About DMS Property

PRIVACY NOTICE

BACKGROUND: 

DMS ASSOCIATES UK LTD understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our clients and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

Information About Us

DMS ASSOCIATES UK LTD.

Limited registered in England under company number 04575622.

229 Eaton Road, West Derby, Liverpool, L12 2AG

Data Protection Manager: Craig Unsworth

Email address: DMSPropertyLtd@outlook.com

Telephone number: 0151 315 1101

Postal Address: 229 Eaton Road, West Derby, Liverpool, L12 2AG

We are fully regulated and members of all the leading industry professional bodies including;

ICO (Information Commissioner Office)

NLA (National Landlords Association)

TPOS (The Property Ombudsman)

DPS (Deposit Protection Service)

CMP (Client Money Protection Scheme) 

What Does This Notice Cover?

This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

What is Personal Data?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The personal data that we use is set out in Part 5, below.

What Are My Rights?

Under the GDPR, you have the following rights, which we will always work to uphold:

  1. The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
  2. The right to access the personal data we hold about you. Part 10 will tell you how to do this.
  3. The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
  4. The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 11 to find out more.
  5. The right to restrict (i.e. prevent) the processing of your personal data.
  6. The right to object to us using your personal data for a particular purpose or purposes.
  7. The right to data portability. This means that you can ask us for a copy of your personal data held by us to re-use with another service or business in many cases.
  8. Rights relating to automated decision-making and profiling. We do not use your personal data in this way
  9. For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

What Personal Data Do You Collect?

We may collect some or all of the following personal data (this may vary according to your relationship with us:

  • Name;
  • Date of birth;
  • Address;
  • Email address;
  • Telephone number;
  • National Insurance Number
  • Profession, employment details;
  • Payment information; 
  • Passport number, Residence number (visa), Permit
  • Driving licence
  • Guarantor information
  • Previous address / Previous landlord

Your personal data is obtained from the following third parties:

  • Home Office – Rights to Rent;
  • Credit Check Agencies.

 How Do You Use My Personal Data?

Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data will be used for the following purposes:

  • Managing our contractual obligations and duties in accordance with the terms of our contract with you.
  • Supplying our services to you. Your personal details are required in order for us instruct third party trades persons (a list can be provided on request) to deliver contractual and crucial maintenance and mandatory services to you.
  • Communicating with you. This may include responding to emails or calls from you.
  • To analysis information so we can improve our services to our tenants. 
  • Supplying your information under our legal obligations such as: DWP, Police, Courts, Environmental services etc. 

How Long Will You Keep My Personal Data?

We will hold your personal information on our systems only for so long as is necessary for the relevant activity, or as long as is set out in any relevant contract with you.

How and Where Do You Store or Transfer My Personal Data?

We will only store your personal data in the UK. This means that it will be fully protected under the GDPR.

Do You Share My Personal Data?

We will not share any of your personal data with any third parties for any purposes, subject to certain exceptions.

  • We share limited personal data with the property landlord

We may sometimes contract with third parties to supply services to you on our behalf. These may include plumbing, general buildings works, and electricians. In the mail these services are required to meet legal obligations such as:

  1. The Furnishings (Fire Safety) regulations 1989.
  2. General product Safety Regulations 1994.
  3. The Gas Safety (Installation and Use) Regulations 1994.
  4. Gas Cooking Appliances (Safety) Regulations 1989.
  5. The Electrical Equipment (Safety) Regulations 1994.
  6. Plugs and Sockets (Safety) Regulations 1994.
  7. Consumer Protection Act 1987.
  8. Heating Appliances (Fireguards) Regulations 1987.
  9. Bunk bed (Entrapment Hazard) (Safety) Regulations 1987.
  10. Defective Premises Act 1972.
  11. Occupiers Liability Act 1957 and 1984.
  12. Landlord and Tenant Act 1985.
  13. Unfair Terms in Consumer Contract Regulations 1999.
  14. Taxation of Income from Land (non-residents) Regulations 1995.

In some cases, those third parties may require access to some or all of your personal data that we hold.

  • Due to the nature of operating sub-contractors, they may change on a regular basis and is not practical to change the privacy statement every time they change. Therefore, an up to date list of contractors is held at the DMS office. 

If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority

How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.

There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within 30 days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details [(for the attention of Craig Unsworth               

Email address: DMSPropertyLtd@outlook.com

Telephone number: 0151 315 1101

Postal Address: 229 Eaton Road, West Derby, Liverpool, L12 2AG  

Changes to this Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection. We will inform you of any changes via mail and email.

Complaints

If you would like to exercise any of your rights above, please contact us at DMSPropertyLtd@outlook.com.

Should you wish to complain about the use of your information, I/ we would ask that you contact me/ us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information.  The Information Commissioner’s contact details are noted below:

England:

Information Commissioner’s Office

Wycliffe House, Water Lane

Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113

Email: casework@ico.org.uk

Have any questions?

Whether you are looking for help, advice, or support on any of our products, or a question, our team are here to help. Please fill in the form and our friendly team will be happy to respond.

DMS Property

229 Eaton Road
Liverpool
L12 2AG
0151 315 1101
enquiries@dmspropertyagents.co.uk
Mon – Fri 9:00 – 5:00pm