Privacy Policy

Residential Lettings – Farefield Properties Ltd

Effective Date: 14/05/2025

1. Who We Are

Data Controller:
Farefield Properties Ltd (registered in England and Wales under company number 07773152)

Registered Office:1 & 2 Heritage Park, Hayes Way, Cannock, Staffordshire, WS11 7LT

Email: [email protected]

Phone: 01905420605

We are responsible for your personal data in connection with the letting and management of residential property.

2. What Personal Data We Collect

We may collect and process the following categories of personal data relating to tenants, applicants, and guarantors:

• Identity data (full name, date of birth)
• Contact data (addresses, email, phone number)
• Financial data (bank details, bank statements, income, credit history)
• Employment information (employer, job title, salary)
• Tenancy data (rent payments, correspondence, complaints)
• Identification documents (passport, driving license, birth certificate)
• Right to Rent / immigration status (where required)
• References (previous landlords and employers)
• Communication data (calls, messages, emails)
• CCTV footage (where applicable)
• Compliance data (identity verification, anti-money laundering and sanctions screening results)

For guarantors, we may also collect:

• Financial information (income, bank details, credit history)
• Credit check results
• Relationship to the tenant
• Evidence of ownership (e.g. title deeds or official copies)
• Mortgage information
• Land Registry or title register information

3. How We Collect Your Data

We collect personal data from:

• You directly (applications, agreements, communications)
• Letting or managing agents
• Tenant and guarantor referencing agencies
• Referencing and credit agencies
• Identity verification providers
• Public records (e.g. electoral roll, sanctions lists)

4. Lawful Basis for Processing

We process your personal data under the following legal bases:

• Contract – to enter into and manage tenancy and guarantor agreements
• Legal obligation – to comply with landlord and regulatory requirements
• Legitimate interests – for property and tenancy management
• Consent – where required for specific checks (e.g. credit referencing activities)

This includes compliance with obligations relating to financial crime prevention.

5. How We Use Your Data

We use personal data relating to tenants and guarantors to:

• Assess suitability and affordability
• Conduct referencing and credit checks
• Verify Identity and financial standing
• Carry out anti-money laundering (AML) and sanctions checks
• Enter into tenancy and guarantor agreements
• Enforce tenancy obligations (including rent recovery where necessary)
• Manage rent payments and arrears
• Communicate regarding the tenancy
• Comply with legal and regulatory obligations
• Guarantors – Recover unpaid rent or other sums if the tenant defaults

6. Anti-Money Laundering (AML) and Sanctions Checks

We may carry out checks to verify your identity and assess financial crime risk, including:

• Identity verification checks
• Screening against UK and international sanctions lists
• Politically exposed person (PEP) checks where relevant
• Fraud prevention checks

Sources of Data:

• Information you provide
• Credit reference and identity verification agencies
• Publicly available registers and sanctions lists

Legal Basis:

• Legal obligation (where applicable)
• Legitimate interests in preventing fraud and financial crime

If required, we may report relevant information to authorities.

7. Sharing Your Data

We may share your personal data with:

• Letting and managing agents
• Referencing and credit check providers
• Identity verification and AML screening providers
• Contractors and maintenance providers
• Deposit protection schemes
• Professional advisers (legal, accounting, debt recovery)
• Regulatory authorities, law enforcement or government bodies

Guarantor information may be used where necessary to enforce tenancy obligations.

All third parties are required to handle your data securely and in accordance with data protection law.

8. Use of Cloud Software and Data Processors

We use third-party cloud-based systems to store and manage personal data, including:

• Property management platforms
• Cloud storage providers
• Email and communication systems
• Accounting and payment software

These providers act as data processors on our behalf. We ensure that:

• They only process data on our instructions
• Appropriate security measures are in place
• Data processing agreements are established

Where data is transferred outside the UK, appropriate safeguards are implemented.

9. CCTV in Common Areas

We may operate CCTV systems in shared or external areas of our properties for:

• Crime prevention and detection
• Tenant and visitor safety
• Protection of property

Key Points:

• CCTV is never installed in private areas excluding lounge and dining areas
• Clear signage is displayed where CCTV operates
• Access to footage is restricted

Use of Footage:

• Monitoring safety and security
• Investigating incidents
• Sharing with law enforcement where required

Retention:

• Footage is generally retained for up to 30 days, unless required longer

You may request access to footage in which you appear, subject to legal limitations.

10. Mobile Phone and Communications Data

We may process personal data through communications such as:

• Phone calls
• Text messages (SMS)
• Messaging apps (e.g. WhatsApp)
• Voicemail
• Guarantors – we will only contact you in relation to the tenancy or your role as a guarantor

This may include:

• Phone numbers
• Call logs (date, time, duration)
• Message content relevant to tenancy matters

Purpose:

• Managing tenancies and guarantor obligations
• Arranging repairs or access
• Handling enquiries and emergencies

We do not use your contact details for marketing without your consent.

11. Data Retention

We retain personal data only as long as necessary:

• During the tenancy and any guarantor obligations
• For up to 6 years after the tenancy ends (or longer where required for legal claims involving guarantors)

AML related data may be retained where required for compliance or legal purposes.

12. Data Security

We implement appropriate technical and organisational measures, including:

• Secure digital storage systems
• Restricted access
• Password protection and encryption where appropriate
• Secure handling of physical records
• Our website has an SSL certificate(Secure Sockets Layer) which is an encryption technology that creates a secure connection between the server and this website is hosted on the visitors browser.  It allows the information to be protected during the transmission between the two and not be intercepted by hackers.
• In addition the server and the website have separate firewalls and the site is backed up regularly.

13. Third Party Websites

• The website contains links to other websites. We are not responsible for the privacy notices or practices of third party websites.

14. International Data Transfers

Our server may not be in the same country as you or us. And from time to time, we may choose to host the site on a server anywhere in the world. At present our server is in the UK.

In addition, personal information that you submit for publication on the website will be published on the internet and may be available, via the internet, around the world.  We cannot prevent the use or misuse of such information by others.

15. Your Rights

You have the right to:

• Access your personal data
• Correct inaccurate data
• Request deletion of your data
• Restrict or object to processing
• Request data portability
• Withdraw consent (where applicable)

Requests should be made via the contact details below.

You also have the right to lodge a complaint with the Information Commissioner’s Office whose website is https://ico.org.uk.

16. Data Minimisation and Monitoring

We ensure that:

• Only necessary personal data is collected
• Monitoring (including CCTV and AML checks) is proportionate
• Privacy is respected at all times

17. Consequences of Not Providing Data

If you do not provide the requested information, we may be unable to:

• Proceed with the tenancy
• Enter into a guarantor agreement

18. Changes to This Policy

We may update this policy from time to time. The latest version will be available upon request.

19. Contact Details

For any questions or data requests, please write to us by email and it will be dealt with by the Sata Controller, namely Farefield Properties Ltd.

Farefield Properties Ltd

[email protected]

01905 420 605

PO Box 17, Kinnersley HR3 6WY