Privacy Policy

We believe it is very important to respect the privacy of individuals.  This Privacy Policy explains how WJ Wooster Lettings will use the personal information that you give to us, or any that we may collect from or about you. This privacy policy covers:

•The information we collect and how we use it

•Access to your personal information

•Other websites

•Technical information, including the use of Cookies

•Data protection

•How to contact us

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THE INFORMATION WE COLLECT AND HOW WE USE IT

We collect information about you when you register with us directly or through our third-party business partners (e.g. Rightmove, Jupix, Moneypenny, and our website). Examples of the data we may hold about you could include; 

•Personal and contact details, such as title, full name, contact details, contact details history your date of birth

•Your nationality, residency and/or citizenship status together with proof of address if needed to comply with Money Laundering Regulations 2017 and your “Right to Rent” in the UK.  

•Financial details about you, such as your salary and details of your employment.

•Personal information which we obtain from Credit Reference Agencies including (for example, defaults, CCJs) and shared credit history, financial situation and financial history.

•Your marital status and family, if relevant to the tenancy (for example, the number of dependents you will have living with you) 

•Where relevant, information about any guarantor which you provide in any application

•Tax information, if relevant (for example, are you resident in the UK)

•Records of your contact with us such as a log of phone calls and emails

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HOW WILL WE USE YOUR INFORMATION

•Managing the provision of services associated with the letting and management of                  property;

•To fulfil a contract providing our services in connection with a property’s letting; 

•We will use your information to provide services to you before we have a contract with you and to respond to any comments or complaints you may send us;

•To follow guidance and best practice under the change to rules of governmental and regulatory bodies fulfilling our legal and regulatory obligations, requirements and guidance. This will also include the auditing of our business operations including accounting.

•To carry out checks at Credit Reference and Fraud Prevention Agencies pre-application, at application, and periodically after that

•Updating your records, tracing your whereabouts and recovering debt 

•To monitor and to keep records of our communications with you and our staff ________________________________________

SHARING YOUR INFORMATION WITH OTHERS

We may share personal information with other people and/or organisations such as; 

•Any named party to a signed contract, such as your landlord or tenant

•Third parties who provide services to the property for maintenance and repairs such as plumbers and electricians;

•Utilities companies where we are required to do so to adhere to a tenancy agreement

•Referencing and credit check companies to obtain references for letting a property

•Inventory companies who conduct check ins and check outs 

•Governmental and regulatory bodies such as HMRC, the Financial Conduct Authority, the Property Ombudsman, the Information Commissioner’s Office;

•Other organisations and businesses who provide services to us such as debt recovery agencies, back up and server hosting providers, IT software and maintenance providers, document storage providers and suppliers of other back office functions

•Credit Reference and Fraud Prevention Agencies

•Any third party that purchase, or to which we transfer, all or substantially all our assets and business.

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TRANSFERS OF DATA OUTSIDE THE UK OR EEA 

We’re based in the UK but sometimes your personal information may be transferred outside the European Economic Area. If we do so we’ll make sure that suitable safeguards are in place, for example by using approved contractual agreements, unless certain exceptions apply. 

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ACCESS TO YOUR DATA AND CORRECTION 

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.  You should tell us, by writing to the office, so that we can update our records where possible.   

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all your personal information, please email or write to us as outlined in Contact Us.   We may make a small charge for this service.

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DATA PROTECTION 

All data held by WJ Wooster Lettings whether written, pictorially, computerised or implied about Customers and Staff alike is subject to the Data Protection Act (DPA) We are registered with the Information Commissioner’s Office.   

You have the right to complain to the Information Commissioner’s Office which enforces data protection laws: https://ico.org.uk/. You can contact us using the details below. 

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COOKIES

Cookies are text files placed on your computer to collect standard internet log information and visitor behavior information.  This information is used to track visitor use of the website and to compile statistical reports on website activity.

For further information visit www.aboutcookies.org or www.allaboutcookies.org 

You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser.  However, in a few cases some of our website features may not function as a result.

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OTHER WEBSITES

Our website may contain links to other websites.  We also use third party organizations such as credit agencies which we will send you links to.    This privacy policy only applies to this website so when you link or go to other websites you should read their own privacy policies. 

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CHANGES TO OUR PRIVACY POLICY

We keep our privacy policy under regular review and we will place any updates on this web page.  This privacy policy was last updated 21st May 2018.

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HOW TO CONTACT US

If you have any questions about this privacy notice, or if you wish to exercise your rights or contact us you can phone on 01603 452644. You can email info@wjwooster.co.uk or you can write to WJ Wooster Lettings at 21 Lobelia Lane, Cringleford, Norwich NR4 7JU.