Privacy Policy

Turner Property Limited 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”) together with any domestic laws subsequently enacted.

This privacy policy provides our tenants (“you”) with details of how Turner Property Limited (“we”, “our”, “us”, “TELL” or “the Company”) collect and process your Personal Data.

“Personal Data” means information that specifically identifies an individual or that is linked to information that identifies a specific individual.

“Processing” or “Process” means any activity involving the use of Personal Data whether that is obtaining, holding, recording or carrying out any operations on the data including organising, amending, retrieving, using, disclosing, erasing or destroying it. It includes the transmission or transferring Personal Data to third parties.

Turner Property Limited is the data controller and we are responsible for your Personal Data, including determining when, why and how your Personal Data is stored and processed. We are notified as a Data Controller with the Information Commissioner Office under registration number ZA251496. Our address is The Office, 19-28 Hillside House, Allcroft Road, Reading, Berkshire, RG1 5DJ.

Our Data Protection Officer is Lloyd Turner

Any questions or concerns relating to this policy and / or our privacy practices should be sent to Lloyd Turner at [email protected].

How we collect information from you and what information we collect

When you visit and navigate our website and when you communicate with us via our website, we will not collect personal information about you unless you provide us with information voluntarily using the website forms provided.

We might also collect information about you via:

Direct enquiries
Property Portal Enquiries (Rightmove, Zoopla, Spare Room, AFS, Stu Rents)
Application forms
Tenancy Documents (including but not limited to tenancy agreements, guarantor agreements)

We may collect the following information about you:

Your name, email address, telephone number, student or professional;
Date of Birth, address, student Id (if applicable) and right to rent documentation (this would include, but not limited to, copy of passport, visa information). We may also require additional information from you to perform a credit check (this would include, but not limited to a copy of a bank statement, payslip);
Guarantor (if applicable) name, email address, telephone number, address, proof of Id;
Property address, term, rent, deposit, utility and service responsibilities;
Your and / or your guarantor’s employment status (if applicable). The employer’s address, email address, telephone number, contact details, length of employment, salary information (including any regular overtime or commission) and any other income received;
Previous Landlord (if applicable) name, email address, telephone number
Any welfare benefits that you are currently receiving.

At the end of your tenancy agreement, your bank account details will be requested so we can arrange for any deposits to be returned. If stated in your tenancy agreement, proof of all closed utility accounts relating to the tenancy will be required before the deposit can be repaid.

It is your responsibility to ensure that the personal information you provide us is accurate, complete and up-to-date. Please email us at [email protected] to inform us of any changes, so we can amend your details accordingly.

Why we need this information about you and how it will be used:

Whenever we collect or use your personal information, we will make sure we have a lawful basis for processing your data. This will be for at least one of the following purposes:

To enable us to supply you with the services and information which you have requested;
To undertake and perform our obligations and duties to you in accordance with terms of our contract with you;
To help you to manage your tenancy;
To analyse the information we collect so that we can administer, support and improve the businesses and the services we offer;
To contact you in order to send you details of any changes to our supplies which may affect you; and
for all other purposes consistent with the proper performance of our operations and business.

Further details of the lawful basis for processing your data can be found in our ‘Tenant Data Handling’ policy which is available from our head office. A copy of this document can be requested by emailing [email protected].

Sharing of Your Information

The information you provide to us will be treated as confidential and will only be processed by third parties acting on our behalf. We may disclose your information to other third parties who act for us for the purposes set out in this policy or for purposes approved by you, including the following:

If we enter into a joint venture or merge with a business entity, your information may be disclosed to our new business partners or owner;
With our other family owned business ‘Turner Estates Lettings Ltd’ or with family members if the property you are renting is owned by them and they are shown as the Landlord on the tenancy agreement;
To carry out due diligence on you as a prospective tenant / guarantor, including but not limited to the affordability checks and the obtaining of references from relevant parties, whose data you have provided;
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
We may also disclose information about you to relevant persons, including, by way of example only, the tenancy deposit protection scheme, utility providers, the local authority, the police, your university authorities, referencing companies, our mortgage lenders, our solicitors, our insurance companies and /or our auditors

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

Your personal information will not be shared with third parties for marketing purposes.

Transfer outside the UK and Europe

We always strive to process your data within the EU/EEA. The data may however in certain situations be transferred to, and processed in, a destination outside of the EU/EEA by a supplier or subcontractor. In such cases, Turner Property Limited will take all reasonable legal, technical, and organisational measures to ensure that your data is treated securely and with an adequate level of protection compared to and in line with at least the level of protection offered within the EU/EEA.

Security

We have put in place appropriate security measures to prevent your Personal Data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. This includes, for example, firewalls, password protection and other access and authentication controls. In addition, we limit access to your Personal data to those employees, agents, contractors and other third parties who have a business need to know such data. They will only process your Personal Data on our instructions.

If we learn of a security systems breach, we will inform you of the occurrence of the breach in accordance with applicable law.

Within the Turner Property Management Team, all employees are aware of our ‘Head Office Data Protection Policy’, which is reviewed annually.

How long we will keep your information

We review our data retention periods regularly and will only hold your Personal Data for as long as is necessary to comply with our legal obligations, resolve disputes, and enforce our agreements.

Details on our tenant data retention can be found in our ‘Tenant Data Handling Policy’ which is available from our head office. A copy of this document can be requested by emailing [email protected]

CCTV

A number of our properties have CCTV in operation for the prevention of crime and for protecting the safety of our tenants. CCTV recordings will only be held for a maximum of 6 weeks.

Any requests for footage should be made in writing to Lloyd Turner at [email protected]. No footage containing images of other people will be released without formal authorisation from these people. The only exception to this rule is when the police have made the request.

Your rights

You have the right at any time to:

Ask for a copy of the information that we hold about you;
Require us to correct any inaccuracies in your information;
Make a request to us to delete what Personal Data of yours we hold;

If you would like to exercise any of your rights above please contact us at [email protected]

You will not have to pay a fee to access your Personal Data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your Personal Data (or to exercise any of your other rights). This is a security measure to ensure that Personal Data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated.

Complaints:

Should you wish to complain about the use of your information, we would ask that you contact 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 our use of your information.

IP Address and Cookies:

When you visit our website we collect additional information that does not identify you personally, but provides us with “usage data”, such as the number of visitors we receive or what pages are visited most often. We may collect information about your computer, including where available your IP address, operating system and browser type. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.

For the same reason, we may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:

To estimate our audience size and usage pattern.
To store information about your preferences, and so allow us to customise our site according to your individual interests.
To recognise you when you return to our site.
You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site.

Indemnity:

You acknowledge that you are solely responsible for the use to which you put this website and all information you obtain from it. The copyright of text and images on this website belongs to us. You may not make a permanent copy of or reproduce this website in any form. Turner Property Limited has tried to ensure that all the Content provided on the Website is correct at the time of publication. The Content is provided on an information basis only and should not be relied upon. Turner Property Limited and all contributors to this hereby disclaim to the fullest extent permitted by law all liability for any loss or damage including any consequential or indirect loss or damage incurred by you, whether arising in tort, contract or otherwise, and arising out of or in relation to or in connection with your access to, or use of, or inability to use this website.

Updates to our Privacy Policy

This Privacy Policy may be updated periodically to reflect changes in the Website or our collection and use of your Personal Data. We will notify you of any significant changes to our Privacy Policy and indicate at the beginning of the Privacy Policy when it was most recently updated.

This Policy was last updated on 17th October 2019.