Privacy

This privacy statement applies to all users of Tenant Exchange and tells you what to expect when we process your personal information. This is our main privacy statement, however, some of our services may have additional privacy notices which will be provided to you when you engage or register for such a service. It is important for you to read this statement in full to understand how we use your data and your rights in relation to your data.

Tenant Exchange is operated by 101Smart Limited.

We to process personal data in order to deliver our services to you:

• To allow users to use the Tenant Exchange website

• To correspond with you

• To improve our products and services

We are committed to treating your information securely, with respect and in line with data protection law.

We keep this privacy statement under regular review and we will place all updates of this page on the website as soon as it practicable.

For further information you can contact us as follows:

Email: tenants@tenantexchange.co.uk

Please also review our Terms & Conditions of Service. When supplying products or services each contract will be amended for any specific data sharing and processing requirements with a tailored Annexe.

For independent advice about data protection issues, you can contact the Information Commissioner:

Information Commissioner
Wycliffe House, Water Lane
Wilmslow
Cheshire 
SK9 5AF

Phone: 0303 123 1113

Email: casework@ico.org.uk

Website: www.ico.org.uk 

What information do we collect and how is it used?

We will only collect personal information when we need this. When we ask you for information, we will make it clear why we need it. We will also make it clear when you do not have to provide us with information and any consequences of not providing this.

We collect information from you:

To process your request to join Tenant Exchange and manage your service:

• your name and contact information, including your email address;

• your home address and other information about your current property including features, restrictions, adaptations and your landlord

• details regarding the new property you are seeking e.g. location, property type, number of bedrooms, adaptations etc

• your geographical location to show you properties and related services relevant to your location.

• your contact preferences for other users to approach you e.g. text message, what’s app, telephone, e-mail;

• information required to take payment for this service via Stripe. Please note, only a basic payment reference is stored from Stripe. We do not have access to your payment card information.

Provision of some of the information requested by us is part of a ‘Contractual Requirement’. Without this information, we will be unable to accept an application for the Tenant Exchange service as we would be unable to manage your service. Please speak to us with any concerns.

It is also in our legitimate interests to use your geographical location in order to tailor the service to your needs.

How will we protect information about you?

We will apply appropriate technical and organisational measures to ensure your personal information is secure. For example, we have systems in place to ensure that access to personal information is restricted to authorised individuals on a strictly need-to-know basis.

When we need to share personal data with our partners, for example the local authority, our relationships are governed by our contracts with them which include strict data sharing and confidentiality protocols.

To help us ensure confidentiality of your personal information we may ask you (and any of your representatives) security questions to confirm your identity when you contact us and as may be necessary when we contact you. Unless the law permits or requires us to do so, we will not discuss your personal information with anyone other than you, unless you have given us prior written authorisation to do so or where we have received a clear verbal instruction from you (as a one-off circumstance).

Who will we share your information with?

In order for the Tenant Exchange Service to work, certain information regarding you and your property needs to be made publicly available to other users of the site. We will make it very clear to you what information needs to be published in order for the system to work and what information you can choose to make public, for example the name you would like to appear on your account and the contact details you would like other users to use to get in touch. For guidance, we also use Google Maps to provide an approximate location of your property to other registered users of the site.

Sometimes we will need to share personal information we hold about you with other organisations that we work with or who provide services on our behalf, for example an email processing company distributing our newsletters. When sharing information we will comply with all aspects of current data protection law. All our data sharing relationships are governed by contracts which include strict data sharing and confidentiality protocols. We may also share information when required by law, for example, where ordered by the Court or to protect an individual from immediate harm.

We may also share information when required by law for example where ordered by the Court or to protect an individual from immediate harm.

House Exchange will not process your information outside of the EEA, however, as this is a website service, it is possible that you information would be available to a user who chooses to log onto this service outside of the EEA. We have taken all necessary steps to ensure that your information remains secure.

Contact arrangements and promotion of our services

We will routinely use your contact details to send you information and communicate with you about the Tenant Exchange service. If you want to leave the Tenant Exchange service at any time, you can close your account from your tenant dashboard.

We will not use your data for unrelated marketing and we will never sell or share your personal data with 3rd party organisations for marketing purposes.

How long will you keep my data?

House Exchange only holds records during the period of our relationship and for a set period afterwards to allow us to meet our legal obligations including resolving any follow up issues between us.

At this current time, the set period of retention is 1 year after you close your account.

What are your rights in relation your data?

We are committed to upholding your rights in respect of your personal data.

The right to be informed

Through the provision of our privacy notice, we will be open and transparent about how and why we use your personal information.

The right of access

You have a right to ask us what personal information we hold about you and to request a copy of your information. This is known as a ‘subject access request’ (SAR).

SARs need to be made in writing, and we ask that your written request is accompanied by proof of your address and identity.

If you are seeking to obtain specific information (e.g. about a particular matter or from a particular time period), it helps if you clarify the details of what you would like to receive in your written request.

If someone is requesting information on your behalf, they will need written confirmation from you to evidence your consent for us to release this and proof of ID (both yours and theirs).

We have 30 calendar days within which to provide you with the information you’ve asked for (although we will try to provide this to you as promptly as possible).

In response to SARs, we will provide you with a copy of the information we hold that relates to you.

The right to rectification

You can ask us to rectify your personal data if it is inaccurate or incomplete. Please help us to keep our records accurate by keeping us informed if your details change.

The right to erasure

The right to erasure is also known as ‘the right to be forgotten’. In some circumstances, you can ask us to delete or remove personal data where there is no compelling reason for its continued processing. This is not an absolute right, and we will need to consider the circumstances of any such request and balance this against our need to continue processing the data. Our response will also be guided by the provisions of our retention schedule.

The right to object

In some circumstances you can ask us to restrict processing, for example

• You can tell us you object to us processing your data to provide update emails.

• You can specifically opt-out of update emails at any time by following the link at the bottom of each email.

• You can close your account via your tenant dashboard to stop using the service.

Website and Cookies

What cookies do we use?

Cookies are small text files that are sent by websites that you visit to recognise who you are when you return there. The files are stored on your computer’s hard drive, and are read by your web browser.

Cookies are used on this site to improve services for you through, for example:

• enabling a service to recognise your device so you don't have to give the same information several times during one task

• recognising that you may already have given a username and password so you don't need to do it for every web page requested

• measuring how many people are using the site, so it can be made easier to use and there's enough capacity to ensure it is fast enough

We use Google Analytics to measure how many people use this site and how this is used. We do this to make sure the site is meeting users' needs and to understand how we could improve it.

The following cookies are used by Google Analytics:

• _ga stores a randomly generated number for 2 years

• ga* stores a randomly generated number for 2 years

To opt out of being tracked by Google Analytics across all websites, visit http://tools.google.com/dlpage/gaoptout.

The following cookies are used by Google Ads:

• __gpi stores a randomly generated number for 13 months

• __gads stores a randomly generated number for 13 months

• IDE stores a randomly generated number for 13 months

• DSID stores a randomly generated number for 2 weeks

The above cookies may also be sent to Google during translation requests.

To learn more about what Google cookies are used for visit: https://business.safety.google/adscookies/ 
To learn more about how Google uses cookies, visit: https://policies.google.com/technologies/cookies 

The following cookies are used to provide other normal website functions:

• .AspNetCore.Antiforgery.* a randomly generated number until you close your browser

• UmbracoMembers.Cookies allows you to sign in and depending on if you chose 'remember me' during sign in will auto sign you in on next visit

• CookieControl locally stores your cookie settings so that your privacy choices are remembered for future use

If you do not wish to accept any cookies on to your machine, you can disable them on your web browser or you are able to adjust the settings to allow only certain ‘trusted’ sites to store cookies on your computer. Please note that turning all cookies off may adversely affect the functionality of websites you visit.

For further information visit: www.allaboutcookies.org