Privacy Notice

What data do we collect?

In order to arrange a viewing on your behalf, respond to a message you send us or email you our E-Newsletter, we require the following bits of information from you;

Arrange Viewing / Send a Message

• Name
• Telephone Number
• Email Address

E-Newsletter

• Name
• Email Address

How we use your personal information

We will only use your personal information for the following purposes;

1. Contacting you in relation to your viewing request. Such as; arranging a time, rescheduling viewing appointment, confirming your interest in the property
2. Providing details to solicitors as part of a due diligence processes in the event of any claim made in relation to the viewing
3. If legally required – we will pass on personal data or sensitive data to law enforcement authorities
4. Send out requested property and company information via the E-Newsletter for marketing and communication purposes
5. Internal Record Keeping

Sharing of personal data

Tyneside Lettings Company Ltd (TLC) operates within a group of companies operated by Tyneside Group Ltd (TGL). The registered office of both companies is Picton Manor, Ellison Place, Newcastle upon Tyne. TLC contracts the processing of any personal data to TGL. This means that when your data is collected, it is passed over to the secure data protection policies, procedures and systems owned and run by Tyneside Group Ltd.

We will not sell or distribute your personal data to any third parties, for marketing or advertising purposes, outside of our Tyneside Group Companies.

How long do we retain your personal information?

The reason why we process your personal data is to enable us to 1) arrange a viewing on your behalf, 2) respond to a message you send us and/or 3) send our E-Newsletter which you have consented to. We also have legitimate interests in storing your data for 5 years post viewing, in the event of any potential civil claim regarding a viewing. After this period your personal data is destroyed.

Any personal information given in relation to your subscription to our E-Newsletter will be destroyed if we receive notification from you that you would like to unsubscribe from that service.

Your rights in relation to your personal data

You have rights under the General Data Protection Regulations 2018, these include (not limited to);

1. Right to be informed: this includes the purposes of processing your data, why we retain your data and who we share it with
2. Access: you can request a copy of the data that we hold about you, following our Subject Access Request Procedure
3. Right to Rectification: to amend any inaccuracies in your personal data (for example, if you have changed name or contact details)
4. Right to Erasure; where there is no compelling reason for its continued processing, you can request that your personal data is erased. However, this doesn’t apply to all data in all circumstances

For more information about your rights in relation to your personal data, please read the Information Commissioner’s Office website (www.ico.org.uk) or contact our Data Protection Adviser, Ruth Kalbraier, at ruth@tynesidegroup.com.

What security measures are in place to protect your personal data?

Across Tyneside Group Ltd, employees are required to follow security policies and procedures to protect your data on a day-to-day basis. We operate a ‘restricted access’ policy on all personal data that we process, so only those who need access to the data are able to access it. Personal data is only ever used in accordance with this Privacy Notice and we will not provide your data to any third party which is not listed in this statement.

Tyneside Group Ltd stores personal data manually in locked filing cupboards and on secure internal IT systems, protected by an up-to-date Cyberoam Firewall device. Our internal servers are backed-up on to our Cloud, which is stored in data centres in England.

How to contact us

If you have any questions or concerns in relation to this Privacy Notice please contact our Data Protection Adviser, Ruth Kalbraier, at ruth@tynesidegroup.com or Tyneside Group Ltd, Picton Manor, Ellison Place, Newcastle upon Tyne.

This policy is applicable from 25th May 2018 and is reviewed annually.