General Legal & Regulatory Information

Privacy Notice for Tenants and Occupiers

This notice explains how Fairplay Advisory Limited collects, uses and protects personal information about tenants, occupiers and applicants of the properties we manage, and what rights you have.

1. Who we are

Fairplay Advisory Limited (company number 12088015), 58 Jessica House, 10 Red Lion Square, London SW18 4RD, is a managing agent acting on behalf of residential landlords. We are registered with the Information Commissioner's Office (ICO) as a data controller under registration number ZC032202.

Your landlord is also responsible for your personal information in relation to your tenancy. For any question about this notice or your information, please contact Alina Tavasiti, Director, at at@fairplayadvisory.co.uk.

2. The information we hold

•  Identity and contact details: names, email addresses, phone numbers, current and previous addresses, and emergency contact details you give us.

•  Tenancy details: your tenancy agreement, rent amount and payment history, deposit and deposit protection records, and notices given or received.

•  Checks at the start of a tenancy: right to rent checks, identity documents, references, and referencing or credit checks where these were carried out.

•  Property management records: repair and maintenance reports, inspection notes and photographs, access arrangements, and correspondence with you.

•  Information you choose to share: for example, about other people living in the property, or circumstances that affect how we should contact you or carry out works. We only hold sensitive information (such as health information) where you provide it and it is needed, and we treat it with extra care.

3. Where we get it from

Mostly from you. We may also receive information from your landlord, a previous managing agent, referees and referencing agencies, the Deposit Protection Service (DPS), the local authority, and contractors who attend the property.

4. Why we use it and our lawful basis

•  To manage your tenancy (contract): rent and arrears administration, repairs and maintenance, inspections, renewals, notices, and the end of the tenancy.

•  To meet legal obligations (legal obligation): deposit protection, right to rent, property licensing conditions, gas and electrical safety, providing information to the local authority, HMRC and other bodies where required.

•  To run our business properly (legitimate interests): keeping accurate records of the tenancy and correspondence, dealing with complaints and disputes, and protecting the landlord's and our legal position.

•  Where you have agreed (consent): for anything not covered above. You can withdraw consent at any time.

5. Who we share it with

We only share what is needed for the purpose. This may include:

•  your landlord;

•  contractors and tradespeople, so they can arrange access and carry out works;

•  the Deposit Protection Service and any deposit dispute service;

•  the local authority, for example for property licensing and council tax;

•  utility suppliers, when occupiers change;

•  our Property Redress Scheme, if you raise a complaint with them;

•  professional advisers such as solicitors and accountants, and courts or tribunals where necessary;

•  IT and software providers who host our email, files and accounting records; and

•  the police, regulators or other public bodies where the law requires it.

We never sell your personal information or use it for marketing.

Some of our IT providers may store data outside the UK. Where they do, we make sure appropriate safeguards are in place, as UK data protection law requires.

6. How long we keep it

•  Tenancy, rent and deposit records: six years after the tenancy ends.

•  Right to rent records: for the length of the tenancy and one year after it ends.

•  Information given to tenants under property licensing conditions: at least five years.

•  Information about applicants who do not go on to rent: up to six months.

Correspondence sent to email addresses previously used for managing your property is archived securely and kept on the same basis. After these periods, we delete or securely destroy the information unless the law requires us to keep it longer.

7. Keeping it secure

We keep your information in password-protected systems with access limited to those who need it, and we expect our contractors and providers to protect it to the same standard.

8. Your rights

You have the right to:

•  ask for a copy of the information we hold about you;

•  ask us to correct information that is wrong or incomplete;

•  ask us to delete information, or to restrict how we use it, in certain circumstances;

•  object to us using your information on the basis of legitimate interests;

•  ask for information you gave us to be transferred to you or another organisation in a usable format; and

•  withdraw consent where we rely on it.

To make a request, email at@fairplayadvisory.co.uk. There is normally no charge, and we will respond within one month.

9. Complaints

If you are unhappy with how we have handled your information, please contact us first so we can try to put it right. You can also complain to the Information Commissioner's Office at ico.org.uk/make-a-complaint or on 0303 123 1113.

10. Changes to this notice

We may update this notice from time to time. The latest version will always be available from us on request and on our website.