Privacy Policy

 

 
The following information constitutes our privacy notice. In this document, "we", "our", or "us" refer
to Walker Lettings and Management.
Our registered office is at 11 Winters Road, Thames Ditton, Surrey KT7 0XW
You can contact us by e-mail about privacy at: info@walkerlettings.co.uk .


Introduction
1. This is a notice to inform you of our policy about all information that we record about you. It
sets out the conditions under which we may process any information that we collect from
you, or that you provide to us. It covers information that could identify you (“personal
information”) and information that could not. In the context of the law and this notice,
“process” means collect, store, transfer, use or otherwise act on information.

2. We take seriously the protection of your privacy and confidentiality. We understand that
you are entitled to know that your personal data will not be used for any purpose
unintended by you, and will not accidentally fall into the hands of a third party.

3. We undertake to preserve the confidentiality of all information you provide to us, and hope
that you reciprocate.
 
4. Our policy complies with UK law accordingly implemented, including that required by the EU
General Data Protection Regulation (GDPR).
 
5. The law requires us to tell you about your rights and our obligations to you in regards to the
processing and control of your personal data. We do this now, by requesting that you read
the information provided at www.knowyourprivacyrights.org. You can also obtain further
information about data protection laws by visiting the Information Commissioner’s website
at ico.org.uk
 
6. Except as set out below, we do not share, or sell, or disclose to a third party, any information
collected through our website or otherwise.


Information we collect about you
We collect information such as your name, address, email address, telephone numbers and any
other information that may to choose to provide. You may provide this information by filling out a
form on our website, contacting us by telephone, email address, post or from a property portal
website that you may use 

Personal information we may process
We aim to process data, whether personal data or not, only to the extent necessary for us to provide
our clients with our services and for other agreed purposes.
Personal information that we may process may include:

Client information
If you are a client, personal information may include your identity and contact information,
information about your family members, and financial information.
We may also process information deemed to be “special category” information, such as information
about criminal records and credit information.
In most cases, your personal data will have been provided to us by you. However,
with your consent, or if it is necessary in order to provide you with our services, we
may have obtained your personal data from a third party source such as a credit
agency.

Credit Reference and Affordability Checks
To help us assess applications, prevent fraud, and meet our legal and regulatory obligations, we may
obtain information about you from credit reference agencies (CRAs).
We obtain this information via Creditsafe, which uses its data partner TransUnion to supply
consumer credit and identity data.

• Creditsafe Business Solutions Limited is authorised and regulated by the Financial Conduct
Authority
FCA Firm Reference Number: 742313

• TransUnion International UK Limited is authorised and regulated by the Financial Conduct
Authority
FCA Firm Reference Number: 805757
The information we receive may include data relating to your identity, credit commitments,
payment history, and public record information. This data is used solely for legitimate business
purposes, including creditworthiness assessment, identity verification, and fraud prevention, in
accordance with applicable data protection laws.
Further information about how Creditsafe and TransUnion process your personal data can be found
in their respective privacy notices:

• Creditsafe Privacy / Transparency Notice:
Transparency Notice | Customers & Suppliers

• TransUnion CRAIN (Credit Reference Agency Information Notice):
https://www.transunion.co.uk/legal/privacy-centre/pc-credit-reference

• TransUnion Bureau Privacy Notice:
https://www.transunion.co.uk/legal/privacy-centre/pc-bureau

Contact details of the Data Protection Officer (DPO)
Simon Walker – info@walkerlettings.co.uk
We may share personal data with customers or business partners, third-party service
providers, regulators, or law enforcement bodies where required, and professional advisers. Where
data is shared outside the UK, appropriate safeguards will apply.We may transfer personal data to recipients or service providers located outside the UK and/or
European Economic Area (EEA).
Where such transfers take place, we ensure appropriate safeguards are in place to protect personal
data in accordance with applicable data protection laws. These safeguards may include the use of
approved standard contractual clauses, international data transfer agreements, or transfers to
countries that have been recognised as providing an adequate level of data protection.
You have the right to complain to the UK Information Commissioner's Office (ICO) or another
relevant data protection authority if you are dissatisfied with how we manage your personal data.
The provision of certain personal data is primarily contractual and, in some
circumstances, required to meet legal and regulatory obligations.
Personal data is required to:
• enter and perform contracts with customers, suppliers, or business partners.
• process orders, manage accounts, and deliver goods and services.
• verify identity and prevent fraud; and
• comply with applicable legal, regulatory, accounting, and tax obligations.
What are the consequences of not providing personal data?
If you choose not to provide the personal data, we request:
• we may be unable to enter a contract with you.
• we may be unable to fulfil orders, supply goods, or provide services.
• we may be unable to conduct necessary verification, compliance, or fraud
prevention checks; and
• as a result, our services may be delayed, restricted, or declined.
Where personal data is requested for optional purposes, such as marketing communications,
providing this data is not mandatory, and you may withdraw your consent at any time without
affecting your ability to receive goods or services from us.
We may use automated systems and tools to support certain business processes, such as risk
assessment, fraud prevention, affordability checks, identity verification, or record management.
These tools may analyse personal data using predefined criteria or rules to generate indicators,
scores, or recommendations. However, we do not make decisions that have a legal or similarly
significant effect on individuals based solely on automated processing. Any such decisions are
subject to meaningful human review.
The use of these tools may influence the speed or level of review applied to an application or
request, but individuals will not be subject to automatic rejection or adverse decisions without
human involvement.

Related third party information
We may process your personal data if you have a personal or business connection with any of our
clients or suppliers. For example, you may be a family member, business partner, other adviser,
supplier or transaction counterparty.
The data we process may include contact information, information about your business activities,
and financial information such as that relating to income and expenses.
We may be given your personal data by our clients or suppliers, or by third parties acting on the
instructions of a client or a supplier.

Supplier information
If you supply our business with goods or services, including subcontracted services that we supply to
our clients, then we may process your personal information. However, we do so only to the extent
necessary to contract with you.

The basis on which we process information about you
The law requires us to determine under which of six defined grounds we process different categories
of your personal information, and to notify you of the basis for each category.
If a basis on which we process your personal information is no longer relevant then we shall
immediately stop processing your data.
If the basis changes then if required by law we shall notify you of the change and of any new basis
under which we have determined that we can continue to process your information.

Information we process because we have a contractual obligation with you
When a contract is formed between you and us, in order to carry out our obligations under that
contract we must process personal information.
As examples, a contract between us could be formed by:
your signing an agreement to allow us to act as agent for you
your signing an agreement to allow us to carry out services required in order to let a property
your agreement to our terms and conditions when you sign or register on our website
We use your information in order to provide you with our services under that contract, for example:
to help you find properties, prospective tenants
to verify your identity for security purposes
to carry out credit checks and to obtain personal references
to provide other parties with whom you have expressed interest to contract and their
representatives with sufficient information to make a decision as to whether to enter into a contract
with you, and then to enter into a contract with you
to negotiate on your behalf
to provide you with advice
to pay rent we have collected into your bank account
We process this information on the basis there is a contract between us, or that you have requested
we use the information before we enter into a legal contract.
We shall continue to process this information until the contract between us ends or is terminated by
either party under the terms of the contract.
 
Information we process with your consent
Only when you have given us explicit permission to do so, do we process your personal information
under the basis of consent.
We continue to process your information on this basis until you withdraw your consent or it can be
reasonably assumed that your consent no longer exists.
You may withdraw your consent at any time by telling us. However, if you do so, you may not be
able to use our services further.

Information we process for the purposes of legitimate interests
We may process information on the basis there is a legitimate interest of doing so, either to you or
to us.
Where we process your information on this basis, we do after having given careful consideration to:
whether the same objective could be achieved through other means
whether processing (or not processing) might cause you harm
whether you would expect us to process your data, and whether you would, in the round, consider it
reasonable to do so
For example, we may process your data on this basis for the purposes of:
record-keeping for the proper and necessary administration of our business
responding to communication from you to which we believe you would expect a response
protecting and asserting the legal rights of any party
insuring against or obtaining professional advice that is required to manage business risk
protecting your interests where we believe we have a duty to do so

Information we process because we have a legal obligation
Sometimes, we must process your information in order to comply with a statutory obligation.
For example, we may be required to give information to legal authorities if they so request or if they
have the proper authorisation such as a search warrant or court order.
This may include your personal information.

Communicating with you
When you contact us, whether by telephone, through our website or by e-mail, we collect the data
you have given to us in order to reply with the information you need.
We record your request and our reply in order to increase the efficiency of our business.
We keep personally identifiable information associated with your message, such as your name and
email address so as to be able to track our communications with you to provide a high quality
service.

Storing your personal information
The information that we store about you is stored on our computer system. Unfortunately, the
transmission of information over the internet is not completely secure. We will do our best to
protect your personal information but cannot guarantee the security of your information
transmitted to our website. Once we receive your information, we will use strict security procedures
to try and prevent unauthorised access.
We will store your personal information for as long as necessary for the purposes for which it is
processed. The period will vary depending on the nature of the information and your interactions
with us

Cookies
Our website uses cookies to distinguish you from other users of our website. This helps us to provide
you with a good experience when you browse our website. By using our website, you agree to our
use of cookies

Your Rights
You have the right to tell us not to use your personal information for marketing purposes. UK data
protection law also gives you the right to access your personal information, to object to the use of
your personal information for certain purposes, and the right to erase, restrict or receive a machine
readable copy of your personal information. You can exercise any of these rights by emailing us at
info@walkerlettings.co.uk

Disclaimer
Whilst we use all reasonable efforts to ensure that the information published on this website is
accurate, current and complete at the date of publication, no representatives or warranties are
made as to the accuracy, currency or completeness of such information. We cannot accept
responsibility (to the extent permitted by law) for any loss arising directly or indirectly from the use
of, or any action taken in reliance on, any information appearing on this website or any website which it may be linked. We make not warranty that this website is free from errors, defects or
viruses. We reserve the right to change, modify, add or remove provisions of this privacy policy. Any
changes to this policy will be shown here, and we recommend that you check this policy again from
time to time.