Privacy Policy

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AMSTRAN PROPERTIES LTD – PRIVACY NOTICE

1. Who We Are

Amstran Properties Ltd (“we”, “us”, “our”) is the data controller responsible for your personal data.

We are registered with the Information Commissioner’s Office (ICO) under registration number: ZA602584.

We process personal data in accordance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

If you have any questions about this notice or how we handle your data, please contact us at: info@amstranassets.co.uk

2. What Personal Data We Collect

Identity and Contact Data:
- Name, date of birth, phone number, email address
- Current and previous addresses
- Identification documents (e.g. passport, driving licence)

Financial and Employment Data:
- Employment details and income
- Bank details
- Credit history and referencing information

Tenancy Data:
- Tenancy agreements and history
- Rent payments, arrears and account records
- Records of maintenance requests and property inspections
- Communications between you and us

Technical and Usage Data:
- CCTV footage in communal areas (where applicable)
- Communications via email, phone, or messaging platforms (including WhatsApp)

3. How We Use Your Data and Lawful Basis

Assessing tenancy applications and carrying out referencing – Legitimate interests
Entering into and managing tenancy agreements – Contractual necessity
Rent collection and arrears recovery – Legitimate interests
Compliance with legal obligations – Legal obligation
Property management, maintenance and safety – Legitimate interests
Fraud prevention and security (including CCTV where applicable) – Legitimate interests

4. Data Sources

We may obtain your personal data from:
- You directly
- Employers and referees
- Previous landlords or letting agents
- Credit reference agencies
- Third-party referencing providers

5. Data Sharing

Service Providers (Processors):
- Referencing providers
- IT and cloud storage providers
- Maintenance contractors and property service providers

Independent Organisations (Controllers):
- Tenancy deposit protection schemes
- Credit reference agencies
- Debt recovery agencies
- Legal advisers and courts
- Regulatory or law enforcement authorities where required

6. International Transfers

Some of our service providers may process personal data outside the UK.

Where this occurs, we ensure appropriate safeguards are in place, such as:
- UK adequacy regulations, or
- Standard Contractual Clauses (SCCs)

7. Data Retention

Unsuccessful applicants: up to 6 months
Tenants: duration of tenancy plus 6 years
Financial records: 6 years (legal requirement)
CCTV footage: typically up to 30 days, unless required for investigation or legal purposes

8. Your Rights

You have the right to access, rectify, erase, restrict or object to processing of your personal data, and to lodge a complaint with the ICO.

To exercise your rights, please contact us using the details above.

9. Confidential References

Where references are obtained from third parties, certain information may be provided in confidence.

Disclosure may be limited where permitted by law.

10. CCTV and Monitoring

CCTV may be in operation in communal areas for security, property management, and compliance purposes.

CCTV is not used in private areas such as bedrooms or bathrooms.

Access to footage is restricted and recordings are only reviewed where necessary.

11. Automated Decision-Making

We do not make decisions based solely on automated processing. All tenancy decisions involve human review.

12. Updates to This Privacy Notice

We may update this Privacy Notice from time to time. The latest version will always be available on our website.