What data is processed: Property addresses, tenants names, email addresses, mobile numbers, landlords name, number, email, forwarding, billing details
Who is the personal data processed by: Terence Stencel and Sirje Tonutare
How is the data being used: To confirm the property check in/ check out booking with the relevant person, send out the reports, liaise regarding any amendments. To bill for the service requested
This data is not used for marketing purposes
Who are you sharing it with: The check in/ check out tenant details (if available) are embedded into the inventory report, which is issued to the agent (if applicable), landlord and tenants, deposit schemes and third parties with legitimate needs, e.g. the courts, in case of disputes
Where is it held:We use Google calendar for our bookings. Completed reports are securely archived and restored on Stencel Inventories computer hard drive and cloud drive, which is GDPR compliant
We ensure the security of any personal information we hold by using secure data storage technologies and precise procedures in how we store, access and manage that information. Our methods meet the GDPR compliance requirement.
How long do we hold the data:The data is held for as long as we have a business relationship. After that ends we will keep it where we may need it for legitimate purposes e.g. to help us respond to queries or complaints, or for other reasons e.g. dispute services and responding to requests from regulators. This usually means that we will keep your information for no more than 7 years after the end of, or legal matters arising from, the tenancy with which my service/s correspond.
Any irrelevant data will be securely disposed after the elapsed time
What is the legal basis for processing:Under the GDPR (General Data Protection Regulation) we process any personal information about you electronically using the following lawful bases – Consent
As only Data processors and NEVER the Data Controllers, we are exempt from registration in the ICO Data Protection Register
If, as determined by us, the lawful basis upon which we process your personal information changes, we will notify you about the change and any new lawful basis to be used if required. We shall stop processing your personal information if the lawful basis used is no longer relevant.
Your Rights:You have a number of rights relating to your information e.g. to see what I hold, to ask me to share it with another party, ask me to update incorrect or incomplete details, to object to or restrict processing of it, to make a complaint etc. You have the right to withdrawal anytime you wish to
Under the GDPR your rights are as follows:
the right to be informed;
the right of access;
the right to rectification;
the right to erasure;
the right to restrict processing;
the right to data portability;
the right to object; and
the right not to be subject to automated decision-making including profiling
You also have the right to complain to the ICO [www.ico.org.uk] if you feel there is a problem with the way we are handling your data.
Data processor – Is a person or organisation who processes data on behalf of the data controller
Personal data – Is any information relating to an identified or identifiable person; an identifiable person is someone who can be identified by reference, e.g. a name, identification number or physical trait
Data breaches – Is a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data transmitted, stored or otherwise processed
Secure disposal – Is the safe deletion or destruction of all personal or sensitive personal data
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