Privacy Policy
Last Updated: 12/05/2018
We are required under data protection legislation to notify you of the information contained in this notice.
It is important that you read this notice, together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal information about you, so you are aware of how and why we are using such information.
This Privacy Notice tells you what data we collect, why we collect it and what we do with it. You can also find information on the rights you have to manage your data.
· Data protection principles
· Who we are
· The Data Controller
· How we use your information
· Data sharing and data storage
· How long we will keep your information
· Marketing
· Your rights in connection with personal data
· Contacting us about your data
· The General Data Protection Regulation (GDPR)
Data protection principles
We will comply with data protection law. This says that the personal data we hold about you must be:
1. Used lawfully, fairly and in a transparent way.
2. Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
3. Relevant to the purposes we have told you about and limited only for those purposes.
4. Accurate and kept up to date.
5. Kept only as long is necessary for the purposes we have told you about.
6. Kept securely.
Who we are
We are Diligent Business Group Limited ("we", "us" or "our") operating as Diligent.
The following notice sets out how we will use and protect your personal data. We are committed to protecting your information and ensure that all policies and procedures followed are done so in accordance with the principles of the Data Protection Legislation.
The Data Controller
The Data Controller is a person or organisation that determines the purposes and the manner in which any personal data is processed. We are the Data Controller for all activities carried out by Diligent. We are responsible for deciding how we hold and use your personal information.
How we use your information
We will only use your information when the law allows us to. Most commonly, we will use your personal information in the following circumstances:
1. Where we need to perform the contract we have entered into with you.
2. Where we need to comply with a legal requirement
3. Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
We may also use your personal information in the following situations, which are likely to be rare:
1. Where we need to protect your interests (or someone else’s interests).
2. Where it is needed in the public interest (or for official purposes).
Tenant referencing services
We collect information on the party being referenced through our online or paper-based tenancy application form. We may sometimes collect additional information regarding additional referees from third parties to perform other background checks throughout the application process. If you are being referenced the personal data we collect will include your name, home address information, date of birth, telephone number, email address, employment details and financial circumstances. The lawful basis for processing by Diligent for tenant referencing is that of Legitimate Interest.
Rent and Legal Protection
If we provide Legal or Rent & Legal protection, including proposals for you, we will collect your information on the lawful basis of Legitimate Interest. The personal data we collect will include your name, address, and email address.
Agency business accounts (letting agents, estate agents, brokers or affiliates)
If we provide an Agency Account to you, so as to reference your tenants and providing you with Legal and Rent & Legal protection, we will collect the information of your business and staff members on the basis of our contractual relationships. The personal data we collect will include your name, address, work telephone number and work email address.
Data sharing and data storage
A third party data processor is defined under GDPR as, “a natural or legal person or organisation which processes personal data on behalf of a controller.” This essentially means any third party who processes personal data on behalf of Diligent Business Group Limited. We may have to share your data with third parties, including third-party process providers engaged to process work on our behalf. Diligent requires these third-party process providers to agree to process this information based on our instructions and the requirements consistent with this Privacy Notice and GDPR. We may transfer your personal data outside of the EU.
Why might you share my personal data with third parties?
We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.
Which third party data processors process my personal information?
The following activities are carried out by third-party data processors: IT services, credit checking, postcode validation, pdf conversion, telephony and fax services, accountancy and legal services, Companies House data servicesand datashredding.
What about other third parties?
We may need to share your personal information with a regulator or to otherwise comply with the law. We may also share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business.
Data storage
Data is held in the United Kingdom using different (multiple) servers. Diligent Business Group Limited does not store personal data outside of the EEA.
How long we will keep your information
Tenant referencing, Legal and Rent & Legal protection& Agency business accounts
All our records will be held for a period of not less than six years in accordance with HMRC VAT requirements. In addition, this period also allows the records to be used in any potential legal claims or in relation to complaints.
Marketing
You are in control of how we use your information for marketing. We will only contact you if you have agreed it’s okay or we have established a legitimate interest in doing so.
Your rights in connection with personal data
You have a number of rights relating to your information e.g. to see what we hold, ask us to update incorrect or incomplete details, to object to or restrict processing of it or to make a complaint.
· At any time, you can request a copy of all personal data held by Diligent, along with details of the processing undertaken and any 3rd parties with whom the data is shared with. This information will be provided to you free of charge and within a month of the request being received.
· Should we, at any time, process data which is incorrect, you have the right to request this be rectified free of charge and within a month of the request being received. Where the data has been shared with 3rd parties we will take appropriate steps to ensure they are updated with the correct information.
· If at any time, our processing causes unwarranted and substantial damage or distress to you, you can request for us to delete your information. This is known as the right to be forgotten. Any request received will be assessed on a case by case basis and any actions we take will be confirmed to you in writing.
· You can object to any processing being undertaken by us, however, some products and services require an element of processing for these to be provided. Where the objection relates to marketing activity, you will be able to object easily via the method of which the marketing is provided to you.
· Where you have provided your personal data on the basis of consent, you can withdraw this consent at any time. Where you withdraw your consent, and there is no lawful basis to continue processing your data we will cease the processing immediately.
If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please us the “Contacting Us” information below.
What we may need from you.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
Contacting us
Should you have any queries, concerns, or even complaints, about how we have processed your information you can raise these directly to our Data Protection Officer using any of the following methods:
Post: Graham Sandley, 1 Crossfield Chambers, Gladbeck Way, Enfield EN2 7HT
Email: gs@diligentservices.co.uk
Any complaints raised will be investigated thoroughly and a full detailed response provided to you. If you remain unhappy with the outcome of your complaint you have the right to raise this further with the Information Commissioner’s Office (ICO). The ICO can be contacted via any of the following methods:
Post: ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113
Email: casework@ico.org.uk
The General Data Protection Regulation (GDPR)
For more information regarding GDPR, please click on the following links below to read the guidelines and information published by the Information Commissioner's Officer: