Home Minders Privacy Policy

This policy explains when and why we collect personal information about you; how we use it, when we share your data with others and how we keep it safe.

We ask that you read this privacy policy carefully as it contains important information on how and why we collect, sort, use and share personal information, your rights in relation to your personal information and who to contact in the event you have a complaint.

1. Who we are

Home Minders (London) Limited is a dedicated residential property management and letting service, managing a diverse portfolio of exclusive properties in London and the surrounding areas on behalf of Landlords based in the UK and overseas.

Personal data is collected, processed and stored by us. When we do so, we are regulated under the General Data Protection Regulation (EU) 2016/679 (GDPR) which is enforceable from 25 May 2018 and applies across the European Union (including in the United Kingdom). We are responsible as a “controller” of that personal information for the purposes of those laws.

Our Data Protection Officer is Joan Kyriakides. If you have any questions about this privacy policy or how we handle your personal information, please contact the Data Protection Officer using the contact details set out in paragraph 13 below.

2. The Personal Data we collect and use

The information we request from you and process will depend on the work we are doing for you. In many cases personal data will be restricted to basic information, such as name, address, gender, contact details and information needed to complete our ID Requirements. Some of the work we do may require us to ask for more sensitive information such as bank statements. We will only hold and use your personal information which is relevant and necessary to complete our contract with you.

Our website does record the IP address of people submitting our online form, but this is not tracked or analysed.

3. Why we need your personal data

The primary reason for collecting and processing your personal data is to allow us to carry out our contract with you.

There may be some personal data that requires your specific consent. If this is the case, we will contact you separately to ask for your consent which you are free to withdraw at any time.

If you have any queries about our lawful basis for holding your data, please contact us using the contact details set out in paragraph 13 of this privacy policy.

4. How we will use your personal data

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and explain the legal basis which allows us to do so.

The following are some examples of how we will use your personal data:

  • Checking your identity
  • Verifying source of funds
  • Communicating with you
  • Keeping records of your matter
  • Seeking services from third parties, such as passing on to third party maintenance contractors, other professionals and government bodies

5. Who has access to your personal data

We have procedures in place to ensure the secure processing of your personal data. Generally, we will only use your information within Home Minders. However, in managing your property, we may need to disclose your information to others, including but not limited to other professionals acting on your behalf, other solicitors and government bodies, for Landlord’s tax or insurance purposes for example.

Where your information is shared with external parties, we will ensure that they comply, strictly and confidentially, with our instructions and they do not use your personal information for their own purposes unless you have explicitly consented to them doing so.

6. Protecting your data

We recognise that your information is valuable, and we take all reasonable measures to protect it.

We have technology to protect personal data from loss, misuse, alteration or destruction and ensure that, where possible, physical access to our office is carefully controlled. We will also insist that consultants and staff agree to protect confidentiality of all information.

7. Retaining your data

Your personal information will be retained, usually in computer or paper files, only for as long as necessary to fulfil the purposes for which the information was collected; or as required by law; or as long as is set out in any relevant contract you may hold with us. If you wish to know how long your data will be stored for please contact the Data Protection Officer.

8. Your rights

You are entitled to request details of your personal data held. If you wish to make a request, please do so in writing using the contact details set out in paragraph 13 of this privacy policy.

9. Your right to complain

If you wish to complain about how we have handled your personal data, you can contact the Data Protection Officer using the contact details set out in paragraph 13 of this privacy policy.

If you are not happy with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information Commissioner’s Office (ICO).

10. Marketing

We may contact you in relation to the property management and letting services we provide. If you at any time decide you would like us to stop contacting you for these purposes, please let us know.

11. Changes to our privacy policy

We will keep our privacy policy under regular review and we will keep you informed of any updates as soon as possible.

12. Legal statement about this Privacy Policy

This privacy policy is not designed to form a legally binding contract. It is a guide to the personal information we collect, hold and process for you.

By signing our client Managing Agent Contract or tenant Assured Shorthold Tenancy Agreements you acknowledge that you have read and accept this privacy policy.

13. How to contact us

For further information on how your personal information is used, how we maintain the security of your information, and your rights on the information we hold on you, please contact our Data Protection Officer, Joan Kyriakides, using the contact details set out below:

Home Minders (London) Limited
Building 3, North London Business Park
Oakleigh Road South
London N11 1GN
Tel: 020 8447 1948
Fax: 0843 849 2909
Email: info@homeminderslondon.co.uk