This notice applies across all websites that we own and operate and all services we provide, including but not limited to https://www.rentchief.co.uk/ and https://www.fmchief.co.uk/ our property management software and any other apps or services we may offer. For the purpose of this notice, we’ll just call them our ‘services’.
When we say ‘personal data’ we mean identifiable information about you, like your name, email, address, telephone number support queries and so on. If you can’t be identified (for example, when personal data has been aggregated and anonymised) then this notice doesn’t apply. We may need to update this notice from time to time. Where a change is significant, we’ll make sure we let you know – usually by sending you an email.
Last updated: 25 May 2021
Who are ‘we’?
When we refer to ‘we’ (or ‘our’ or ‘us’), that means Rent Chief Limited and all its wholly owned subsidiaries. We provide an easy-to-use online platform for property investors and managers to help them manage their business.
We are registered in England and Wales under company number 11174025. We are registered with the ICO for data protection reference number ZA800049
Our principles of data protection
Our approach to data protection is built around four key principles. They’re at the heart of everything we do relating to personal data:
Transparency: We take a human approach to how we process personal data by being open, honest and transparent.
Enablement: We enable connections and efficient use of personal data to empower productivity and growth.
Security: We use industry leading approaches to securing the personal data entrusted to us.
Stewardship: We accept the responsibility that comes with processing personal data.
How we collect your data
When you visit our websites or use our services, we collect personal data. The ways we collect it can be broadly categorised into the following:
Information you provide to us directly: When you visit or use some parts of our websites and/or services we might ask you to provide personal data to us. For example, we ask for your contact information when you sign up for a free trial, respond to a job application or an email offer, participate in community forums, join us on social media, take part in training and events, contact us with questions or request support. If you don’t want to provide us with personal data, you don’t have to, but it might mean you can’t use some parts of our websites or services.
Information we collect automatically: We collect some information about you automatically when you visit our websites or use our services, like your IP address and device type. We also collect information when you navigate through our websites and services, including what pages you looked at and what links you clicked on. This information is useful for us as it helps us get a better understanding of how you’re using our websites and services so that we can continue to provide the best experience possible (e.g., by personalising the content you see).Some of this information is collected using cookies and similar tracking technologies. If you want to find out more about the types of cookies we use, why, and how you can control them, take a look at our cookie notice.
Information we get from third parties: The majority of information we collect, we collect directly from you. Sometimes we might collect personal data about you from other sources, such as publicly available materials or trusted third parties like our marketing and research partners. We use this information to supplement the personal data we already hold about you, in order to better inform, personalise and improve our services, and to validate the personal data you provide.
Where we collect personal data, we’ll only process it:
to perform a contract with you, or
where we have legitimate interests to process the personal data and they’re not overridden by your rights, or
in accordance with a legal obligation, or
where we have your consent.
If we don’t collect your personal data, we may be unable to provide you with all our services, and some functions and features on our websites may not be available to you.
If you’re someone who doesn’t have a relationship with us, but believe that a subscriber to one of our services has entered your personal data into our websites or services, you’ll need to contact that subscriber for any questions you have about your personal data (including where you want to access, correct, amend, or request that the user delete, your personal data).
How we use your data
First and foremost, we use your personal data to operate our websites and provide you with any services you’ve requested, and to manage our relationship with you. We also use your personal data for other purposes, which may include the following:
Operational communications, with you to provide information you’ve requested from us (like training or education materials) or information we are required to send to you like changes to our websites and services, security updates, or assistance with using our websites and services
Marketing communications (about Rent Chief or another product or service we think you might be interested in) in accordance with your marketing preferences
Support communications such as assisting with the resolution of technical support issues or other issues relating to the websites or services, whether by email, in-app support or otherwise.
Improve our offering such as by tracking and monitoring your use of websites and services so we can keep improving, or by carrying out technical analysis of our websites and services so that we can optimise your user experience and provide you with more efficient tools.
How we can share your data
There will be times when we need to share your personal data with third parties. We will only disclose your personal data to:
third party service providers and partners who assist and enable us to use the personal data to, for example, support delivery of or provide functionality on the website or services, or to market or promote our goods and services to you
regulators, law enforcement bodies, government agencies, courts or other third parties where we think it’s necessary to comply with applicable laws or regulations, or to exercise, establish or defend our legal rights. Where possible and appropriate, we will notify you of this type of disclosure
an actual or potential buyer (and its agents and advisors) in connection with an actual or proposed purchase, merger or acquisition of any part of our business
other people where we have your consent.
Security is a priority for us when it comes to your personal data. We’re committed to protecting your personal data and have appropriate technical and organisational measures in place to make sure that happens.
We advise you to keep up to date with your own security protection to avoid exploitable vulnerabilities for example stay up to date with your operating system updates and use and maintain up to date anti-virus and anti-phishing software.
The length of time we keep your personal data depends on what it is and whether we have an ongoing business need to retain it (for example, to provide you with a service you’ve requested or to comply with applicable legal, tax or accounting requirements).
We’ll retain your personal data for as long as we have a relationship with you and for a period of time afterwards where we have an ongoing business need to retain it, in accordance with our data retention policies and practices. Following that period, we’ll make sure it’s deleted or anonymised.
It’s your personal data and you have certain rights relating to it. When it comes to marketing communications, you can ask us not to send you these at any time – just follow the unsubscribe instructions contained in the marketing communication.
You also have rights to:
know what personal data we hold about you, and to make sure it’s correct and up to date. The easiest way to see personal data we hold is to use the appropriate area in the platform. They are designed to be clear, easy to use and present the information in the most consumable way. Where appropriate, it will also allow you to correct, update or delete this information.
request a copy of your personal data, or ask us to restrict processing your personal data or delete it
object to our continued processing of your personal data
You can exercise these rights at any time by emailing email@example.com.
If you’re not happy with how we are processing your personal data, please let us know by getting in touch at firstname.lastname@example.org. We will review and investigate your complaint, and try to get back to you within a reasonable time frame. You can also complain to the ICO if you are unhappy with how we have used your data. They will be able to advise you how to submit a complaint.
How to contact us
We’re always keen to hear from you. If you’re curious about what personal data we hold about you or you have a question or feedback for us on this notice, our websites or services, please get in touch.
As a technology company, we prefer to communicate with you by email – this ensures that you’re put in contact with the right person, in the right location, and in accordance with any regulatory time frames.
Contact us on email@example.com