​Length of storage of data (cont.)

We will normally hold personal data about you for the duration of your tenancy and for seven years after your tenancy has ended where this is necessary for legal, tax, accounting or other legitimate purposes. This reflects the statutory limitation period of six years plus a further year to allow for service of proceedings should proceedings commence later. We are also required to retain certain information for up to six years for tax purposes.

 

Right to Rent records are subject to a specific retention period. Copies of Right to Rent documents will be retained for the duration of the tenancy and for one year after the tenancy ends, after which they will be securely destroyed or deleted unless there is another lawful reason to retain the information. If your tenancy application does not go ahead, we retain data for one year, unless a longer period is necessary or required by law.

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Storage and security of data

When you give us information, we take steps to make sure your personal information is kept secure and safe. We limit access to your personal data to those who have a genuine business or legal need to access it.

 

Personal data may be stored electronically on our computers, laptops and other electronic devices and in cloud-based services where appropriate. Certain information, including Right to Rent and tenancy records, may also be retained in hard-copy format in a locked filing cabinet.

We take appropriate technical and organisational measures to protect personal data against unauthorised or unlawful processing and against accidental loss, destruction or damage. This includes appropriate access controls, passwords and physical security measures.

 

Where contractors or other third parties process personal data on our behalf, they will only process it on our instructions where they are acting as our data processor and they are subject to appropriate confidentiality and data protection obligations.

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Holding data outside the UK

Our email and other online accounts are web based. Providers may store related data internationally and not necessarily within the UK. Your personal data is also stored in iCloud and the location of the servers may be outside the UK.Where personal data is transferred outside the UK, we will ensure that the transfer is made in accordance with applicable data protection law and that appropriate safeguards are in place where required.