Your Property Box Customer Privacy Notice

This privacy notice tells you what to expect us to do with your personal information.

Our Contact Details
Post
58 London Road, WORCESTER, Worcestershire, WR5 2DS, GB
Telephone
01905 935958
Email
hello@yourpropertybox.co.uk

What information we collect, use, and why
We collect or use the following information to provide services and goods, including delivery:
• Names and contact details
• Addresses
• Date of birth
• Payment details (including card or bank information for transfers and direct debits)
• Credit reference information
• Account information
• Photographs or video recordings
• Call recordings
• Identification documents
• Information relating to compliments or complaints

We collect or use the following information for the operation of customer accounts and guarantees:
• Names and contact details
• Addresses
• Payment details (including card or bank information for transfers and direct debits)
• Account information, including registration details
• Marketing preferences

We collect or use the following information for service updates or marketing purposes:
• Names and contact details
• Addresses
• Marketing preferences
• Location data
• Purchase or viewing history
• Records of consent, where appropriate

We collect or use the following information to comply with legal requirements:
• Identification documents
• Financial transaction information

Lawful bases

Our lawful bases for collecting or using personal information to provide services and goods are:
• Consent
• Contract
• Legal obligation
• Legitimate interest:
• We will use your information to offer you services that suit your requirement's.
• Vital interests

Our lawful bases for collecting or using personal information for the operation of customer accounts and guarantees are:
• Consent
• Contract
• Legal obligation

Our lawful bases for collecting or using personal information for service updates or marketing purposes are:
• Consent
• Legitimate interest:
• We will keep you up to date with current legislations.
• We will advise you of any changes to our business terms.

Our lawful bases for collecting or using personal information for legal requirements are:
• Consent
• Contract
• Legal obligation

Where we get personal information from
• People directly
• Councils and other public sector organisations

How long we keep information
Your property box will only keep your data for as long as it is needed for.

• Tenants and landlords we will keep your personal details on file for the duration you are in contract with your property box.
• Tenants details to be deleted 6 months after contract end date.
• Landlords details to be deleted 12 months after contract end date.
• Data received from enquiries only will be deleted 12 months after initial enquiry.

Who we share information with
Data processors

• Goodlord
This data processor does the following activities for us: Goodlord is a referencing and contracting company, information is provided to them for the reason of creating a tenancy agreement and to reference tenants.

• Apex 27
This data processor does the following activities for us: This is a CRM system in which all our information is safely stored in.

• IONOS
Email provider.

• Rightmove
We us Rightmove as a referencing company, this is to include soft financial searches.

Other organisations
• Financial or fraud investigation authorities
• Relevant regulatory authorities
• Organisations we’re legally obliged to share personal information with
• Publicly on our website, social media or other marketing and information media (where appropriate)

Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal data.
Your right to rectification - You have the right to ask us to rectify personal data you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal data in certain circumstances.
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal data in certain circumstances.
Your right to object to processing - You have the right to object to the processing of your personal data in certain circumstances.
Your right to data portability - You have the right to ask that we transfer the personal data you gave us to another organisation, or to you, in certain circumstances.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent.
You don’t usually need to pay a fee to exercise your rights. If you make a request, we have one calendar month to respond to you.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint

Last updated
23 September 2024