Privacy Policy

Data Controller
John Preston, Zone Lettings

Who we are
Zone Lettings is a Home Lettings and Housing Management Company which manage a number of properties on behalf of a number of different owners. We manage the data in “joint-controllership” with such owners.
The joint-controller (building owner) will be defined in an Assured Shorthold Tenancy Agreement, a Licence to Occupy and/or any other similar documentation upon booking accommodation with Zone Lettings. 
 
Personal information we collect
Zone Lettings collects personal information to operate the properties that it manages effectively and to give our customers the best possible service. You provide personal information to us in a number of different ways – for example when booking directly to our staff, and when visiting our website (using online identifier technologies like cookies). We sometimes obtain data from third parties, for example, but not limited to, educational establishments, agents and through the transfer of ownership and/or management of a property to Zone Lettings.
 
How we use your personal information
Zone Lettings collects personal information to operate its business and to provide its customers with services. This can include using information to continually improve and personalise our properties. We will use personal information to communicate with you regarding our accommodation services, employment applications, and to promote related Zone Lettings services. We also collect personal information in order to comply with legal obligations, for the purposes of entering into a contract with you and the subsequent performance of that contract and where we have assessed that it is in our legitimate interests to do so.

Reasons we share your personal information
It is important and necessary from time to time for Zone Lettings to share your personal information. We will only do this with your consent or as necessary to provide the service that you have requested or authorised. We share information with vendors; when required by applicable law or in response to legal proceedings; to protect our customers; to maintain security and to protect Zone Lettings intellectual property rights.
 
How we keep your information secure
Zone Lettings has a regimented approach to privacy and information security. Any personal information is processed on an “as needed basis”. We endeavour to have in place appropriate technical and organisational measures to protect your information. When sharing your information with third parties we will ensure that these parties conform to our information security standards, as highlighted in the “Reasons we share your personal information” section. We carry out regular personal information audits on all of the properties we mange including the staff and third-parties.
We have put in place procedures to deal with any suspected personal data breach and we will notify you and any applicable regulator of a breach where we are legally required to do so.
 
How long we keep your personal information for
We will only retain your personal data for as long as necessary to fulfil the purposes for which it was collected, and to comply with any legal, accounting, or reporting requirements.
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 having regard to any applicable legal requirements.
By law we have to keep basic information about our customers including Contact, Identity, Financial, Contractual and Transaction Data for six years after they cease being customers for tax purposes.
Also in some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.