Tenants Privacy Notice
This privacy notice explains how we collect and use your personal information and who we share it with.
Who we are
L&G Properties is a property business based in North West London. L&G Properties is the data controller whose address is 79 College Road, Harrow HA1 1BD.
How we collect your information
We collect most of our information directly from you, including when you apply for one of our properties, when you complete one of our forms electronically or written, when you write, email, meet with us or when we photograph any of your documents.
We also collect information from guarantors and other third parties where it is relevant to our relationship with you. This includes organisations and contractors who carry out maintenance and repair services or any other work related to your lease, tenancy, property or building you live in, on our behalf.
We also may collect information from local councils and central government departments such as the Department of Work and Pensions – for information about your benefits;
- Local authorities
- Previous or present landlords and previous and present employers of tenants and reference agencies
- Home Office, local authorities – for information about your immigration status, where relevant
- Other residents – we may receive information in relation to complaints
How we use your personal information
We use the information we hold about you to assess, create, renew, manage or terminate your tenancy and contract and for the smooth running of the property and the building in which you live. We need this to deliver our housing services to you. We collect most of this information because it is necessary in the performance of a contract. You will not be able to opt out of providing this type of information.
We also process some of your data because we consider it is in our legitimate interests to make sure that:
Our services/properties meet the needs of our tenants
We can contact residents in the event of emergencies and to carry out essential repairs
To contact your next of kin in an emergency
We fulfil our obligations to councils, licensing authorities and other legal requirements
We can manage any complaints, legal issues pertaining to your lease, tenancy, property and common areas of the building
We communicate with residents to meet our business objectives
L&G remains commercially viable and protects its commercial and social assets
We have effective procedures for preventing, and managing, outstanding debt resulting from unpaid rents.
We use your contact details (including telephone numbers and email addresses) to get in touch with you about issues relating to your tenancy and to deal with any legal matters arising from it. This includes repairs and maintenance, rent collection, complaints and housing management issues, in the event of an emergency, or to enforce the terms of your tenancy or lease.
We may pass on your details to contractors that provide services on our behalf so that they can contact you to carry out essential services related to your property. We do this because it is necessary in the performance of a contract. Where we do not have the appropriate contact details for you, we may also try and source these externally from other third parties or public sources of information.
We process some personal data to guard against fraud and illegal subletting, for example proof of identity. Failure to provide any information we require in relation to this could put your application or tenancy at risk.
We process this type of information to fulfil our legal obligations and to prevent and detect unlawful acts.
Other organisations we may share your information with include:
- Local councils and government departments
- Police and other law enforcement agencies
- Electricity, water and gas and other utility firms
- And any other organisations that are related to the creation, management, renewal and termination of your lease or tenancy
If we enter into a joint venture with or merge with a business entity, your information may be disclosed to our new business partner or owners.
We will not otherwise share, sell or distribute any of the information you provide or that we hold without your consent.
How we use your information with third party data processors
We also share information with our data processors, which are third party organisations that carry out a service on our behalf. This includes repairs and maintenance, any utilities or internet firms, debt collection and reference agencies, warranty agencies, property management systems, tenancy deposit agencies, accounting management systems, inventory systems and others. We only share information which is necessary for them to carry out the service they have been contracted to provide.
All our devices are encrypted and organisational security measures have been put in place to ensure any personal data in our control is suitably safeguarded. While we endeavorer to protect our systems, it is impossible to guarantee that any information, during transmission or while stored on our systems, will be absolutely safe from intrusion by others, such as hackers.
Keeping your personal information
How long we keep your personal data for can depend on the type of data it is. Different categories of personal data will be kept for different periods of time depending whether we have a legal obligation to keep it.
If there is a cctv camera in the building you will be informed and there will be signage in the area. The rolling footage from this will be stored for 30 days on a cloud recording and then be automatically deleted. At the discretion of the management selected images or videos may sometimes be downloaded to assist in the management and smooth running and security of the building or to help the police should a crime be committed. We will never keep your information for any longer than is necessary and only keep it for the purposes we need to use or keep it for.
Your privacy rights
You have rights which allow you to choose and control how we use your data. These rights are explained below. If you would like to exercise these rights, please contact firstname.lastname@example.org.
Access: You have the right to ask us what personal information we hold about you, and to request a copy, free of charge. Please note if we consider that the request is manifestly unfounded, excessive, or repetitive, we can charge a reasonable fee. This fee will be based on the administrative cost of providing the information. To receive the information requested we will need confirmation from you first where you wish us to send the personal data before we send it for instance to an email address.
Objection: You can object to the processing of your personal data. You should note that this right does not apply in all circumstances, for example, where we are processing information because it is necessary in the performance of contract we will not be able to stop processing this information.
Withdrawal of consent: if we are processing your data based on your consent, you can withdraw this consent at any time. If we are already processing your personal information under a contract, you must end our contractual relationship (as/where permitted) in order to exercise some of your rights.
Rectification: If you think that the personal data we hold about you is inaccurate or incomplete, you have a right to request that it be rectified.
Erasure: You can ask us to delete your personal data where it is no longer necessary for us to use it, where you have withdrawn consent (if we process based on consent), or where we have no lawful basis for keeping it.