IS Smart Properties Privacy Policy
At IS Smart Properties, we are deeply committed to safeguarding your privacy and ensuring the security of your personal information. This policy serves to explain when and why we collect your personal information, how we use it, under what circumstances we may disclose it to others, the measures we take to keep it safe and secure, and your rights and choices concerning your data.
Our Contact Information
If you have any inquiries about this policy or our privacy practices, please don’t hesitate to reach out to us:
- Email: [email protected]
- Postal Address: IS Smart Properties, 67 Elliston House, London, SE18 6QF
Who We Are
IS Smart Properties is a dedicated HMO management company focused on providing a comfortable living environment for tenants while ensuring peace of mind for landlords.
IS SMART PROPERTIES LTD is a registered company in England and Wales (registration number 10189951) with its registered office at 67 Elliston House, London, SE18 6QF. We are registered on the Data Protection Public Register.
How We Collect Information
We may collect your personal information through various methods:
Information You Provide Directly:
- When you complete online forms on our website.
- When you send us emails or communicate with us via telephone or text.
- When you reach out to us through WhatsApp or similar text messaging services.
- When you contact us or make inquiries via marketing platforms where we advertise our rooms/services, such as SpareRoom, OpenRent, Facebook, Rightmove, Zoopla, etc.
- When you send us messages or inquiries via social media platforms where we have a presence, including Facebook, Instagram, LinkedIn, Twitter and others.
Third Parties or Publicly Available Sources:
- We may receive personal data about you from third-party sources and public databases, including but not limited to:
- The National Landlord Association (located within the UK).
- Companies House (located within the UK).
- Electoral Register (located within the UK).
- When taking over management responsibilities from an existing landlord or agent.
Types of Information We Collect
Depending on your interaction with us, we may collect various types of data from you, which may include:
- Identity information: Name, gender, date of birth, personal profile information, photos, passport copies, payslips, National Insurance numbers, nationality, previous addresses.
- Contact information: Email addresses, residential addresses, billing addresses, telephone numbers.
- Financial information: Bank account details, payment information.
- Transaction information: Details of payments to and from you.
- Technical information: Internet protocol (IP) addresses, browser types and versions, time zone settings, browser plug-in types and versions, operating systems, platform information, location data, and other similar identifying information required for your device(s) to interact with websites and internet applications.
How and Why We Use Your Information
Depending on the circumstances and your level of engagement with us, we may use your information for various purposes, including but not limited to:
1. Purpose: To contact you, provide customer support, assist with maintenance inquiries, and facilitate property/room viewings.
- Types of Data Used:* Identity, contact.
- Lawful Basis:* Contacting you as requested, performing a contract with you, necessary for our legitimate interests (such as operating our business, recovering owed debts, and maintaining records).
2. Purpose: To verify your identity and conduct referencing checks.-
- Types of Data Used: Identity, contact, financial, transaction.
- Lawful Basis: Necessary to comply with legal obligations, necessary for our legitimate interests (such as running our business, preventing fraud, and conducting money laundering checks).
3. Purpose: To fulfill contractual obligations, provide requested products and services, and comply with legal requirements.
- Types of Data Used: Identity, contact, financial, transaction, technical.
- Lawful Basis: Performance of a contract with you, necessary for our legitimate interests (such as operating our business, recovering owed debts, and maintaining records), necessary to comply with legal obligations.
- Data Retention: We retain your information only for as long as necessary for the purposes it was collected. The duration is determined by operational and legal considerations, including statutory and regulatory obligations (e.g., health and safety, tax, and accounting requirements). We conduct regular reviews of our data retention periods.
Access to Your Information
We do not sell or lease your information to third parties, nor do we share it for marketing purposes. We may disclose your information to third parties for specific purposes detailed in this policy. These third parties may include:
- Service providers acting as processors who offer IT and system administration services.
- Tenancy deposit administrators.
- Referencing agencies to identify you, confirm your residency history, perform credit checks, and more.
- Insurance agencies to secure rent guarantee insurance when necessary.
- Maintenance contractors (only with your explicit agreement) to contact you regarding property or room maintenance.
Lawful Processing
Data protection law requires us to rely on lawful grounds for processing your personal information. We consider the following grounds relevant:
- Specific Consent: When you provide explicit consent for us to use your data for specific purposes, such as sending emails, texts, or marketing communications.
- Performance of a Contract: When we enter into a contract with you or fulfill obligations under an existing contract (e.g., purchasing IS Smart Properties services).
- Legal Obligation: When necessary to comply with legal or regulatory obligations imposed on us, such as court orders or requirements from regulatory authorities.
- Vital Interests: When necessary to protect life or health in emergencies or safeguarding situations.
- Legitimate Interests: When reasonably necessary to achieve our legitimate business interests, subject to consideration of any potential impact on your rights and interests.
When processing sensitive personal information, we rely on explicit consent or other legal bases provided by law.
Your Choices
You have the option to opt-out of receiving specific communications from us. To do so, please contact us via email ([email protected]) or other contact methods provided above and express your preferences.
Your Rights
Under UK data protection law, you have specific rights concerning your personal information. These rights may include:
- Right of Access: Requesting access to the personal data we hold about you.
- Right to Rectification: Correcting inaccurate or incomplete information we hold about you.
- Right to Restrict Processing: Asking us to limit the use of some or all of your personal information.
- Right of Erasure: Requesting the deletion of some or all of your personal information, subject to legal exceptions.
- Right to Data Portability: Receiving your personal information in a machine-readable format when certain conditions are met.
- Right to Object: Objecting to processing based on legitimate interests. To exercise any of these rights, please contact us via email ([email protected]) or the provided contact details. We may require further information or proof of identity before fulfilling your request.
Keeping Your Information Secure
We implement technical and organizational controls to protect your data when you share it with us. Our primary property management software and database are safeguarded with two-factor authentication. We use 256-bit AES encrypted vaults to store passwords and sensitive information, which we never share with third parties or contractors. While non-sensitive details (such as email addresses) are transmitted over the internet, we cannot guarantee 100% security. We make our best efforts to ensure the security of your information once we receive it.
Changes to This Policy
Any future changes to this policy will be posted on our website. Please periodically review this page to ensure you are satisfied with any modifications.
Review of This Policy
We routinely review and update this policy. The last update was made in September 2023.
