Runnymede Residential Letting Services LTD is committed to ensuring the protection of privacy and security of personal information.

THE PERSONAL INFORMATION THAT WE COLLECT

RRLS LTD will treat all information given to us with confidentiality. The information we will first collect from you is your full name and contact details (phone number, email address and property address). If we do not hear from you within 31 days of the initial enquiry we will delete all of your information off of our system completely and permanently.

PERSONAL INFORMATION COLLECTED FROM TENANTS

If you choose to progress with the rental of one of our properties we will request further information; full names of all tenants, contact details (phone number, email address and current home address), copy of photographic identification (passport, drivers licence or an identity card), copy of a utility bill to prove current address, and a copy of recent financial statement to prove rental payments will be covered. All information will be stored on a secure system.  All information we will have collected will be completely and permanently deleted if the rental of a property does not proceed. If the rental of a property proceeds we will delete all the further information that was collected but will keep your full name, phone number and email address so we can contact you throughout the tenancy.

Please note that once a tenancy has come to an end if the account appears to have not been used for 2 years, we will delete all information.

PERSONAL INFORMATION COLLECTED FROM LANDLORDS

If you choose to let your property with RRLS we will request further information; full names of all landlords, contact details (phone number, email address and current home address) and bank details into which the rent is to be paid. All information we will have collected will be deleted if the letting of a property does not proceed. If the letting of a property proceeds we will keep all information on our secure systems so we can contact you throughout the tenancy.

OTHER USES OF YOUR PERSONAL INFORMATION

If you wish to proceed with the rental of a property we will use your information (full name and contact details) with RentShield for referencing. This information will only be used for referencing to confirm all details are correct and rental can be covered to proceed with a rental of a property.

If you let or rent a property through RRLS, maintenance or repair work may need to be carried out on your property during the tenancy (for more details on this, please refer to Terms and Conditions). Our contractors will be given your (tenant or landlord) full name and number so they can contact you to gain access if you have requested they contact you for a time and day to enter the property. Contractors who have access to our personal information are required to keep that information confidential and are not permitted to share or sell your personal information.

We do not and will not share or sell your personal information with any other organisation.

Unfortunately, the sending of information via the internet is not completely secure. Although we will do our utmost to protect your information, we cannot guarantee the security of your data that is sent to our systems; any sending of information is therefore at your own risk.

ACCESSING, REMOVING, OR CHANGING PERSONAL INFORMATION

We will keep your information for as long as it is relevant and useful for the purpose for which it was originally collected. RRLS will remove the personal information when requested by you.

You have the right to access your personal information. If you would like a copy of the current information we are keeping, please contact us at Lettings@RRLS.co.uk or 01784 436325

If you would like any information removed please contact us at Lettings@RRLS.co.uk or 01784 436325

We want to make sure all your personal information is accurate and up to date. You may ask us to remove or update any information you think is incorrect.

Please note that once a tenancy has come to an end if the account appears to have not been used for 2 years, we will delete all information.

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