Our Privacy and Cookie Policy

Hi, this is the privacy notice for Derby Estates. We’ll keep things as simple as possible, and in this policy, we shall refer to ourselves as ‘we, ‘our’ or ‘Derby Estates’.

If you have any questions about the details outlined within this privacy policy please just send a quick email to info@derbylettings.co.uk, and we will endeavour to respond as soon as we can.

This policy is here to let you know about how we collect and process information we gather from our website, either through online tools or that you provide to us through our forms. If you become a tenant or a landlord with us we will need to store additional data for you, in order for us to manage your property better, so this privacy policy only relates to the website and the information we gather through this website and not the additional information we need in order to do business with yourself.

We’re fully committed to protecting your privacy and the confidentiality of your personal information.

What are your data protection rights?

Under the law you have several rights relating to your data protection.

  1. The right to be informed: This is the right to be informed about the collection and use of your personal data. This is why a privacy policy is required on a website, and why many websites now have ‘cookie’ notifications on them.
  2. The right of access: You have the right to access your personal data.
  3. The right to rectification: You have the right to update inaccurate or incomplete personal data.
  4. The right to erasure: In some circumstances, you have the right to have your personal data erased.
  5. The right to restrict processing: You have the right to request the restriction or suppression of your personal data in certain circumstances. This gives companies the right to store your data but not to use it.
  6. The right to data portability: This right allows you to obtain and reuse your personal data for your own uses across different services.
  7. The right to object: This gives you the right to object to the processing of your personal data in certain circumstances. This applies to your absolute right to stop your data being used for direct marketing.

You have the right to unsubscribe from any marketing emails at any time, and by law we must make this process easy for you.

You also have a right to lodge a complaint with an authority if you feel your data is not being treated as it should be.

If you wish to find out more about your data protection rights and why this is important, please visit the ICO website here 

What data do we collect?

So, the personal data we collect from you includes:

Anything you input into our forms, which includes your name, company name, phone number, email address, and inquiry type. We keep this information to contact you about your inquiry.

Anything we might need to take note of if you contact us via telephone or email.

The personal data outlined in this privacy policy only relates to data captured on our website through our website forms. If you become a landlord or a tenant with us then we will need to store additional data about yourself in order to do business with you. This is data such as your address, date of birth, employer details, national insurance number, etc., and other things that may be required to ensure we can manage the properties appropriately. If you wish for more information about the data we need to keep for our tenants and landlords then please get in touch. This data is not outlined within this privacy policy as this relates to the information captured within our forms on our website only.

How do we use your data?

If you look to the cookie section below it will explain how we use your data concerning google analytics.

The general data you provide to us via website forms or other communications will be used to communicate with you about your inquiry and interest in letting or renting with us.

If we sustain a professional relationship then we will use your data to contact you, so that we are able to run our business to the best of both of our interests.

We never pass your data on to third parties for marketing purposes without your permission.

We will only ever, rarely, need to share your details with ‘third party’ partners if it is required to complete the work we have agreed to do for you. This may be in the case of arranging maintenance work, or things of this nature. Your data will always be protected.

The way that we use your data is compliant with data protection laws including the Data Protection Act 1998, GDPR, and other relevant policies.

How long do we keep your data?

We keep the data as long as we need to communicate with you about your inquiry, tenancy or property. We also keep the data to follow up on inquiries and check in on our clients from time to time. If you ever wish to stop hearing from us relating to your inquiry on our website then just email back and let us know.

We do not keep data longer than necessary. If we do not get a response from you we will keep your data no longer than 1 year.

Children’s privacy protection

Our services and website are not designed for, or targeted to, children of 13 years or younger. Any data collection via cookies or through our website forms is unintentional on our part. We won’t do business with children and so we won’t keep personal data if children do come through to us.

What are cookies

A cookie is a tiny file used on most websites to collect information about website visitors. Our cookies do not collect personal identifying information, they just track your behaviour on our website.

We use Google Analytics to do this. 

There are also third-party cookies which appear on our site, through social media embedding and other features of our website. When we are warning you about the cookies on our website, you should also be aware of the third-party cookies from other sources.

What cookies do we use?

We use google analytics on our website. This collects cookies and is widely used across the web. It collects information about your activity on our site, the device used to access the site, how you came on to the site (directly, through social, or through google) and your general location.

We use this information to gather feedback on our website, to see how users behave on our website, and to learn how they came to our website. It helps us to improve our site based on this information.

The data that we see through google analytics does not include any personal information.

You can find out more about this on Google’s privacy policy: https://policies.google.com/privacy

How to contact us about your data protection

You can ask us at any time to update or remove your personal information by emailing us at info@derbylettings.co.uk

You can also request a copy of any personal information we hold about you. Just write to us at info@derbylettings.co.uk

How to contact the appropriate authorities about data misuse