This is the privacy notice of Property Hub Lets Limited
Effective Date: 24th May 2018
In this document, “we”, “our”, or “us” refer to Property Hub Lets Limited
We are company number 08797043 registered in England and Wales.
Our registered office is at: Clayton House 4th Floor 59 Piccadilly Manchester M1 2AQ
This policy covers Property Hub Lets, plus our website: propertyhub.net/lets.
The bases on which we process information about you
Information we process because we have a contractual obligation with you
We may use it in order to:
○ verify your identity for security purposes
○ complete the necessary steps of letting a property through us
○ sell products to you
○ provide you with our services
○ provide you with suggestions and advice on products, services and how to obtain the most from using our website
Information we process with your consent
The provision of Property Hub Lets Limited is intended to help property owners with letting out their property, plus other property related activity. It is in our legitimate business interests to collect and process some personal information so that we can continue to provide our services. We only process personal information which is necessary to perform our business obligations whereby our genuine and legitimate reason is to help you in your property journey (and related activity) and we are not harming any of your rights or interests.
We are subject to the law like everyone else. Sometimes, we must process your information in order to comply with a statutory obligation.
For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.
This may include your personal information.
Specific uses of information you provide to us
Information Collection and Use
We use different methods to collect data from and about you including through:
Direct interactions. You may give us your Identity, and Contact information by filling in forms or by corresponding with us by post, phone, email or face-to-face. This includes personal data you provide when you:
○ Buy or express an interest in our products or services, on our website or via the telephone;
○ Create an account on our website;
○ Subscribe to our newsletter;
○ Request that we send marketing materials to you by submitting your email address or telephone number face-to-face or on social media sites;
○ Complete a registration form and opt in to to receive marketing materials;
○ Enter a competition, promotion or survey online;
○ Take part in an event;
○ Submit a product review.
We collect several different types of information for various purposes to provide and improve our Service to you.
We may collect the following information:
Landlords: in order to transfer rental funds to your bank account, we keep your bank account details on our Lettings Software System, such as Jupix. These details are communicated from you to us in the terms of business that you complete on engagement.
Tenants: your monthly rent payments are made by bank transfer or standing order, or direct debit via a 3rd party supplier, such as GoCardless. Payment information is never taken direct by us, unless we need to refund you, in which case we will discuss this with you.
Where necessary, we will provide your contact details to any relevant parties that we use as part of the process of being a landlord or tenant/potential tenant through us, such as: an external referencing company; contractors to arrange access to your property; or the landlord of your property (if you are a tenant).
If you send us information in connection with a job application, we may keep it for up to three years in case we decide to contact you at a later date.
If we employ you, we collect information about you and your work from time to time throughout the period of your employment. This information will be used only for purposes directly relevant to your employment. After your employment has ended, we will keep your file for five years before destroying or deleting it.
When you contact us, whether by telephone, through our website or by e-mail, we collect the data you have given to us in order to reply with the information you need.
We record your request and our reply in order to increase the efficiency of our business.
We keep personally identifiable information associated with your message, such as your name and email address so as to be able to track our communications with you to provide a high quality service.
Cookies are small text files that are placed on your computer’s hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved.
Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely.
Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use.
choose not to accept them, we shall not use them for your visit except to record that you have not consented to their use for any other purpose.
○ to track how you use our website
○ to record whether you have seen specific messages we display on our website
○ to keep you signed in our site
○ to record your answers to surveys and questionnaires on our site while you complete them
○ to record the conversation thread during a live chat with our support team
Requests by your web browser to our servers for web pages and other content on our website are recorded.
We record information such as your geographical location, your Internet service provider and your IP address. We also record information about the software you are using to browse our website, such as the type of computer or device and the screen resolution.
We use this information in aggregate to assess the popularity of the webpages on our website and how we perform in providing content to you.
If combined with other information we know about you from previous visits, the data possibly could be used to identify you personally, even if you are not signed in to our website.
Re-marketing involves placing a cookie on your computer when you browse our website in order to be able to serve to you an advert for our products or services when you visit some other website.
Although we do not disclose your personal information to any third party (except as set out in this notice), we sometimes receive data that is indirectly made up from your personal information from third parties whose services we use.
To assist in combating fraud, we share information with credit reference agencies, so far as it relates to clients or customers who instruct their credit card issuer to cancel payment to us without having first provided an acceptable reason to us and given us the opportunity to refund their money.
We may also use outsourced services in countries outside the European Union from time to time in other aspects of our business.
Accordingly data obtained within the UK or any other country could be processed outside the European Union.
For example, some of the software our website uses may have been developed in the United States of America or in Australia.
We use the following safeguards with respect to data transferred outside the European Union:
Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:
o to provide you with the services you have requested;
o to comply with other law, including for the period demanded by our tax authorities;
o to support a claim or defence in court.
○ At any time you may request to obtain a copy of any information that we hold about you, by emailing firstname.lastname@example.org.
○ After receiving the request, we will tell you when we expect to provide you with the information, and whether we require any fee for providing it to you.
If you wish us to remove personally identifiable information from our website, you may contact us at email@example.com.
This may limit the service we can provide to you.
When we receive any request to access, edit or delete personal identifiable information we shall first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.
Use of site by children
○ We do not sell products or provide services for purchase by children, nor do
we market to children.
○ If you are under 18, you may use our website only with consent from a parent or guardian.
Encryption of data sent between us
We use Secure Sockets Layer (SSL) certificates to verify our identity to your browser and to encrypt any data you give us.
Whenever information is transferred between us, you can check that it is done so using SSL by looking for a closed padlock symbol or other trust mark in your browser’s URL bar or toolbar.
When we receive a complaint, we record all the information you have given to us.
We use that information to resolve your complaint.
If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and if we do, what that information is. We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.
Complaints regarding content on our website:
How you can complain:
Compliance with the law
However, ultimately it is your choice as to whether you wish to use our website.
We may update this privacy notice from time to time as necessary. The terms that apply to you are those posted here on our website on the day you use our website. We advise you to print a copy for your records.