PRIVACY POLICY & NOTICE

This is the privacy notice of The Carrington Partnership. In this document, "we" or "us" refers to The Carrington Partnership.


Our registered office is 240 Wellington Road South, Stockport, Cheshire SK2 6NW

This notice advises our policy on all information that we record about you. It covers both information that could identify you and information that could not.

We are committed to protecting your privacy and confidentiality at all times. We understand that our clients need to be assured that their data will not be used for any purpose unintended by them, and will not accidentally fall into the hands of a third party. We will never rent, sell or otherwise disclose any of your information to any person outside our business.

Our policy is both specific and strict. It complies with UK law. If you do have any concerns, however, please contact us.

Below we have detailed the information we collect from you in order to provide the services we offer and the reasons why it is necessary to collect it.

1. Identification and contact information
When you enquire or register for services with The Carrington Partnership, we may collect

personal information from you including:

  Information we collect directly from you, either by telephone, face to face, or email or electronic communications such as messaging or through the internet.
  Information we collect when you visit our website
  Information provided to us by third parties.
  Information from sources available to the public eg. Land Registry

The information we obtain will depend on the services you are seeking from The Carrington Partnership. Here are some examples of the information we may collect from you directly:

Name
Date of Birth
Email Address
Postal Address
Telephone Number
Financial Information such as earnings and outgoings Payment information eg. Credit card and bank account details Your preferences regarding marketing and communication.

In addition, we may if necessary, request additional information which is relevant to the specific service you require from our company.

Information we collect from third parties

We collect data from Third Parties such as social networks, fraud prevention agencies, public information services e.g. Land Registry. Sometimes we are required by law to do so or we may need to do this for our business needs but we will only do so with your authority. Examples are credit reference agencies, previous landlords, banks, employers, accountants, solicitors to verify previous financial history and income levels etc.

The collation of the above information is used:

to provide you with the services which you request; for verifying your identity for security purposes;
for marketing our services and products;

In addition, information which does not identify any individual may be used in a general way by us or third parties, to provide ways to improve our service, for example relating to demographics or marketing strategies.

We may contact you via post, email, telephone or text for these purposes. If you do not want to receive communications from us any longer, you may opt out by emailing us at:

info@carringtonpartnership.com

WE MAY SHARE THIS INFORMATION WITH:

HMRC Regulators and other authorities
Credit Reference Agencies
Tenancy Deposit Schemes
Employees of our company
Fraud Prevention Agencies
Any party linked to you (e.g. Joint tenant, guarantor, landlord (for those opting for our “Let Only”

service)
Workmen needing access to your home
Companies you ask us to share data with (e.g. Tenant Referencing Agencies, Tenant Shop)
Utility Companies and council tax office
Future landlords and letting agents who contact us for a reference at the end of a tenancy
Insurance Companies in the event of an insurance claim ensuing.
Debt collection agencies and acting solicitors.

Where information is shared with third parties, we only provide them with the information they need to perform the service we request. We contractually require them to security protect information we provide and not do so for any other purpose.

We also provide a link from Google Maps to show the location of our properties on our website. If you click on this link and enter your post code to obtain directions, you are bound by the Google Maps / Google Earth Additional Terms of Service https://maps.google.com/help/terms_maps.html including the Google Privacy Policy https://www.google.com/intl/ALL/policies/privacy/index.html.

2. How we use your information
Below are examples of how we use the information we collect:

To confirm your identity and register you.
To deliver a full lettings service for landlords, tenants and prospective tenants.
To deliver a property management service
To arrange protection services if required
To process payments for our services
To deliver a full accounting service for lettings
To protect against and prevent fraud, unauthorised transactions, money laundering, tax

evasion, claims, risk management, integrity, compliance and security of business

transactions.
To process insurance claims as and when necessary.
To provide details to you of the services we offer and to keep you up to date with new laws and legislation regarding the lettings industry.
To compile business directories.
To evaluate and monitor the services we offer in order to improve customer service.
To ascertain your suitability for employment (where appropriate)
3. Communication

We will send you service related communications. These will be either via email or through the post. We may also telephone you or send you SMS messages which may include automated SMS reminders for valuations, viewings or property inspections.

We give you choices about how we communicate promotions and offer them to you.

We may also contact you in order to provide you with information about our products and services which we believe may be of interest to you and which relate to your needs.

You can stop receiving promotional email message from The Carrington Partnership by following the opt-out or unsubscribe instructions provided in any marketing material you receive.

4. Market place information

When we obtain information from you specifically to enable you to use or buy a service offered by The Carrington Partnership, we assume that in giving us your information, you are also giving us permission to pass it to the relevant person that would deal with it on your behalf.

5. Your domain name and e-mail address

Your domain name and e-mail address are recognised by our servers and the pages that you visit are recorded

We shall not under any circumstances divulge your e-mail address to any person who is not an employee or contractor of ours and who does not need to know, either generally or specifically.

This information is used:
 to correspond with you or deal with you as you expect;
  in a collective way not referable to any particular individual, for the purpose of quality control and improvement of our site;
  to send you news about the services to which you have signed up;
  to tell you about other services available through our company;

6. Information you send to us.

Information you send to us is stored on our servers. That information is only used by The Carrington Partnership and would never be passed to any third parties for marketing purposes.

7. Website usage information

We may use software embedded in our website (such as JavaScript) to collect information about which pages you view and how you reach them, what you do when you visit a page, the length of time you remain on the page, and how we perform in providing content to you.

8. Card Payment Transactions.

Payments due to The Carrington Partnership can be paid by debit card by using a virtual terminal in our office via World Pay. If you make a payment over the phone or within our office, the details are entered directly on to the World Pay site immediately at the time of the transaction. They are never written down or entered onto any of our computer systems, recorded or stored in any format whatsoever. We are PCI compliant via Safer Payments and have to pass an annual compliance test to prove that we handle transactions securely on your behalf. Calls are not recorded.

9. Payments from Bank Accounts

When you complete a standing order form, the information you have given to us is passed to your own bank for processing according to our instructions. We do keep a copy. Rent is collected by Standing Order and only “you” can cancel or change this mandate once it is in place.

10. Credit reference

We will share information with Credit Reference Agencies and they will provide an automated decision and provide a credit score to determinate whether or not we are able to offer a tenancy or product.

Using a third party to do this helps us to make fair, unbiased and responsible decisions. We will also take into account:
  The information you provide on the application form
  Information regarding previous financial conduct including late payments and arrears
  Public records such as fraud record information and insolvency records

We do this for the following reasons:
To combat fraud
To ensure that the information you have provided is correct
To assess affordability
To track and recover debts
NB On
can ask them to break the link, but you usually have to prove that you no longer have a link with them.

IF YOU DO NOT PROVIDE DATA WE MAY NOT BE ABLE TO OFFER YOU A TENANCY

11. Lawful basis of processing

The Carrington Partnership processes your information under any of the following lawful conditions:

Performance of a contract – this is where the collection and processing of your data is necessary for the performance of a contact with you, or in order to take steps at your request prior to entering into a contact.
Legal Obligation – this is where the collection and processing of your data is necessary for the compliance with a legal obligation, for example verification of identity and fraud protection.
Consent – where we process information under consent we will seek your clear and unambiguous consent before we process your data for example to receive marketing information.
Legitimate Interest – Some information is processed by The Carrington Partnership as part of its legitimate interests which include: Fraud, risk assessment, due diligence, network and information security, suppressions and managing opting out of communications, profiling, direct marketing, monitoring, web analytics, cloud storage, acquisitions, updating customer details, lettings and other core products and services provided by the data controller
a joint tenancy, credit reference agencies may link your data to other joint tenants. 

12. Business and personal information

This includes all information given to us in the course of your business and ours, such as information you give us in your capacity as our client. We undertake to preserve the confidentiality of the information and of the terms of our relationship. It is not used for any other purpose. We expect you to reciprocate this policy.

We keep information which forms part of our business record for as long as you are a client and for up to six years thereafter. We will keep the data for the following reasons:

To respond to questions or complaints or
To show why we have treated you fairly or
For historical research and statistical purposes or In the case of legal action of any kind.
To provide information to tax collecting authorities.

13. Other Scenarios

We may transfer or process your personal information in the following circumstances:

  If we receive your instructions to transfer the letting / management of your property to another agent.
  To enforce our terms and conditions
  When required by law and / or government authorities
  When requested by The Property Ombudsman Service or any other consumer ombudsman or trade association

14. Cookies

Cookies are small text files that are placed on your computer's hard drive through your web browser when you visit any web site. They are widely used to make web sites work, or work more efficiently, as well as to provide information to the owners of the site.

Like all other users of cookies, we may request the return of information from your computer when your browser requests a web page from our server. Cookies enable our web server to identify you to us, and to track your actions and the pages you visit while you use our website. The cookies we use may last for a single visit to our site (they are deleted from your computer when you close your browser), or may remain on your computer until you delete them or until a defined period of time has passed.
Although your browser software enables you to disable cookies, we recommend that you allow the use of cookies in order to take advantage of the features of our website that rely on their use. If you prevent their use, you will not be able to use all the functionality of our website.

15. Calling our office

When you call our office, your telephone number is displayed on our telephone screen unless the number is withheld. Calls are not recorded.

16. Complaints

When we receive a complaint, we record all the information you have given to us. We use that information to resolve your complaint. If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and, if we do, what that information is.

We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.

17. Disclosure to Government and their agencies

We are subject to the law like everyone else. We may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order or Her Majesty’s Revenue and Customs Services.

18. Review or update personally identifiable information

At any time you may review or update the personally identifiable information that we hold about you by contacting us at the address below. To better safeguard your information, we will also take reasonable steps to verify your identity before granting access or making corrections to your information.

Joanne Carrington is the data controller.

Contact Details: The Carrington Partnership 240 Wellington Road South,

Stockport, Cheshire SK2 6NW

Tel: 0161 480 0099 Email: info@carringtonpartnership.com

VITAL INTERESTS – We can pass on details in an emergency e.g. Medical care if you are physically or legally incapable of giving consent.

FEES – We will supply a copy of information free of charge. We can charge a reasonable fee when a request is manifestly unfounded, or excessive particularly if it is repetitive. We may charge a fee where we have already supplied the information.

We must supply information without delay and in any event within one month. This can be extended by up to 2 months if, during that month, the request is considered complex and/or numerous, and if we do, we have to explain why.

WE MUST VERIFY THE IDENTITY OF THE PERSON MAKING THE REQUEST USING “REASONABLE MEANS”.

DATA PROTECTION IMPACT ASSESSMENT

This will allow an organisation to identify and fix problems at an early stage. Further guidance see ICO Conducting privacy impact assessment code of Practice.

19. Withdrawal of consent

You may exercise “The right to be forgotten”. There may be a legal or other reason why we need to keep or use your data. In such cases we can restrict the use of your data to legal claims or to exercise legal rights.

YOU CAN WITHDRAW CONSENT BY WRITING TO US AT:

The Carrington Partnership, 240 Wellington Road South, Stockport, Cheshire SK2 6NW

YOU CAN COMPLAIN TO US IF YOU ARE UNHAPPY WITH HOW WE HAVE USED YOUR PERSONAL DATA AT:

The Carrington Partnership, 240 Wellington Road South, Stockport, Cheshire SK2 6NW

YOU CAN ALSO COMPLAIN TO THE INFORMATION COMMISSIONERS OFFICE AT WWW.ICO.ORG.UK SEE “HOW TO REPORT A CONCERN” ON THEIR WEBSITE.

20. Sale or Acquisition

In the event that we sell any part or all of the business or assets, we may have to disclose your personal data to the acquirer of such business or assets. If our company or our assets are acquired by a third party, personal data held by us about you will be transferred to the acquirer in order that they may continue to provide the service you have requested. They will be legally obliged to continue to protect your data and to only use it for the purposes originally agreed.

21. Your Statutory Rights

With regards to the personal information we collect you have the right to:

  Request that we provide a copy of the information we hold about you
  Request that we correct your personal information
  Withdraw your consent. Where you have provided consent for us processing your personal data,

you may withdraw this at any time. If you withdraw your consent, your previous consent will remain valid in relation to our use of your data in relation to goods or services we are still contracted to provide.
Once you have withdrawn your consent to stop receiving promotional email, phone, text or postal messages from The Carrington Partnership as quickly as practicable (around 7 working days). We will keep information for recording keeping purposes to ensure we fulfil your request not to send any further promotional communications.
  Request that we restrict the use of your personal data.
  Object to the use of your personal data
  Object to an automated decision
  Contact the Information Commissioner’s Office to lodge a complaint about the way we have used your personal information.

22. Privacy for Minors

Our Tenancy Application forms request information relating to the names and ages of your children in order for us to confirm that the property you have chosen meets your needs and that of your family. We do not offer any products or services to children.

23. Links to Other Websites

If any direct links are included either on our website or our marketing materials for your convenience and information, these will operate independently and will have their own privacy policies and notices. We do not accept any responsibility for their content, data or their handling of your personal information.

24. Updates to our Privacy Policy

We reserve the right to review and update our Privacy Policy periodically and will send you an amended copy when this happens.