For your peace of mind CA Properties are registered with the Information Commissioners Office and our ICO registration number is ZA084818.
CA Properties may share details about the performance of obligations under your application form or tenancy agreement by the landlord and tenant; past, present and future known addresses of the parties, with each other, with credit and reference providers for referencing purposes and rental decisions; with Utility and Water companies, Local Authority, Council Tax and Housing Benefit Departments, Mortgage lenders, to help prevent dishonesty, for administrative and accounting purposes, or for occasional debt tracing and fraud prevention. Under the General Data Protection 2018 you, the Tenant, are entitled, for free to see a copy of personal information held about you and to have it amended if it is shown to be incorrect.
CA Properties is a trading name whose registered office is at 5 Burton Road, Leeds, West Yorkshire, LS11 5EQ.
General Data Protection Regulation
In this section we have summarised our General Data Protection Regulation statement under data protection law. Some of the General Data Protection Regulations are complex, applying only in certain circumstances and subject to certain exceptions, and in the interests of keeping this policy concise, not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights. Before the start of every tenancy we will email you our full GDPR statement.
- In our legitimate interests for deciding on the suitability of a proposed tenant/resident.
- In our legitimate interests for verifying the credit worthiness/suitability of tenants/residents.
- Our legal obligation to check immigration status/right to rent. This is also to verify identities;
- To perform our tenancy contract to deal with joint tenants and residents who are linked to the tenancy.
- To perform our contract to complete the tenancy agreement.
- In our legitimate interests to secure rental payments/performance of tenant obligations, e.g. deposits and guarantors.
- For contractual performance for rent collection and collection of other payments including banking details.
- For contractual performance for managing the tenancy and the property.
- For contractual performance and/or in our legitimate interests for record keeping.
- For contractual performance for arranging repairs and maintaining the condition of the property and keeping it in a safe condition.
- For contractual performance for monitoring and enforcement of tenant responsibilities.
- For contractual performance or in our legitimate interests for recovering debts and other payments due, including any possession proceedings.
- In our legitimate interests for administering liability for Council Tax.
- Our legal obligation (in the Welsh Water area) or otherwise in our legitimate interests and those of the Water company for the payment of water charges.
- In our legitimate interests and those of the provider relating to arranging and paying for utilities and services.
- In our legitimate interests for dealing with welfare benefits (including Universal Credit and housing benefit) where payable in respect of the rent.
- In our legitimate interests in relation to tenancy termination including the return of any deposit.
- In our legitimate interests for processing complaints.
- For contractual performance or in our legitimate interests for dealing with health and disability issues relating to tenants/residents.
- In our legitimate interests for obtaining and holding audio and cctv recordings.
- To perform our legal obligations to provide information to public or local authorities who are legally entitled to require this information.
- In your vital interests for contacting next of kin etc., in an emergency.
- In our legitimate interests for the storage of emails, records of calls and other communications.
- In accordance with our legal obligations if you exercise your rights under data protection law.
- To perform our legal obligations for compliance with legal and regulatory requirements.
- In our legitimate interests for the establishment and defence of legal rights.
- In our legitimate interests for prevention, detection and investigation of crime and anti social behaviour and the security of any website or other means of electronic communication.
How do we collect personal information about you?
We obtain personal information about you that you provide to us through our website, emails, phone conversations, enquiry forms, applications forms, documents you provide to us or when you visit our office, for example when you:
● Enquire about specific properties for rent via phone calls, emails, enquiry forms, surveys or in writing.
● Arrange a viewing for a property
● Register for our property alerts
● Submit application forms, Guarantor forms and supporting documents
● Interact with us on our website or Participate in one of our surveys
We also obtain personal information relating to you using automated technical means when you visit our website.
What type of personal information is collected?
The information we collect from you might include (but is not limited to) your name, address, email address, phone number, date of birth and financial details and any other information you choose to provide to us.
The information we collect through our website using automated technical means includes: the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, identification number, online identifier and location data. We also collect information about your website visit including which website pages are accessed, page response times and length of visits to pages.
How long do we retain your personal information?
We review our retention periods for personal data on a regular basis. We are legally required to hold some types of information for certain prescribed periods to fulfil our statutory obligations. Outside of specific statutory obligations, we will hold your personal data on our systems for as long as is necessary for the relevant purposes for which we use it, or in accordance with any retention periods set out in any relevant contract you hold with us. We will retain your data for a minimum period of 10 days following the date of submission, and for a maximum period of 10 years.
How do we use your personal information?
We may use the information that you directly provide to us in the following ways:
● We may use your personal data for the purpose of carrying out our obligations arising from any contracts entered into by you and CA Properties, such as providing you with products and services you have requested, visiting and arranging maintenance or viewings at your property.
Our legal basis for this use is that it is necessary for the performance of a contract to which you are party.
● We may use your name, email address and postal address to provide you with information, you have requested from us, respond to enquiries or requests from you, communicate with you in relation to those enquiries or requests and arranging visits to your property by our staff. Our legal basis for this use is our legitimate interests, namely carrying out activities in the course of the company’s business trading name (CA Properties) in response to customer enquiries or requests.
● We may use your name, email address and postal address to provide you with information regarding similar goods and services to those you have already enquired about or purchased. Our legal basis for this use is our legitimate interests, namely the ongoing marketing of our goods and services to individuals with whom we have an existing relationship in connection with our goods and services and/or who have expressed an interest in those goods and services;
● Where you have entered into a contract with us or we have provided you with services we may use your name, email address, postal address or phone number to ask for your feedback about the services we have provided to you. Our legal basis for this use is our legitimate interests, namely evaluating and where necessary improving the quality of our service provision with a view to promoting the success of our business and positive customer relationships.
● Where you are a party to an existing contract with us or regularly enter into contracts with us for our goods and services, we may use your name, email address, postal address or phone number to notify you of changes to the terms and conditions of our services. Our legal basis for this use is our legitimate interests, namely the administration and management of our business contracts and relationships.
● We may use your name, email address and postal address to send you marketing communications, if you have chosen to receive these. These may include information about general property maintenance, handy tips or guides, office communications, properties for rent, the current property market, promotions or offers. Our legal basis for this use is consent.
● We may use your relevant information to verify your identity where relevant. Our legal basis for this use is compliance with a legal obligation to which we are subject or our legitimate interests, namely ensuring the security of our systems, network and information and those of third parties.
We may use the information that we automatically collect using technical means through our website to:
● Administrate our site and for troubleshooting, testing, research and statistical purposes. We use Google Analytics, a third-party website monitoring tool. Our legal basis for this is our legitimate interests, namely monitoring the use of our software and IT systems, improving our website.
● Measure or understand the effectiveness of our own advertising activity. Our legal basis for this use is our legitimate interests, namely improving the relevancy of our advertising;
Who has access to information?
We will not sell or rent your information to third parties. We may pass your information to third party service providers, including but not limited to:
● Business partners, suppliers and sub-contractors working on our behalf for the purposes of completing tasks and providing services to you. Examples of these are, but not limited to utility providers, tenancy deposit schemes, Council tax departments, annual safety checks and other maintenance services.
In this section we have summarised the rights that you have under data protection law. Some of the rights are complex, applying only in certain circumstances and subject to certain exceptions, and in the interests of keeping this policy concise, not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights. You have the right:
● To object to us processing your personal information for marketing purposes. If you object, we will stop processing your personal information for this purpose. When we collect your data, you can choose whether you wish to receive marketing communications from us. If you wish to stop receiving marketing communications, you can opt out at any time by clicking an ‘unsubscribe’ link at the bottom of one of our emails.
● To access the information we hold about you and certain information about our processing of it and your rights in relation to it.
● In certain circumstances, to obtain erasure of the personal information we hold about you, subject to certain exceptions.
● To rectification of the information we hold about you.
● In certain circumstances, to restrict our processing of your personal information or object to us processing it. If you object, we will stop processing your personal information unless certain exceptions apply.
● Where our legal basis for processing your personal information is your consent or the performance of a contract and we process it by automated means, to be provided with the personal information we hold about you in structured, commonly used and machine-readable format and to transmit the information to another controller.
● To not be subject to a decision based solely on automated processing, including profiling, that produces legal effects concerning you or similarly affecting you, subject to certain exceptions.
● Where our processing of your personal information is based on your consent, to withdraw that consent at any time. If you withdraw your consent, we will stop the relevant processing, but it will not affect the lawfulness of our processing before the withdrawal. To exercise any of these rights, email us at email@example.com or write to us at 5 Burton Road, Leeds, LS11 5EQ. In addition, you can exercise your right to object to direct marketing at any time by clicking an ‘unsubscribe’ link at the bottom of one of our emails. If you consider that our processing of your personal information infringes data protection laws, you have the right to lodge a complaint to a supervisory authority responsible for data protection. You may do this in the EU member state of your habitual residence, your place of work or the place of the alleged infringement. More information about lodging a complaint with the Information Commissioner’s Office (the relevant UK supervisory authority) can be found at https://ico.org.uk/concerns/.
Security precautions in place to protect your information
We take appropriate technical and organisational precautions to secure your personal information and prevent its loss, misuse or alteration. All information you provide to us is stored on our secure servers. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone. The transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and for this reason we cannot guarantee the security of data sent between us over the internet.
Cookies are small text files that are placed on to your computer by websites that you visit. They are used to make websites work, to improve efficiency of websites, to improve the user’s experience and to provide usage information on websites. This information should make your website visits more productive by storing and using information on your website preferences and habits. Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed. The settings on your web browser can usually allow you to choose whether or not to accept cookies. Most web browser software is initially set up to accept them. We may offer cookies to you and you should ensure that your web browser is set up to not accept cookies if you do not wish to receive them. Please note that if you disable cookies, some services or website functionality may not be available. For further information about cookies and how to disable them please go to www.aboutcookies.org. Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies. By continuing to use this site, you are accepting our use of the cookies described below that make advertising and communications more relevant to you and your interests and further help us to improve the site.
Links to other websites
Our website contains links to other websites run by other organisations. We are not responsible for the privacy practices of those organisations or the content of their websites. You should read the privacy policies of these organisations before providing them with any personal information.
Review of this Policy
You can obtain further information about data protection laws by visiting the Information Commissioner’s Office website at www.ico.org.uk.