At TRB Properties and Frog Letting Limited we take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018.
Frog Letting Limited is responsible for data protection and can be contacted at admin@frogletting.co.uk
The GDPR is in place to protect your personal information. This privacy policy will be reviewed and updated regularly.
The information we hold is listed in the Data Retention Schedule. Where the provision of this data is a statutory or contractual requirement, refusal to provide this may mean that we are unable to provide you with our services.
To carry out our services we need to collect and retain certain personal data which may be collected from you and third parties including credit refence companies, referees, local authorities.
Legitimate Interest is when we have a business or commercial reason to process your personal data which needs to be balanced with your interests i.e. what is right and best for you. E.g. to keep in touch with you during and after the tenancy, to seek your consent when we need it to contact you; fulfilling our legal and contractual duties. Your personal data will be processed during and after your tenancy.
Recipients of personal data
It will be necessary for us to process or share all or some of your personal data with a range of individuals, businesses and organisations and these may include those listed in the table.
Your personal data is always stored within the European Union or outside of the European Union but with an organisation operating under the General Data Protection Regulations.
We will retain some elements of your personal data for up to the time defined in the table. After your tenancy has ended information that can be anonymized will be, when no longer required for either contractual fulfilment or a legitimate interest.
You have a right of access to check your personal data to verify the lawful basis of processing.
We are obliged to respond to an access request within 30 days and may not charge a fee unless the request is unfounded, excessive or repetitive. If a fee is charged it is to be a reasonable fee based upon the administrative cost of providing the information.
You have a right to rectification if the data we hold is either inaccurate or incomplete. If your data has been disclosed to third parties, then we must inform them of the rectification where possible.
You have a right to erasure of your data when consent is our basis of processing (the right to be forgotten).
You may request that your personal data be erased, for example, where there is no compelling reason for its continued processing or where you withdraw consent. We will comply with your request unless we have another basis of processing justifying our retaining the data (for example a legal requirement or the defence of a legal claim).
You have some rights to ask us to restrict processing i.e. to block or supress processing where, for example, the data may be incorrect and whilst the accuracy is verified we are permitted to store the data.
Your right to object. You do have a right to object to further processing of your personal data. We may be required to stop processing unless there is some other legitimate basis of processing such as a legitimate interest or a requirement for the exercise or defence of a legal claim.
Withdrawal of consent where the lawful basis for processing is your consent, you may withdraw consent at any time by writing to, Frog Letting Limited 1 Rosebery Avenue, Lincoln, LN1 1ND or email tara@frogletting.co.uk
How to lodge a complaint with the supervisory authority:
The supervisory authority responsible for data protection is the Information Commissioners Office (ICO) to whom concerns may be reported by phone on 0303 123 1113 or +44 1625 545 745 www.ico.org.uk