This Privacy Notice tells you what data we collect, why we collect it and what we do with it. You can also find information on the rights you have to manage your data.
- Who we are
- The Data Controller
- How we collect and use your information
- How long we will keep your information
- Your rights
- Contacting us about your data
- The General Data Protection Regulation (GDPR)
Who we are
We are Barbon Insurance Group Limited (“we”, “us” or “our”) and you will know us by our brand names:
- HomeLet, Rentshield Direct, Let Alliance and Movem.
Our ICO registration number is Z6363100 which can be verified on the ICO Data protection public register.
The following notice sets out how we will use and protect your personal data. We are committed to protecting your information and ensure that all policies and procedures followed are done so in accordance with the principles of the Data Protection Legislation.
We are the Data Controller
The Data Controller is a person or organisation that determines the purposes and the manner in which any personal data is processed. We are the Data Controller for all activities carried out by HomeLet, Rentshield Direct, Let Alliance and Movem.
How we collect and use your information
We will only use your information where we are allowed to by law e.g. carrying out an agreement we have with you, fulfilling a legal obligation, because we have a legitimate business interest or where you agree to it. We will never collect special category data about you without your explicit consent.
Specific use of your data will be detailed within the terms and conditions of the service you are engaging with prior to your information being collected.
Tenant referencing services
If you are being referenced the personal data we collect will include your name, address (current, previous and prospective), date of birth, telephone number, email address, employment details and financial circumstances.
In order to complete the referencing service we will share your name and address with TransUnion in order to carry out a credit search, which will not impact on your overall credit report.
If you are named as a referee for an applicant using the referencing service the personal data we will collect will include your name, telephone number and email address.
If we provide insurance services, including quotations for you, we will collect your information on the basis of contractual relationships. The personal data we collect will include your name, address, date of birth, telephone number and email address.
We may need to collect information relating to your credit history and criminal convictions from you, in order for the Insurer to adequately assess the risk and provide you with accurate cover and premiums. The specific use of your data will be detailed within the terms and conditions of your policy.
Agency business accounts (letting agents, estate agents, brokers or affiliates)
If we provide an Agency Account to you, including referencing your tenants and providing you with insurance, we will collect the information of your business and staff members on the basis of our contractual relationships. The personal data we collect will include your name, date of birth, personal address, work telephone number and work email address. We will never collect sensitive information about you or your employees without your explicit consent.
The tenant services we offer you will include, but may not be limited to media services (broadband, TV and phone), removals and utility providers. If we provide Tenant Services to you, by way of referring you to a supplier we will collect your information on the basis of your consent. If we provide Tenant Services to you, by way of completing a sales process with you, we will collect your information on the basis of contractual relationships. The personal data we collect will include name, address, date of birth, telephone number and email address. We’ll never collect special category data about you without your explicit consent. Our selected partners for Tenant Services include:
- Virgin Media
If you are contacting us for the purposes of employment we will collect your information on the basis of your consent. The personal data we will collect will include your name, address, telephone number, email address and employment history.
As part of the recruitment process you may be asked to provide sensitive information for the purposes of equal opportunities and employment background checks. Supplying special category data for equal opportunities is entirely optional, however, for the purposes of the employment background checks we will need to collect the following information with your explicit consent; credit history and criminal convictions.
Further details on how we will use your information when in employment, will be provided to you in your contract of employment, and supporting company policies.
How long we will keep your information
All our referencing records will be held for a period, not less than six years, this enables us to retain accurate records of business transactions and allows the records to be used in any potential legal claims or complaints.
We will keep your information for as long as you have a relationship with us. After it ends we will keep it where we may need it for our legitimate purposes e.g. to help us respond to queries or complaints, for claims and legal proceedings to be bought or defended or for other reasons including fighting fraud and financial crime, and responding to requests from regulators.
Agency business accounts (letting agents, estate agents, brokers or affiliates)
All our Agency Management records will be retained whilst your account is active and for a period of not less than three years from the date your account is closed.
All our Tenant Services records will be held for a period, not less than six years, this enables us to retain accurate records of business transactions and allows the records to be used in any potential legal claims or complaints.
If you have an unsuccessful employment application we will retain your information for a period not less than six months. If your employment application is successful we will retain your information throughout your employment with us and for a period not less than six years following employment termination.
You are in control of how we use your information for marketing. We will only contact you if you have agreed its okay. Then, we might use your information to tell you about products and services that could interest you.
You are able to opt out of marketing at any time by contacting us directly. All electronic marketing will also provide you with a simple means to opt out of further marketing.
You have a number of rights relating to your information e.g. to see what we hold, ask us to update incorrect or incomplete details, to object to or restrict processing of it or to make a complaint.
- At any time, you can request a copy of all personal data held by Barbon, along with details of the processing undertaken and any 3rd parties with whom the data is shared with. This information will be provided to you free of charge and within a month of the request being received.
- Should we, at any time, process data which is incorrect, you have the right to request this be rectified free of charge and within a month of the request being received. Where the data has been shared with 3rd parties we will take appropriate steps to ensure they are updated with the correct information.
- If at any time, our processing causes unwarranted and substantial damage or distress to you, you can request for us to delete your information. This is known as the right to be forgotten. Any request received will be assessed on a case by case basis and any actions we take will be confirmed to you in writing.
- You can object to any processing being undertaken by us, however, some products and services require an element of processing for these to be provided. Where the objection relates to marketing activity, you will be able to object easily via the method of which the marketing is provided to you.
- Where you have provided your personal data on the basis of consent, you can withdraw this consent at any time. Where you withdraw your consent, and there is no lawful basis to continue processing your data we will cease the processing immediately.
Should you have any queries, concerns, or even complaints, about how we have processed your information you can raise these directly to our Data Protection Officer using any of the following methods:
Post: Data Protection Officer, Hestia House, Edgewest Road, Lincoln, LN6 7EL
Any complaints raised will be investigated thoroughly and a full detailed response provided to you. If you remain unhappy with the outcome of your complaint you have the right to raise this further with the Information Commissioner’s Office (ICO). The ICO can be contacted via any of the following methods:
Post: ICO, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113
The General Data Protection Regulation (GDPR)
To find out more about GDPR, follow the links below to read the guidelines and information published by the Information Commissioner’s Officer:
LAST UPDATED: 14/02/2020