specific processing activities (e.g., marketing communications).

  • Legal obligations: To comply with applicable legal and regulatory requirements.

7. Sharing Your Personal Data

We may share your personal data with:

  • Third-party service providers, such as referencing agencies, contractors, and maintenance service providers.

  • Legal or regulatory bodies when required by law.

  • Financial institutions and payment processors for handling transactions.

  • Other parties with your explicit consent or as required by law.

8. Data Retention

We will retain your personal data only for as long as necessary to fulfil the purposes for which it was collected or to comply with legal obligations. Once the retention period has expired, we will securely dispose of your data.

9. Your Data Protection Rights

Under the GDPR, you have the following rights regarding your personal data:

  • Right to access: Request a copy of the personal data we hold about you.

  • Right to rectification: Request corrections to any inaccurate or incomplete personal data.

  • Right to erasure: Request the deletion of your personal data under certain circumstances.

  • Right to restrict processing: Request that we limit the processing of your data in specific situations.

  • Right to object: Object to the processing of your personal data for direct marketing or other legitimate purposes.

  • Right to data portability: Request the transfer of your personal data to another service provider.

To exercise any of these rights, please contact our Data Processing Officer, Tim Lewis.

10. Data Security

We implement appropriate technical and organizational measures to protect your personal data from unauthorized access, disclosure, alteration, or destruction. These measures include encryption, secure storage, and restricted access protocols.

11. Changes to This Privacy Policy

We may update this Privacy Policy from time to time. Any changes will be posted on our website, and where appropriate, we will notify you directly of any significant updates.

12. Contact Us

If you have any questions or concerns about this Privacy Policy or how your personal data is handled, please contact our Data Processing Officer, Tim Lewis, at info@tjlproperty.co.uk.

TJL Property Lettings Ltd
Last Updated: September 2024