Data Protection Statement

About this Data Protection Statement

This Data Protection Statement explains:-

  • what personal information we may hold about you;
  • the purposes for which your personal information may be used; and
  • details of third parties to whom your personal information may be disclosed.

Who are we?

Lettingref.com is a provider of tenant vetting services to landlords and letting agents of properties in the United Kingdom. "Lettingref" and "Lettingref.com" are trading names of Letting Services Online Ltd (a company incorporated in Scotland under the Companies Acts (company number SC450219) and having its registered office at 26 Dublin Street, Edinburgh EH3 6NN). Letting Services Online Ltd and each of its subsidiaries, holding companies and associated companies from time to time (hereinafter referred to collectively as "the Lettingweb Group"), are committed to ensuring that your privacy is protected when personal information about you is provided to them. In this Data Protection Statement when we refer to "we" or "us" we mean Letting Services Online Ltd and/or any other member of the Lettingweb Group from time to time.

Data Protection Registration Number ZA005503

What personal information about you do we have?

We have personal information about you which has been provided to us by our customer, who is the person identified as such on the email we sent to you. This may include, among other things, the following information:-

  • your name and email address;
  • your date of birth;
  • your gender;
  • details of your previous addresses;
  • your current employer and salary; and
  • details of properties formerly owned or occupied by you.

We may also hold information about you which we have received from third parties, such as credit reference agencies, fraud prevention agencies and insurance reference agencies, which may include:-

  • all the types of information mentioned in the previous paragraph;
  • whether you have any adverse credit history;
  • whether you have any CCJs or similar judgments against you;
  • whether you have ever been bankrupt;
  • details of previous address at which you have lived;
  • any references given by your existing employer and/or landlord; and
  • details of insurance claims you have made.

There is also an online storage facility on our website which our customer may use to upload and store copies of important documents such as your birth certificate, passport, utility bills, bank statement and drivers licence.

Please see our Privacy Policy for details as to how you may obtain details of exactly what personal information we hold about you.

We will ensure to take all reasonable steps to keep accurate and up to date any information which we hold about you. If, at any time, you discover that information which we hold about you is incorrect, you should contact us at [insert email address] to have the information corrected.

For what purposes will your personal information be used?

Your personal information will be used in order that we may carry out a carrying out various searches and checks against you for the purposes of providing our customer with information which will assist them (or, as the case may be, the landlord and/or letting agent of the property you wish to rent) decide whether you are a suitable tenant.

Your personal information may also be used:-

  • for our own administrative, sales, marketing and product /service development purposes;
  • in order to enable us to arrange policies of insurance for the landlord / letting agent of the property;
  • for the prevention of fraud and money laundering;
  • for debt recovery purposes;
  • for direct marketing purposes;
  • to make credit decision about you (which may involve credit scoring); and
  • to make judgments about your suitability to rent the property and make recommendations about such matters to our customer.

To whom will your person information be disclosed?

Unless we have your prior consent, we shall not sell, rent, trade or share any personal information which we hold except that:

  • we may disclose information which is held by us where required to do so by law or in connection with legal proceedings;
  • we may disclose aggregate statistics to third parties which are made up from statistics in respect of individual persons but these statistics will not include personally identifying information;
  • we may disclose personal information to our legal, accounting, marketing or other professional advisers, our website hosts and our courier, postal or transport providers, and insurers (names and addresses only in the latter case);
  • we may also disclose your personal information (including details about your financial history and credit worthiness) to our customer, who may in turn disclose that information to the landlord of the property;
  • we may also disclose your personal information to credit reference agencies and fraud prevention agencies;
  • we may also disclose your personal information to other agencies who maintain/compile databases of insurance claims and information for the purposes of sharing that information with providers of credit and insurance ("Insurance Reference Agencies");
  • we may also disclose your personal information to insurers and/or insurance agents;
  • we may disclose your personal information to third parties (such as your existing and previous employers and your existing and previous landlords) for the purpose of such persons giving us a reference about you; and
  • we may disclose your personal information to other members of the Lettingweb Group.

Other important information you should know

Where we have been supplied with details of third parties (such as your existing or previous employers, and your existing or previous landlords), we may contact those third parties with a view to verifying any information which we have been provided about yourself.

You hereby agree that we or our agents may search the databases of third party data providers such as credit reference agencies and Insurance Reference Agencies for the purposes described above.

We may use your personal information to make credit decisions about you and/or to make judgments about your suitability to rent a property and make recommendations about such matters to our customer. To make or assist in the making of such decisions and recommendations, we may use a process called credit scoring and/or other automated decision making processes. Your personal details will be passed to our customer, who may use that information to make similar decisions and recommendations about you. They in turn may pass your personal information to the landlord of the property which you propose to rent.

As explained above, your personal details may be passed on to credit reference agencies and Insurance Reference Agencies. Such agencies may record the search and such information may be shared with credit grantors, insurers other persons making a search against you in future and be used for credit decisions and insurance decisions and fraud prevention.

In the event of you defaulting on rental payments in terms of any lease or tenancy agreement which you may have with the landlord of the property (or their agents), such information may be supplied to credit reference agencies and Insurance Reference Agencies.

Where you can find out more

Our Privacy Policy explains in more detail, among other things, the steps we take to protect your personal information. We highly recommend that you read our Privacy Policy.

Why can we use your personal information in this way?

We can use your personal information in this way because you have either agreed online to us using your personal information or our customer has informed us that they have already obtained your express consent to us using your personal information and, in particular, that you have signed a hard copy of our Tenant/Guarantor Reference Form. If this is not the case please let us know immediately by emailing support@lettingref.co.uk.

What if you wish to object to our use of your personal data?

If you do not consent to us using your personal information in the manner for the purposes described above you must alert the managing agent or landlord immediately.