To provide the Service we (flatfair Limited) collect personal information of Users via our website and web portal (through which you sign up for the Service), by email and telephone, and sometimes by other methods.
The legal basis for the processing of the personal data provided under the General Data Protection Regulation
(GDPR) is primarily that it is necessary preparation for or needed for the provision of the Resolve platform.
The information we collect may include:
Tenants
- Name, email address, residential address, telephone number, nationality, date of birth, marital status, income level (requested, or calculated from level of rent), employment information.
- Rental information including rent payment history and information regarding your financial circumstances.
Guarantors
- Name, email address, telephone number, residential address
- Information regarding the guarantee provided in respect of the tenancy
Landlords
- Name, email address, telephone number, residential address, business property address(es).
- Business property information including mortgage history and future obligations
Agents
- Name, email address, telephone number business property address
We use your information to provide the Service, including the following activities:
- Facilitating a dialogue between landlords and tenants in relation to rent arrears
- Facilitating potential solutions in relation to rent arrears, including by way of rent payment deferral plans, waivers or partial waivers
- Providing updates regarding the Service
- Continually improving our offering and user experience
If you do not provide the personal data required, we may not be able to provide the Service.
We may also use your information to send you offers of other carefully selected services that are offered by us.
Third party services and content: We may send you:
- Offers of carefully selected services that are offered by third parties
- Other information curated by third parties that may be of interest to you
You can opt out of such communications by clicking the ‘unsubscribe’ link in our emails.
You can also manage your contact options via our website if you are a registered customer.
Data aggregation: We aggregate your information with that of other users so that it can no longer be associated with you. We may share such anonymized information with third parties, including to assess user trends and better understand how users interact with Flatfair and other online brands.
Insurance: We may share your personal information on a confidential basis with our insurers, brokers and other parties involved with our insurance polices and any claims under those policies.
We will retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
You have the right to:
- Request access to your personal data (commonly known as a "data subject access request").This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you.This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your personal data.This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your erasure request for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Request restriction of processing of your personal data.This enables you to ask us to suspend the processing of your personal data in the following scenarios:
- If you want us to establish the data's accuracy.
- Where our use of the data is unlawful but you do not want us to erase it.
- Where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims.
- You have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- Request the transfer of your personal data to you or to a third party.We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.
If you have any queries relating to this Policy please direct them to us at resolve@flatfair.co.uk.
