• We may need to share information with your next of kin etc., e.g. in an emergency

• References for an existing, previous or prospective future landlord or a former or present employer, where appropriate

• Your information may be disclosed to a regulatory bodies such as local authorities, public and government bodies, any ombudsman or redress scheme or accreditation or similar scheme of which the landlord is a member, in connection with their regulatory functions

• In particular your data may be shared with local authorities, for example, Warwick District Council or any successor authority and central government departments for compliance audits

• Courts (including Tribunals) to comply with legal obligations and for the administration of justice

• Police or other law enforcement agencies

• Website host/provider/cloud storage providers such as iCloud, Google, Hotmail or Microsoft for email or file hosting

• Banks or other financial organisations, particularly where the property is subject to a mortgage

• Letting and managing agents

• Joint tenants/guarantors and local residents, where reasonably necessary and lawful

• ​A taxation authority such as HM Revenue and Customs or local authority in respect of Council Tax and other regulatory functions

• We may also share information about you with professional advisors such as lawyers, accountants, solicitors or an advice agency. In some cases, we may be under a legal obligation to provide information either because of the law or because of a contractual obligation binding on us ​

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Retaining communications

We will monitor, record and retain your calls, emails, text messages, social media messages and other communications. This is in our legitimate interests to maintain an accurate record of these. This may be necessary to manage your tenancy or the property or to deal with your application for a tenancy or to deal with tenants or prospective tenants, guarantors or prospective guarantors. We need these records for our ongoing dealings with you, including our data protection obligations.

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Length of storage of data

We review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity or as required by law (we may be legally required to hold some types of information) or as set out in any relevant contract we have with you. Different types of information may therefore be retained for different periods.

 

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