Unac Ltd General Data Protection Policy updated on May 20th 2018

Privacy Policy

This privacy policy discloses the privacy practices for www.unac.co.uk.

Unac Ltd is committed to ensuring that your privacy is protected in accordance with the law, and all personal information shall be held and used in accordance with the General Data Protection Regulations further details of which are available from the Information Commissioner’s website www.ico.gov.uk.

The information we collect and how we use it.
When you enquire or register for services provided by Unac Ltd you will provide us with certain personal information. This information may be provided online through our website, by telephone, by electronic communications or via direct contact with our employees. This information will be stored on our computer systems and in our manual records.

We will use your information to respond to you regarding the reason you contacted us.
We will not share your information with any third party outside of our organisation other than as necessary to fulfil our business service as requested by you or to meet statutory obligations. For example, in registering a tenant deposit we will share some tenant information with the Government approved Deposit Protection Service depositprotection.com.

Additionally, your personal data may be disclosed to third parties where Unac Ltd is obliged to do so such as in relation to insurance claims, council tax, electoral registration, and visa and immigration purposes. Specific guidance on how a tenant's information may be used are published on the ICO website at page: https://ico.org.uk/for-the-public/housing/landlords/

Your Access to and Control Over Information

• See what data we have about you, if any.

• Change/correct any data we have about you.

• Have us delete any data we have about you.

• Express any concern you have about our use of your data.

• Receive a copy of your data.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.



The Data We Collect about You

Personal data means any information about an individual from which that person can be identified. It does not include anonymous data where the identity has been removed.

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

We also collect Aggregated Data such as statistical or demographic data for any internal purpose. Aggregated Data is not considered personal data as it does not directly or indirectly reveal your identity. For example, we may aggregate Data to calculate the percentage of users accessing a specific website feature.



How We Use Personal Data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Generally we do not rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message or social media messaging. You have the right to withdraw consent to marketing at any time by Contacting us.

The following table describes the way we plan to use your personal data, the legal bases we rely on and our legitimate interests where appropriate.



Purpose / Activity

Type of data

Lawful Basis for processing

To register you as a new customer

Identity.

Contact

Performance of a contract with you.

To process and deliver your requested service including:

Let your Property, Manage Tenancies, Manage payments, fees, charges & Collect Money owed to us or to a legitimate third party that we act for.

Manage your tenancy, Notify you of viewings & maintenance visits & inspection visits & visits for marketing the property, Collect Rent / Deposit or any other payments associated with your tenancy. Contact a Tenant Guarantor regarding breaches in your Tenancy Agreement.

Identity.

Contact.

Financial.

Transaction.

Marketing & Communications.

Performance of a contract with you (e.g. tenancy or Landlord agreement).

Necessary for our legitimate interests ( to recover debts due to us).

To manage our relationship with you which will include:

Notifying you about changes to our terms or privacy policy.

Occasionally asking you to leave a review, take a survey, take part in a competition or prize draw.

Identity.

Contact.

Profile.

Usage.

Marketing & Communications.

Performance of a contract with you.

Necessary to comply with a legal obligation.

Necessary for our legitimate interests (to keep our records updated; to study how customers use our products / services and to develop them and grow our business).

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).

Identity.

Contact.

Technical.


Necessary for our legitimate interests (for running our business, provision of administration and IT services, IT and physical security, to prevent fraud and in the context of improving, restructuring or reorganising our business services or operation)

Necessary to comply with a legal obligation.

To deliver relevant website content (not advertisements) to you and measure or understand the effectiveness of our website.

Identity.

Contact.

Profile.

Usage.

Marketing & Communications.

Technical.

Necessary for our legitimate interests (to study how customers use our products / services, to develop them to better serve customer needs, to grow our business and to inform our marketing strategy)

To use data analytics (including google analytics) to improve our website, products / services, marketing, customer relationships and experiences.

Technical.

Usage.

Necessary for our legitimate interests (to define types of customers for our services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

To make suggestions and recommendations to you about services or property that may be of interest to you.

Identity.

Contact.

Technical.

Profile.

Usage.

Necessary for our legitimate interests (to develop our services to better fit customer requirements and grow our business).



Security
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. The access to and use of the information that we collect is restricted to our employees who need the information to perform a specific job role or activity. Where information is shared with third parties (e.g. The Deposit Protection Service) in line with this policy responsible measures are used to protect your information.

Your information will be held and processed on computers within the UK and will not be transferred outside of the European Economic Area.

We will retain your information for a reasonable period or for as long as is required by law.

The Internet is not a secure medium and as such you acknowledge and agree that Unac Ltd shall not, to the fullest extent permitted by law, be liable to you for any unauthorised usage, interception, distribution, damage or destruction of personal data.

When communicating with Unac Ltd by email, you should ensure that you take all reasonable precautions to protect any sensitive personal data. Our email system is provisioned by google business gmail.

Cookies
We use "cookies" in a simple way on this site. A cookie is a piece of data stored on a site visitor's hard drive to help us improve your access to our site. Cookies allow you to pick a shortlist of properties and email them to us. We use a google webmaster cookies so that google can provide us with statistics on the number of visitors to our website. Usage of a cookie is in no way linked to any personally identifiable information on our site. You can set your browser to refuse cookies; if you do this parts of our website will lose some functionality but the property listing function will still work.

Links
Generally our website does not provide links to other sites. If we do provide links to other sites please be aware that we are not responsible for the content or privacy practices of such other sites. We encourage our users to be aware when they leave our site and to read the privacy statements of any other site that collects personally identifiable information.

Updates
Our Privacy Policy may change from time to time and all updates will be posted on this page.

If you have any concerns regarding your personal information held by our company, please do not hesitate to contact us at adminteam@unac.co.uk and your details will be passed on to our data controller. Our full contact details are: Unac Student Lettings Ltd, 2 New Union Street, Coventry CV1 2HN email:adminteam@unac.co.uk, telephone: 02476 551555