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This privacy policy sets out how Seraph Property Management uses and protects any information that you give Seraph Property Management when you use this website. Seraph Property Management is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement. Seraph Property Management may change this policy by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy has been updated as of 10th May 2018.

What we collect

We may collect the following information:

  • name and title
  • contact information including email address and anything relevant to the delivery of the product or service you request.
  • demographic information such as postcode, preferences, work details and interests
  • social media identifiers, should you choose to engage with us on a social media platform we may record your Twitter name, your Facebook address, your Linkedin profile name or such information as required to identify you on the social media platform.
  • other information relevant to customer surveys and/or offers
  • other information. We may request other information from you for purposes not noted in this policy. We will be as clear as practical at the point of collection what information we are collecting and why we are collecting it. We will also make it clear if the information is essential for the efficient delivery of the product or service you require.

Responsible Person – Data Controller

The person responsible for all matters concerning the privacy and processing of any personal data, also known as the Data Controller, is:

Mrs. Rhianne Haig

Seraph Estates (Cardiff) Ltd T/A Seraph Property Management

1 St.Martin’s Row

Albany Road

CARDIFF

CF24 3RP 

 

The Data Controller can be contacted on info@seraph.pm or you can write to the above address.

 

Your Rights

Under the General Data Protection Regulation (GDPR), you have certain rights regarding your data. You have the right to:

  • ask us for a copy of any data we hold about you.
  • have any data that is incorrect, corrected.
  • object to the use of your data.
  • have your data provided to you to take elsewhere in a suitable format
  • have your data deleted in certain circumstances.

If you wish to exercise any of these rights then please contact our Data Controller.

You also have the right to lodge a complaint about the use of your data with the Information Commissioner’s Office (ICO). Details for the ICO and making a complaint can be found on their website at www.ico.org.uk

Use of your data

Tenants

Upon taking a property or should we acquire the management of the property you reside in, we collect your name, address, postcode, telephone number, email address, proof of ID, financial information and will require you to complete our referencing form. We may also require guarantor information.

Your details are stored in our customer database and our accounts system.

We require this data so that we can meet landlords requirements in relation to letting out their property, ensuring tenants have been referenced and passed credit checks. We hold this information as we may deal with rental payments etc for the property on behalf of the landlord. We are processing this data on the basis of a tenancy agreement between yourself and the landlord.

We will only share your details with relevant people/companies (for example, maintenance contractors, local authorities, utility companies etc) when you ask us to do so, with your consent or if we are contractually obliged to do so. We have formal data sharing agreements in place with our referral partners to ensure your data is handled appropriately when we share it.

Once you have a tenancy with us we will keep your details for seven years to meet our legal obligations in relation to financial record keeping.

When you subscribe to our newsletter we collect your name and your email address, which will be stored in our email marketing system. We keep this information for the length of the tenancy. After your tenancy, we will email you to ask if you wish to keep receiving the newsletter. If we do not get a reply we delete your data from our newsletter list.

Your records are hosted in the EU or in countries with EU equivalency.

Freeholders/Leaseholders

For all blocks we manage, we hold both freeholder and leaseholder information, this includes contact details such as name, address, phone number and contact number. In instances where the property is sublet we would also require tenants contact information, we collect this information on this basis that you have obtained consent to pass these on to us.

When you subscribe to our newsletter we collect your name and your email address, which will be stored in our email marketing system. We keep this information for the duration of your custom. Should we no longer provide you with a service, we will email you to ask if you wish to keep receiving the newsletter. If we do not get a reply we delete your data from our newsletter list.

We need this data to be able to send you details of your block, including Annual General Meetings, service charges, improvements to the block and local news. We are processing this data with your consent. You may withdraw your consent at any time by clicking on the unsubscribe link at the bottom of the newsletter.

Your details are stored in our customer database. We require this data so that we can meet legal requirements in relation to anti-money laundering legislation and for our financial records, we keep this for the required period of seven years.

Your records are hosted in the EU or in countries with EU equivalency.  

Landlords

We collect your name, address, postcode, telephone number and email address. When we take your property on we will require proof that you have registered with Rent Smart Wales, which is a legal requirement. We will also require proof of ownership and ID in order to manage your property and anything else detailed in our Confirmation of Instruction to Manage Agreement.

If your property is currently tenanted we will require the tenant’s contact information in order to manage the property. We take this information on the basis that you have obtained consent from your tenants to pass their information on to your managing agent.  

Your details are stored in our customer database and in our accounts package.

We require this data so that we can meet legal requirements in relation to housing and anti-money laundering legislation; in order to manage the property and record financial transactions in our company’s accounts. We are processing this data on the basis of a contract with you.

Suppliers/Contractors

Should the property require maintenance etc we will require your address, postcode, and contact telephone numbers plus any pertinent company information such as VAT number, company number and if necessary, copies of insurances, accreditations or training etc. Your details are stored in our supplier database and our accounts software. We work with compliant suppliers and contractors to ensure your data is handled appropriately when we share it.

We require this data so that we can meet legal requirements in relation to our financial record keeping.

Your records are hosted in the EU or in countries with EU equivalency.  

Website and Security

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes, and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

Social Media Policy

You may interact with employees or representatives of Seraph Property Management speaking on behalf of Seraph Property Management on Twitter, Facebook, and other social media. When interacting on those platforms you are subject to the terms and conditions of those platforms as well as any privacy policies of those platforms.

Should you choose to interact with Seraph Property Management on these platforms,

  • you agree that your contributions, including your comments, photos or other media you share are able to be used by Seraph Property Management or other members of the Seraph group for the purposes of continuing the social media dialogue or for other marketing purposes, for instance as a customer testimonial, or as a quote in a press release, or in another sympathetic manner.
  • you assert that you are the creator or copyright holder, (or that you have permission from the copyright holder) to share and distribute any material you share with us, and you give us permission (or that you have sought permission from the copyright holder for us) to share and distribute this material.

Should we use your material in this way, Seraph Property Management will not misrepresent or change the meaning of your material, though we may edit for brevity or clarity.

To discuss your property management, call 02921 671444, email or request a call back: