Important Privacy Information Consent Form
When applying for a tenancy or renting a property from us, the information with which you provide us shall be used in the following ways.
We wish to take this opportunity to inform you how we hold Applicant and Tenant information, why we hold such and inform you of your rights with regards to the information we hold in compliance with General Data Protection Regulation (EU GDPR 2016/679 applicable 25th May 2018). The only data stored is the data you have provided to us to process an application for a tenancy, or the data required so we can process an application for or manage/end a tenancy on your behalf. Digital data is held securely using password and data encryption techniques with other forms of data secured under lock and key. All data is held securely at UK locations.
Definitions – in this document if we say “We”, “Us” or “Our” this means the Landlord/Letting Agent. If we say “You” or “you’re” this means the Applicants, Tenants and your representatives. Third parties mean appropriate, required or relevant other persons, companies, organisations that may need to be contacted or engaged so we may effectively manage a tenancy or application for a tenancy.
Why do we collect and retain information on you?
For us to provide a service to you we are required to obtain information, without such information we may not be able to perform our duties in terms of contractual and legal requirements of processing an application for or managing a tenancy for you.
Examples of information we collect and retain: –
All data provided by you in your Tenancy application form and information provided by your referees is kept, without such we cannot make an informed decision to grant you a tenancy.
Such personal and sensitive information includes: – your name, address, employment details such as payslips, nationality, date of birth, national insurance number, contact numbers, photo identification and financial information such as banking statements may also be retained.
To ensure we can effectively vet your request for a tenancy we may be required to share this information with third parties. For instance: –
• Referees as specified by yourselves
• External vetting Agencies such as credit bureaus
• PIMS.co.uk provide our tenant credit check service on our behalf
• Where required we may seek rental guarantee or and legal protection cover insurance
• We are legally obliged to verify “Right to Rent” of all occupants as required by the Immigration Act
• Processing of Housing Benefit, Universal Credit or similar applications
Where a Tenancy is granted -. Only required information may be shared with third parties that is essential for them to perform their duties, such as providers of services that may be required for you to enjoy your home (Council Tax, Utility Providers and third-party suppliers such as Gas Safety Engineers, plumbers, electricians, maintenance/tradesmen and other such parties) as and when required to ensure we provide a quality experience when renting from us.
Financial Information – Such as your payment details so payments maybe processed.
Ending a tenancy – Should it be required such information may be passed to third parties as an example for your next landlord reference or to lawfully bring a tenancy to an end. Third parties may include Deposit Schemes, Solicitors, Courts, Council Tax, Department of Works and Pensions, Providers/suppliers who may require final readings/exit dates. Where a lawful claim exists, your details may be passed to Debtor Tracers & Debt Collection Agencies.
When will the information held be deleted?
In the event a tenancy is not granted such shall be deleted up to a maximum of 12 months after your application has been withdrawn or declined. Where a tenancy is granted such shall be retained for a maximum of 7 years after the tenancy has ended.
What happens if the way the information is processed should change.
In the event we change our working processes or obtain additional information not covered by this privacy agreement we shall inform you within 30 days, such may arise as an example the landlord sells the property to a new Landlord, or legislation may change, and the property owner/ agent be required to disclose tenant details not previously required.
You have the right to withdraw your consent. You have a right to see the information we hold, update it, change it and delete it
To assist us with your query in the first instance please contact our Data Controller. Please be specific in what you are asking us to do and why you wish us to do such. Provided such does not compromise our requirement to fulfil our obligations we shall assist accordingly. In the event we are unable to fulfil your request we shall inform you as to why and what further complaint procedures are available to you. Such as your right to contact the Information Commissioner’s Office for contact details see www.ico.org.uk
EQUAL OPPORTUNITIES POLICY
Kingsmark Properties will provide equality of opportunity and fair treatment for all. Our mission is, “To promote equality and social justice in housing in Wales, to promote equality and diversity in housing, leading to the reductions of prejudice and disadvantage, as well as changing lives for the better”.
This includes: everyone who uses, or wishes to use, Kingsmark Properties services including tenants and Landlords; members of the public, tradespeople; everyone who works for us, or who applies to work for us. Kingsmark Properties supports housing providers and services to recognize, respect and respond appropriately to the diversity of housing needs and characteristics of people living in Wales, including those who are vulnerable and marginalized.
Kingsmark Properties is committed to ensuring that everyone is treated fairly, has equal access to services and is not discriminated against, harassed or victimized in relation the following protected characteristics identified under the Equality Act 2010:
This refers to an individual of a specific age (e.g. 32) or an age range (e.g. 18 – 30).
In the legislation, persons are defined as having a disability if they have a physical or mental impairment, which has a substantial and long-term adverse effect on their ability to carry out normal day to day activities.
This refers to the process of changing from one gender to the other (change from male to female or female to male) and comes under the equality aspect described as gender identity.
Marriage and Civil Partnerships
Marriage is defined as a formal union between a man and a woman or two people of the same sex. Same-sex couples can additionally have their relationships legally recognized as ‘civil partnerships’.. Civil partners must be treated in the same way as married couples in a wide range of legal matters.
Pregnancy and Maternity
Pregnancy is the condition of being pregnant or expecting a baby. Maternity refers to the period following birth and is associated with maternity leave in the employment contract. In a context apart from work, women are protected from being discriminated against based on maternity for 26 weeks after giving birth, and this includes treating a woman unfavourably because she is breastfeeding.
In legislation, this refers to a group of people defined according to their race, colour, nationality (including citizenship), or their ethnic or national origin.
Religion and Belief
Religion retains its usual meaning, but belief includes religious and philosophical creeds (e.g. Atheism). Generally, a belief should influence your life choices or the way you live for it to be included in the definition. People with no religious belief are also protected,
This refers to a man or a woman.
This refers to a person’s sexual attraction – are they attracted by people of the same sex, the opposite sex or people of both sexes. Although it is defined in legislation as a person’s sexual attraction, sexual orientation is a combination of emotional, romantic, sexual or affectionate attraction towards another person.
Discrimination is defined in several ways. It may be deliberate or unconscious. It may occur on an individual level (person to person) or on an institutional level.
The Equality Act (2010) expects that all staff and contractors of Kingsmark Properties are aware of and understand the different ways in which discrimination can happen.
Treating an individual less fairly/worse than another individual because of a protected characteristic.
e.g. – Refusing someone housing advice because of their sexual orientation.
This happens when a service provider or employer sets out a rule, policy or way of doing things which is relevant to all but has a worse effect on someone with a protected characteristic than on someone without such a characteristic, when this cannot be objectively justified.
e.g. A letting agency has a policy of reminding service users of coming appointments by phoning them. This puts deaf people who cannot use a phone at a disadvantage, since they will not be reminded of the appointment.
This happens when an individual behaves in an unpleasant manner which transgresses someone else’s dignity, or is aggressive, degrading, insulting or humiliating towards someone with a protected characteristic. It may be of a sexual nature.
e.g. – A customer in reception happens to hear a staff member making racist remarks. This is an example of harassment since it creates a threatening and degrading atmosphere which humiliates the customer and affronts his/her dignity.
Treating someone unfavourably because they have taken (or possibly intend to take) steps under the 2010 Equality Act or is supporting someone who is taking steps.
e.g. – A manager who refuses to consider someone for promotion because that individual has given evidence on behalf of a colleague who made a complaint about unlawful sexual discrimination.
Discrimination by Perception
People are protected against someone (wrongly) perceiving that they have one of the protected characteristics and discriminating against them and treating them less favourably/worse because of this.
Discrimination by Association
People are protected against someone discriminating against them because of their association with someone who has a protected characteristic. This includes the parent of a disabled child or adult or someone else who is a carer for a disabled person.
Discrimination based on matters arising from a disability
Treating a disabled individual unfavourably because of something associated with the disability when this cannot be justified.
Any questions relating to this notice and our privacy practices should be sent to
Our Data controller is Tracy Wilcox T/A Kingsmark Properties
Our Data Protection Officer is Tracy Wilcox
Where applicable Our registration Number ZA402049
Our Address is 59 St Kingsmark Avenue,
Please read and sign only if you clearly understand this Information
Your Landlords/Letting Agents Disclosing of Privacy Information
You have received this information and are happy it clearly explains how your Landlord/Agent proposes to use such information for processing of our tenancy application, how such information will be used during and ending a tenancy.
You agree to your Landlord/Agent vetting your application or and managing your tenancy and may share this information with appropriate third parties.
You authorise the Landlord/Agent or their suppliers to contact you by mail, email, phone and other appropriate mediums as may be required in order for them to perform their duty. Example Facebook, What’s App but only private messaging.
You agree your Landlord/Agent may hereafter contact you using another / or updated contact number or / and email where you have provided explicit instruction to do so. i.e. you inform us you have changed your mobile number, email address etc.
You [The applicants] agree to inform all persons named in the tenancy application form that they shall be contacted for providing referencing information.
You have received a copy of the tenancy application form and accept such information shall be retained as detailed above. You also accept the Landlord/Agent may have to make and retain notes that shall assist them in their performance of their duties, example diarise dates for inspections, make appointments.
You understand You may request your Landlord/Agent to update/ remove/ delete information they may hold at any time.
Signed by Tenant(s)
1)__________________________ 2) ________________________________
Applicant, Guarantor, Tenant name / Date Applicant, Guarantor, Tenant name / Date
3)__________________________ 4) ________________________________
Applicant, Guarantor, Tenant name / Date Applicant, Guarantor, Tenant name / Date
Signed by Landlord/Agent representative
I agree to use your data as consented above and unless required by law, we shall not share, sell or distribute any of the information provided without your consent.
Date ________________ Date ________________