This privacy notice sets out how we will process personal data we collect from or about you, or which you provide to us. Please read this notice carefully to understand why data is being collected and what we do with that data.
Our website and services may contain links to independent websites which are not provided by us. Such independent sites are not under our control, and we are not responsible for and have not checked and approved their content or their privacy policies.
We may change the privacy notice from time to time by amending this page.
For the purpose of the Data Protection Act 1998 and General Data Protection Regulation EU 2016/679, the data controller is JFL Lettings & Management Services (Woking) Ltd a company registered in England under company number 6600200 whose registered address Maria House, 35 Millers Road, Brighton, BN1 5NP
The personal information we collect from you will typically include the following:
Where we need to collect personal data by law (for example to meet our obligations to prevent fraud and money laundering) or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with our services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
We may collect personal data from you in a number of ways, depending on the service you have, including personal data you give us:
-By submitting a request via ‘Contact Us’ facility on our website for us to contact you;
-Corresponding with us by telephone, email, letter or other means
-Applying for a service
-In discussion with one of our members of staff
-By participating in feedback or surveys or by providing contact details offline
As well as information we receive from other sources, such as information from companies we use to verify your identity and/or prevent fraud such as credit reference agencies (please note such companies may record the details of the search), electoral register and credit information, in accordance with our legal obligations. We may also receive information from third parties who contact us such as Her Majesty’s Revenue and Customs (HMRC), The Department for Works and Pensions (DW) or the police or other government agencies.
Please note calls may be recorded in order to monitor the quality of customer service or for training purposes.
The legal grounds under data protection legislation for processing your personal data are as follows:
We will hold and use personal information about you in the following ways:
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to use your data. They will only process your personal data on our instructions and are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
As part of our data security measures we ensure that we train our employees and have appropriate data protection policies in place to support our compliance.
We will keep your personal data for as long as you are a customer of ours. Thereafter we may keep your data for up to 7 years to enable us to respond to any questions or complaints and to maintain records where we are legally required to do so. We may keep your data for longer than 7 years if we cannot delete it for legal, regulatory or technical reasons.
In some circumstances we may anonymise or pseudonymise your personal data so that it can no longer be associated with you, in which case we may use such information without further notice to you.
We will pass your details to the following organisations (our “data processors”) who carry out certain activities on our behalf as part of our providing our services: Payment service providers, property management agents, credit reference and fraud prevention agencies, cloud computing host providers, technical support service providers, Local authorities, insurance providers, third party contractors, solicitors, credit reference agencies, utility providers, Inland Revenue, Government Approved Deposit Schemes, email marketing services etc.
We will also pass your details where necessary to your property solicitors and those of the other party to your transaction. We will also disclose your personal information to third parties:
We will not share your information with third parties for marketing purposes without first obtaining your prior consent.
Your data will be held on secure servers within the European Economic Area (“EEA”) with all reasonable technological and operation measures put in place to safeguard it from unauthorised access. Where possible any identifiable information will be encrypted or minimised.
How you can access and update your information. We will always ask that such requests are made in writing
You have a right to request a copy of the personal information we hold about you, known as a data subject access request. You also have the right to request that information we hold about you which may be incorrect, or which has been changed since you first told us, is updated or removed. These requests are free of charge and can be sent to for the attention of the Data Protection Officer, Morris House, 34 Commercial Way, Woking GU21 6EN.
You can ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where you have withdrawn consent for us to process it (as explained below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
You have the right at any time to withdraw any consent you have given us to process your personal data. Please note if you withdraw your consent it will not affect the lawfulness of any processing of your personal data we have carried out before you withdrew your consent. Should you wish to do so you can change your consent preferences at any time via [Link]
You can ask us to suspend the way in which we are using your information in certain scenarios, or object to our processing your data where we are relying on a legitimate interest ground (or those of a third party) and you feel it impacts on your fundamental rights and freedoms, or where we are processing your personal data for direct marketing purposes. In some cases where you object, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Please note that if you want us to restrict or stop processing your data this may impact on our ability to provide our services. Depending on the extent of your request we may be unable to continue providing you with our service.
Any queries or concerns about the way in which your data is being used can be sent to the Data Protection Offer, Morris House, 34 Commercial Way, Woking GU21 6EN.
In the event that we process your data by automated means where you have either provided us with consent for us to use your information or where we used the information to perform a contract with you, you have the right to request that we send to you or to another organisation, a copy of the personal data we hold about you, for example when you are dealing with a different service provider. If you would like us to move, copy, or transfer your information please let us know by email. We will respond to you within one month after assessing whether or not this is possible, taking into account the technical compatibility with the other organisation in question.
If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated by writing to the Data Protection Offer, Morris House, 34 Commercial Way, Woking GU21 6EN.
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the UK data protection regulator, the Information Commissioner’s Office. Further details can be found at www.ico.org.uk or 0303 123 1113.
We reserve the right to update this Privacy Statement at any time.