Your Privacy is of the utmost importance to us. We are committed to comply with the data privacy requirements when processing your data.

With this Privacy Policy we explain how we collect and then process your personal data and what your rights and options are under this data protection law, including the General Data Protection Regulation of the European Union (GDPR)

Universal Property Management (UPM). The registered address for UPM is 77a Castle Road Southsea Hants PO5 3AY. 

UPM can be contacted by Telephone on 02392 738035, or by email info@universalproperty.co.uk.

When you submit a property enquiry, either directly to us or through online marketing such as Zoopla & Rightmove, we receive basic information such as your contact name, phone number and or email address.  

Once a let is agreed we will request further information from you, such as address, date of birth, residential status, occupation, employment status. This applies to both prospective tenants and guarantors (where applicable)

This information is then submitted to our chosen referencing company, currently Rent4Sure. They will use your data to conduct a credit check & affordability check.

Government regulations stipulate that we must also conduct a Right to Rent check. In order to do this we must see your photo identification and retain a copy for our records. Acceptable identification is as follows:

- UK passport

- Birth certificate & driving license

- EEA / Swiss national passport / identity card

In the case of a student let we will also request a copy of your student identification card.

All documents are either scanned into our secure property management system which can only be accessed by staff members or photocopied and stored in our filing cabinets at the registered address which are locked overnight.

We do not collect information for children under the age of 18

What is the purpose of processing your Personal Data? 

We process Personal data in accordance with the guidelines of the EU General Data Protection Regulation (GDPR) and any other data protection laws for the following purposes:

• Actioning your application for accommodation efficiently

• Supporting compliance with our legal obligations such as Right to Rent checks, Anti Money Laundering checks. 

• For purposes related to carrying out necessary checks before accepting an applicant. 

• Because processing and record keeping is necessary for compliance with our legal obligations, such as the right to rent regulations

• Administrative processes to keep our records up to date and managing our contractual obligations and compliance with internal and legal regulations that apply to us

• In addition, we process your personal data on the basis of your consent that have been expressly given to us for the purpose of processing your application

• Within the company any member of staff can access your personal data on the system such as full name, address, contact number. All staff fully comply with our internal contractual statutory obligations.

• Rent4Sure. The referencing company will be given your name, phone number and email address in order to start the referencing process. They will contact you directly for further information. All of which stays within their company and is protected by their own privacy policy.

• My Deposits. This is the deposit protection scheme that we will register your deposit with. They will receive your full name, address, contact numbers and the amount of deposit you have paid, 

• Governmental or regulatory Authorities e.g. Council tax offices

• Service providers.

• In the case of any court action the Courts or any law enforcement Authorities or Attorney’s or other third parties in connection with the establishment.

Will your Personal Data be Transferred to any third party? No

We Process and store your Personal Data only as long as it is necessary for our relationship with you or as required to meet our contractual and statutory obligations in accordance with applicable laws, such as our obligation for retention of records.

As a rule, the limit of time for retention of documentation specified in applicable law is 7 years.

Alter the lapse of the relevant retention periods your Personal Data may be either erased or Anonymised or transferred to an archive. Your Personal Data may be used for Historical or Statistical purpose, dispute resolution and investigation.

Universal has implemented a data protection policy and various technical and organisational measures in order to keep your Personal Data Confidential and Secure in accordance with internal procedures and the EU General Data Protection Regulation and other applicable Data privacy Laws.

Our Technical, organisational and security measures are designed to prevent accidental or unlawful destruction, loss, alteration or unauthorised disclosure of or access to your Personal Data transmitted stored or otherwise processed.

There are regular checks to ensure the security of processing.

If you believe you have provided us with Personal Data that is incorrect or that need to be updated you may contact us via email to that purpose

As a general rule you will have provided us with Personal Data entirely voluntarily. UPM would be unable to process your application without certain areas of your Personal Data because this would be required in order to proceed.

If you are an EU Citizen or a non EU National residing in the EU, subject to certain conditions, you may have a right to have access to your Personal Data.

In the event where we have reasonable doubts concerning your identity we may request the provision of additional information in order to prevent unauthorised disclosure of personal Data. In the event this is refused we could refuse the application.

This Privacy Policy is effective as of the 25th May 2018.

We reserve the right to modify this information from time to time in order to reflect any changes to the way we process your Personal Data or changing legal requirements.

In the case of any such modification we will display the modified Privacy Policy on our website. Please check periodically for any changes.

The changes will take effect as soon as they are posted as part of the services.

Where you have granted us permission to process your Personal Data, your consent may be withdrawn at any time this also applies to consent given to us before the GDPR came into force i.e. before 25th May 2018.

The withdrawal of your consent has an effect only for the future and does not affect the lawfulness of processing your Personal Data based on your consent before its withdrawal

If you are an EU Citizen or non-residential residing in the EU, you have the right to object on the grounds relating to your particular situation,at any time to the processing of your Personal Data which is based on:

1) Point (e) of Article 6(1), (processing in the public interest )  

2) Point ( f) of Article 6 (1) GDPR (processing bases on legitimate interests) Including profiling based on those provisions.

 If you object to us processing your Personal Data, we will no longer process your Personal Data unless we have compelling legitimate

 grounds for such processing which override your interests, rights and freedom or, alternatively, such processing serves to assert, exercise or defend legal claims.

We will at no time process your Personal Data for direct marketing.

Any withdrawal of consent, or objection, to the processing of your Personal Data should be submitted informally, indicating your name,

your address and your date of birth. This should be addressed to:

                

             Universal Property Management 

             77a Castle Road, Southsea, Portsmouth, Hants,

             PO5 3AY    

              You may also contact us on info@universalproperty.co.uk