EFS Safe Rentals Ltd Privacy Policy

Our contact details
Name:                 EFS Safe Rentals Ltd
Address:              34 Bushmead Road, Eaton Socon, St Neots, PE19 8GP
Phone Number:   01480 215788 / 07543567671
E-mail:                This email address is being protected from spambots. You need JavaScript enabled to view it.
 
The type of personal information we collect
We currently collect and process the following information:

  • Personal identifiers, contacts and characteristics (for example, name and contact details)
  • Date of Birth
  • National Insurance Number
  • Bank Details
  • Employment Details
  • Proof of Identity & Immigration Status
  • Credit History/Financial Records
  • Photographs
  • Details of present Property
  • Details of Current Landlord (if any)

How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • Deciding on the suitability of a proposed tenant/resident
  • Verifying the credit worthiness/suitability of tenants/residents
  • Checking immigration status/right to rent
  • Dealing with joint tenants and residents who are linked to the tenancy
  • Completing the tenancy agreement
  • Securing rental payments/Rent collection
  • Managing the tenancy and the property
  • Arranging repairs and maintaining the condition of the property
  • Recovering debts and other payments due, including any possession proceedings
  • Monitoring and enforcing tenant responsibilities, including all utilities
  • Tenancy termination and return of deposit
  • Processing complaints
  • Providing information to public and local authorities who are legally entitled to require this information
  • Storage of emails and other communications
  • If you exercise your right under data protection law
  • Compliance with legal and regulatory requirements

[If applicable] We also receive personal information indirectly, from the following sources in the following scenarios:

  • Employers
  • Previous Landlords
  • Guarantors

We use the information that you have given us in the same manor as the reasons listed above.
We may share this information with the National Residential Landlords Association (the NRLA), who carry out referencing checks on our behalf.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting 01480 215788 / 07543567671 or This email address is being protected from spambots. You need JavaScript enabled to view it.
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a legitimate interest.
We may also share this information with contractors or tradespeople to carry your tenancy obligations and/or provide services, other credit referencing agencies and debt collectors, regulatory bodies such as local authorities, public and government bodies, any ombudsman or redress scheme, the courts to comply with legal obligations, police or other law enforcement agencies.

How we store your personal information
Your information is securely stored.
We keep your personal information for the duration of your tenancy and 5 years after. We will then dispose your information by deleting all electronic files and shredding any documents we hold.

Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of 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 the right to object to the processing of your personal information in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at [insert email address, phone number and or postal address] if you wish to make a request.

How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at [Insert your organisation’s contact details for data protection queries].
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:           
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk
EFS Safe Rentals ICO Number: ZA580013