GDPR Policy/Privacy Policy

Privacy Notice - HQ Referencing Ltd

 

This Privacy Notice tells you what data we collect, why we collect it and what we do with it. You can also find information on the rights you have to manage your data.

• Who we are

• The Data Controller

• How we collect and use your information

• How long we will keep your information

• Marketing

• Your rights

• Contacting us about your data

Who we are

We are HQ Referencing Limited ("we", "us" or "our") and you will know us by our brand names:

• HQ Referencing Limited, HQ Referencing.

The following notice sets out how we will use and protect your personal data. We are committed to protecting your information and ensure that all policies and procedures followed are done so in accordance with the principles of the Data Protection Legislation.

We are the Data Controller

The Data Controller is a person or organisation that determines the purposes and the manner in which any personal data is processed. We are the Data Controller for all activities carried out by HQ Referencing Ltd

How we collect and use your information

We will only use your information where we are allowed to by law e.g. carrying out an agreement we have with you, fulfilling a legal obligation, because we have a legitimate business interest or where you agree to it. We will never collect sensitive information about you without your explicit consent.

Specific use of your data will be detailed within the terms and conditions of the service you are engaging with prior to your information being collected.

Tenant referencing services

If you are being referenced the personal data we collect will include your name, address (current, previous and prospective), date of birth, telephone number, email address, employment details and financial circumstances.


Agency business accounts (letting agents, estate agents, brokers or affiliates)

If we provide an Agency Account to you, including referencing your tenants and we will collect the information of your business and staff members on the basis of our contractual relationships. The personal data we collect will include your name, date of birth, personal address, work telephone number and work email address. We will never collect sensitive information about you or your employees without your explicit consent.

How long we will keep your information

Tenant referencing

All our referencing records will be held for a period, not less than six years, this enables us to retain accurate records of business transactions and allows the records to be used in any potential legal claims or complaints.

Agency business accounts (letting agents, estate agents, brokers or affiliates)

All our Agency Management records will be retained whilst your account is active and for a period of not less than three years from the date your account is closed.

Marketing

You are in control of how we use your information for marketing. We will only contact you if you have agreed it’s okay. Then, we might use your information to tell you about products and services that could interest you.

Your rights

You have a number of rights relating to your information e.g. to see what we hold, ask us to update incorrect or incomplete details, to object to or restrict processing of it or to make a complaint.

• At any time, you can request a copy of all personal data held by HQ Referencing LTD, along with details of the processing undertaken and any 3rd parties with whom the data is shared with. This information will be provided to you free of charge and within a month of the request being received.

• Should we, at any time, process data which is incorrect, you have the right to request this be rectified free of charge and within a month of the request being received. Where the data has been shared with 3rd parties we will take appropriate steps to ensure they are updated with the correct information.

• If at any time, our processing causes unwarranted and substantial damage or distress to you, you can request for us to delete your information. This is known as the right to be forgotten. Any request received will be assessed on a case by case basis and any actions we take will be confirmed to you in writing.

• You can object to any processing being undertaken by us, however, some products and services require an element of processing for these to be provided. Where the objection relates to marketing activity, you will be able to object easily via the method of which the marketing is provided to you.

• Where you have provided your personal data on the basis of consent, you can withdraw this consent at any time. Where you withdraw your consent, and there is no lawful basis to continue processing your data we will cease the processing immediately.

Contacting us

Should you have any queries, concerns, or even complaints, about how we have processed your information you can raise these directly to our Data Protection Officer using any of the following methods:

Post: Data Protection Officer, 161 Henke Court, Cardiff CF10 4EL
Email: applications@hqreferencing.co.uk

Any complaints raised will be investigated thoroughly and a full detailed response provided to you. If you remain unhappy with the outcome of your complaint you have the right to raise this further with the Information Commissioner’s Office (ICO). The ICO can be contacted via any of the following methods:

Post: ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113
Email: casework@ico.org.uk