Caledonia Lettings Limited Privacy Policy
This website is operated by Caledonia Lettings Limited.
We take your privacy very seriously and we ask that you read this privacy policy carefully as it contains important information on:
The personal information we collect about you
What we do with your information
Who your information might be shared with
Who we are
Caledonia Lettings Limited (“we” or “us”) is a “data controller” for the purposes of the Data Protection Act 1998, (i.e. we are responsible for, and control the processing of, your personal information). We are registered with the information commissioner’s office (www.ico.org.uk) with registration number ZA163510.
What information we collect?
Personal information provided by you in order to be able to perform the service purchased.
The lawful basis for us collecting this information is the performance of a contract. We collect personal information about you (such as your name, address, phone number, payment details) when you contact us or purchase services from us. We will also collect any additional information relevant to the provision of our service.
Monitoring and recording communications
We may monitor and record communications with you (such as telephone conversations and emails) for the purpose of ensuring we can provide our services as well as quality assurance, training, fraud prevention and compliance.
Use of cookies
A cookie is a small text file which is placed onto your computer (or other electronic device) when you use our website. We use cookies and other similar tracking technologies on our website.
For example, we may monitor how many times you visit the website, which pages you go to, traffic data, location data and the originating domain name of a user’s internet service provider. This information helps us to build a profile of our users. Some of this data will be aggregated or statistical, which means that we will not be able to identify you individually. For further information on our use of cookies please see our Website cookie policy.
How will we use the information about you?
We collect information about you so that we can:
Identify you and manage any accounts you hold with us.
Process your orders for our services.
Conduct research, statistical analysis and behavioural analysis.
Carry out customer profiling and analyse your purchasing preferences.
If you agree, let you know about other products or services that may be of interest to you.
Detect and prevent fraud.
Notify you of any changes to our website or to our services that may affect you.
Improve our services.
Who your information might be shared with
We may disclose your personal data to:
The Local Authorities, our agents, partners and service providers
Law enforcement agencies in connection with any investigation to help prevent unlawful activity.
We will, as necessary, update the information we hold and inform the above third parties via email, phone and other online system provided by those third parties.
Retaining your Data
We are required, by law, to keep all business records for 6 years from the end of the last company financial year they relate to.
After this period, we will dispose of the information safely and ensure that all data is kept secure at all times.
Keeping your data secure
We will use technical and organisational measures to safeguard your personal data, for example:
Access to your account is controlled by a password and username that are unique.
We store your personal data on secure servers.
Payment details are encrypted using SSL technology (typically you will see a lock icon or green address bar (or both) in your browser when we use this technology).
While we will use all reasonable efforts to safeguard your personal data, you acknowledge that the use of the internet is not entirely secure and for this reason we cannot guarantee the security or integrity of any personal data that are transferred from you or to you via the internet. If you have any particular concerns about your information, please contact us.
What can I do to keep my information safe?
If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.
What rights do you have?
Right to request a copy of your information
You can request a copy of your information which we hold (this is known as a subject access request). If you would like a copy of some or it, please:
Email, call or write to us.
Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill) and let us know the information you want a copy of, including any account or reference numbers, if you have them.
We may charge a small admin fee of £10 for this service.
Right to rectification so we can correct any mistakes in your information
You can require us to correct any mistakes in your information which we hold free of charge. If you would like to do this, please:
Email, call or write to us.
Let us have enough information to identify you (eg account number, user name, registration details).
Let us know the information that is incorrect and what it should be replaced with.
We will then inform any relevant third parties of the changes that directly to or affect the service we provide.
Right to Erasure or right to be forgotten
You have the right to request the deletion or removal of personal data where there is no compelling reason for its continued processing. If you would like to do so, please:
Email, call or write to us.
Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill) and let us know the information you want a copy of, including any account or reference numbers, if you have them.
Right to restrict processing
You have the right to ‘block’ or suppress processing of personal data. Which means that we are permitted to store personal data, but not to further process it. If you would like to do so, please:
Email, call or write to us.
Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill) and let us know the information you want a copy of, including any account or reference numbers, if you have them.
Right to data portability
This allows you to obtain and reuse personal data for our own purposes across different services. It allows you to move, copy or transfer personal data easily from one IT environment to another in a safe and secure way, without hindrance to usability. If need to receive your personal data in this format, please:
Email, call or write to us.
Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill) and let us know the information you want a copy of, including any account or reference numbers, if you have them.
We may charge a small admin fee of £10 for this service.
Right to object, including the right to ask us to stop contacting you with direct marketing you can ask us to stop processing your information and contacting you for direct marketing purposes. If you would like to do this, please:
Email, call or write to us.
Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill).
Let us know what method of contact you are not happy with or if you are unhappy with certain ways of contacting you only (for example, you may be happy for us to contact you by email but not by telephone).
Right to complain if you believe there is a problem with the way the data is handled within our business
You can register your concerns directly with the information commissioner’s office (www.ico.org.uk). Our registration number for the ICO is: ZA163510.
Right to be excluded from automating decision making, including profiling
You can ask to be excluded from any automated decision making and profiling as part of the provision of our service. At the time of writing Caledonia Lettings does not perform automated decision making and profiling
If you would like to be excluded, please:
Email, call or write to us.
Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill).
Right to withdraw consent
At any point during the provision of our service, you have the right to request that we stop processing any of the information we hold. If you would like to do so, please:
Email, call or write to us.
Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill).
Note that this will prevent us from successfully delivering the service we were originally hired for and, depending on the stage of the process we are at, might incur a cancellation fee.
How to contact us
Please contact us if you have any questions about this privacy policy or the information we hold about you.
If you wish to contact us, please send an email to [admin@caledonialettings.com].
Changes to the privacy policy
We may change this privacy policy from time to time and should this happen, we will contact you via email to inform you of the latest change and ensure that it’s still ok for us to process your information for the purpose of delivering the services that Caledonia Lettings provides.