PRIVACY POLICY

This notice explains what information we collect, when we collect it and how we use this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.

Purpose

The purpose of this Privacy Policy is to inform you about:

The personal data we collect;
How we use the collected data;
Who has access to the data collected;
Your rights under GDPR.

This Privacy Policy applies in addition to the terms and conditions of our business operations.

Who Are We?

DKB Homes Ltd, located at 59 Castle Street, Reading, United Kingdom, RG1 7SN, takes the issue of security and data protection very seriously and strictly adheres to guidelines published in the General Data Protection Regulation (EU) 2016/679 (GDPR) and the Data Protection Act 2018. Our Data Protection Officer can be contacted via hello@dkbhomes.co.uk.

How We Collect Information from You and What Information We Collect

We collect personal data about you from:

Your application for accommodation;
Website Forms;
Survey Forms;
Social Media;
Email;
Property advertising sites like SpareRoom, OpenRent, and similar sites.

personal data we collect

We only collect data that helps us achieve the purposes set out in this Privacy Policy. We will not collect any additional data without notifying you first.

The data we collect includes:

First name and last name
Email address
Phone number
Address

This data may be collected through:

Website Forms
Survey Forms
Social Media
Email
Property advertising sites like SpareRoom or OpenRent and similar sites

We collect the following information about you:

Prospective tenants and/or guarantor names, email address, date of birth, address (including any previous addresses, relationship to other prospective tenants, employment status, name of university or college where you are studying (if applicable);
Tenant name, email address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin, name of university or college where you are studying (if applicable), the name of friends that you are staying with (if applicable);
Guarantor name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin (if applicable);
The employment status of tenants and/or guarantors, address, contact details (including email, phone and fax numbers) of the employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received;
Bank account details of the tenant and prospective tenants, including account number and sort code, and any hire purchase/loan agreements/credit cards or store cards that you have; and
Any welfare benefits that you may be eligible for, or are currently on.

Why We Need This Information and How It Will Be Used

We need your information to:

To undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;
To enable us to supply you with the services and information which you have requested;
To help you to manage your tenancy;
To carry out due diligence on any prospective tenant and/or guarantor, including whether there is any money judgements against them, or any history of bankruptcy or insolvency;
To analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;
To contact you in order to send you details of any changes to our suppliers which may affect you; and
For all other purposes consistent with the proper performance of our operations and business.

Sharing of Your Information

The information you provide to us will be treated as confidential. However, we may share your data with:

Employees and members of our organisation who need access for the purposes outlined;
Our virtual assistants who assist us remotely;
Third parties for due diligence, debt recovery, or tenancy-related legal obligations;
Relevant local authorities, tenancy deposit scheme administrators, service/utility providers, or other relevant persons in connection with your tenancy.

We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:

If we enter into a joint venture with or merge with a business entity, your information may be disclosed to our new business partners or owners;
To carry out due diligence on you as a prospective tenant/ guarantor, including but not limited to the carrying out of affordability checks, due diligence checks and the obtaining of references from relevant parties, whose data you have provided;
If you request so, your information shall be disclosed in order to determine if there are any money judgements against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency;
If you are unable to make payments under your tenancy, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a tenant; and
In the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this.

Unless required to do so by law, I/we will not otherwise share, sell or distribute any of the information you provide to me/ us without your consent.

Transfers Outside the UK and Europe

We may transfer your information outside the UK and/or EEA, including to our virtual assistants who work remotely. When we transfer personal data, we ensure that there are adequate safeguards in place, such as binding corporate rules or standard data protection contractual clauses.

Security

We take steps to ensure that your personal information is kept secure and safe. This includes employing appropriate technical measures to protect your data from unauthorized access, alteration, disclosure, or destruction.

How Long We Will Keep Your Information

We will retain your personal data only as long as necessary for the relevant activity or as required by law. Our full retention schedule is available upon request by contacting us at hello@dkbhomes.co.uk.

Your Rights

You have the right at any time to:

Ask for a copy of the information about you held by us in my records;
Require us to correct any inaccuracies in your information;
Make a request to us to delete what personal data of yours I/ we hold; and
Object to receiving any marketing communications from me/ us.

If you wish to exercise any of your rights, please contact us at hello@dkbhomes.co.uk.

Complaints

If you have concerns about how we process your personal data, please contact us at the address provided. You may also contact the Information Commissioner’s Office in the UK or the relevant Data Protection Authority in your country.

Modifications

This Privacy Policy may be amended to comply with legal requirements or reflect changes in our data processing practices. We recommend reviewing this Policy periodically. Significant changes will be notified by email.

Should you wish to complain about the use of your information, I/ we would ask that you contact me/ us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to my/ our use of your information. The Information Commissioner’s contact details are noted below:

England:

Information Commissioner's Office

Wycliffe House, Water Lane

Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113

Email: casework@ico.org.uk

Scotland:

The Information Commissioner’s Office – Scotland

Queen Elizabeth House, Sibbald Walk

Edinburgh, EH8 8FT

Telephone: 0303 123 1115

Email: Scotland@ico.org.uk