Introduction

Whil Limited (“Whil”, “we”, “us”, or “our”) is a letting agency operating in the United Kingdom. We take the privacy of your personal data seriously and are committed to protecting it in accordance with the General Data Protection Regulation (GDPR). This policy statement outlines how we collect, use, store, and disclose your personal data.

What Personal Data Do We Collect?

In the course of our business as a letting agency, we may collect the following types of personal data from you:

• Identification and Contact Information: This includes your name, address, phone number, email address, next of kin details (if required).
• Financial Information: This may include bank account details, proof of income, and references.
• Identification Documents: Copies of passports, driving licenses, or other government-issued ID.
• Property Details: Information about properties you are interested in renting or letting.
• Communication Records: Records of your communication with us, such as emails, phone calls, and online inquiries.

How We Use Your Personal Data

We use your personal data for the following purposes:

• To process your application to rent or let a property.
• To perform background checks and reference checks (where applicable).
• To prepare tenancy agreements and other legal documents.
• To manage your tenancy, including collecting rent, arranging repairs, and maintaining communication.
• To comply with legal and regulatory requirements, such as anti-money laundering regulations.
• To send you marketing communications about our services (with your consent).

Legal Basis for Processing Your Data

We rely on the following legal basis to process your personal data:

• Contractual Necessity: Much of the data we collect is necessary to fulfil our contractual obligations with you, such as processing your tenancy application and managing your tenancy.
• Legal Obligation: We may need to process your data to comply with legal and regulatory requirements.
• Legitimate Interests: We may use your data to pursue our legitimate interests, such as sending you marketing communications (with your consent).
• Consent: In some cases, we may ask for your explicit consent to process your data, such as for marketing purposes. You can withdraw your consent at any time.

Who We Share Your Data With?

We may share your personal data with third-party service providers, such as landlords, reference agencies, credit reference agencies, maintenance contractors, and regulatory bodies. We will only share your data with third parties who have a legitimate need to access it and who have implemented appropriate security measures to protect your data.

Data Security

We have implemented appropriate technical and organizational measures to protect your personal data from unauthorized access, disclosure, alteration, or destruction. We regularly review and update our security measures to ensure the ongoing protection of your data.

Data Retention

We will only retain your personal data for as long as it is necessary to fulfil the purposes for which it was collected, or as required by law. Once your data is no longer required, we will securely delete or anonymize it.

Your Rights under GDPR

You have a number of rights under GDPR in relation to your personal data. These rights include:

• The right to access your personal data.
• The right to rectify any inaccuracies in your data.
• The right to restrict or object to the processing of your data.
• The right to data portability (in some cases).
• The right to erasure of your data (in some cases).

How to Exercise Your Rights

If you wish to exercise any of your rights under GDPR, please contact us using the details provided below.

Contact Us

If you have any questions about this policy statement or your rights under GDPR, please contact us using the following details:

• Email: info@whil.co.uk
• Phone: 01158730353
• Address: 11 Hungerton Street, Nottingham NG7 1HL

Changes to this Policy

We may update this policy statement from time to time. We will notify you of any changes by posting the updated policy statement on our website.

This policy statement is effective as of 01st January 2024.