Our privacy policy

Name of Landlord:Dermot McKenna
Name of Business:DMK Properties
Address of Landlord:Unit 3, Boundary Court, Crossley Road, Stockport, SK4 5GA
Telephone number:0161 445 5656
Email address:dermot@dmkproperties.co.uk
Date created:25th May 2018

We are registered as a Data Controller with the Office of the Information Commissioner under registration number ZA567548 and we are the data controller of any personal data that you provide to us.

Our Data Protection Officer is: Jackie McKenna, DMK Properties, Unit 3, Boundary Court, Crossley Road, Stockport, SK4 5GA. 0161 445 5656. 

Any questions relating to this notice and our privacy practices should be sent to: Jackie McKenna, DMK Properties, Unit 3, Boundary Court, Crossley Road, Stockport, SK4 5GA. 0161 445 5656.  

Purpose of this notice

In line with the General Data Protection Regulations (GDPR) (EU) 2016/679 which is effective from 25th May 2018, we are committed to protecting and respecting your privacy. This is a summary of our privacy notice to tell you what personal information about you we collect, hold and use. This notice is addressed to our tenants, residents and guarantors including prospective and former tenants, residents and guarantors. Please note that by issuing this notice we do not commit ourselves to giving you a tenancy.

We receive, collect and store any information you enter on our website or provide us in any other way. In addition, we collect the Internet protocol (IP) address used to connect your computer to the Internet; login; e-mail address; password; computer and connection information and purchase history. We may use software tools to measure and collect session information, including page response times, length of visits to certain pages, page interaction information, and methods used to browse away from the page. We also collect personally identifiable information (including name, email, password, communications); comments, feedback, product reviews, recommendations, and personal profile.​

We reserve the right to modify this privacy policy at any time. If we make material changes to this policy, we will notify you that it has been updated, so that you are aware of what information we collect, how we use it, and under what circumstances, if any, we use and/or disclose it.

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.

Information we collect, hold and use about you

We collect information about you:

  • From your application for accommodation or to manage your property
  • From your forms completed (including but not limited to creating tenancy agreements, tenancy application forms, guarantor agreements, or notices).
  • From written or verbal correspondence with you.

We collect the following information about you:

  • Tenant/Landlord name, e-mail address, telephone number Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin, name of university/college and course where you are studying (if applicable), the name of friends that you are staying with (if applicable);
  • Guarantor name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin (if applicable);
  • Property address; term, rent, deposit, utility and service responsibilities;
  • The employment status of tenants and/or guarantors, address, contact details (including email and phone numbers) of the employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received;
  • Bank account details of the tenant, including account number and sort code;
  • Any welfare benefits that you may be eligible for or are currently on;
  • Repairs and complaints;
  • Details about Council Tax, water charges and Utilities.
  • Your car registration number (if any).
  • Audio and cctv recordings (if any).
  • Tenancy and deposit information.
  • Website and online portal information.

This information is collected from you mainly via an application form and also from third parties. Additionally, we may undertake credit or similar checks to obtain information about you or request a reference from an existing or former landlord or employer etc.

Who do we need this information about

We need information about you as a prospective tenant, about any prospective resident and also information about any guarantor (where a guarantee is taken).

How might this information be collected

This information can be collected:

  • By email.
  • By post.
  • In person.
  • In digital form.
  • Over the telephone.

Who this information might be shared with

The information you provide to us will be treated by us as confidential [and will be processed only by any third party, acting on our 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 merged with a business entity, your information may be disclosed to our new business partners or owners;
  • To carry out due diligence on you as a prospective tenant/ guarantor, including but not limited to the carrying out of affordability checks, due diligence checks and the obtaining of references from relevant parties, whose data you have provided;
  • To carry out maintenance on the property you rent from us;
  • If you request so, your information shall be disclosed in order to determine if there are any money judgements against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency;
  • If you are unable to make payments under your tenancy, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a tenant; and
  • In the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this. Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to me/ us without your consent.
  • Joint tenants (if any)
  • Guarantors (if any)
  • Insurance companies, e.g. if we take out rent insurance
  • Internet and email providers
  • The Home Office (relating to immigration/right to rent checks)
  • Next of kin etc., (in an emergency)
  • Letting and managing agents
  • Other landlords, e.g. for references.
  • Debt collectors and tracing agents
  • Professional advisers
  • Next of kin etc., (in an emergency)

Where is this information stored

  • In an electronic form on a computer, tablet or mobile phone.
  • On a web-based portal (where a website is operated).
  • In hard copy form in a manual filing system.

Length of time for storage of data

We usually keep information for 12 months if the tenancy does not go ahead or for 7 years from the date you finally vacate where a tenancy is entered into.

What happens if this information is not provided

We require this information in order to enter into a tenancy agreement and to check your suitability for a tenancy. If this information is not provided in full then your application for a tenancy cannot proceed.

Why we need this information

This includes as necessary:

  • For contractual performance so that we can arrange the letting and enter into a tenancy agreement or guarantee with you.
  • For contractual performance so that we can manage any tenancy and the property including collecting rent and arranging repairs.
  • In relation to details regarding any next of kin in your vital interests, e.g. in the case of an emergency.
  • In our legitimate interests in relation to personal and background information so we can assess your suitability to be a tenant, resident or guarantor (as the case may be).
  • To perform our legal obligations in relation to carrying out right to rent (immigration status) checks and in order to protect any tenancy deposit which is paid as well as other legal obligations arising during the course of any tenancy.

You have the following rights

  • Ask for a copy of the information about you held by us in our records;
  • 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 above please contact us at jackie@dmkproperties.co.uk

Withdrawal of consent

If your consent provides us with a legal gateway to process data about you, you can withdraw this at any time by telling us by email/post/telephone using the contact details above.

Complaints

We operate our own internal complaints policy and if you have any concerns about the way in which we collect or handle your data please contact us to resolve this matter in the first instance, using the details above.

Additionally, you have the right to lodge a complaint with the supervising authority who is:

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

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