Privacy Policy

At Purple Door Properties, we care about your privacy and will only share any personal data (which may be held on paper, electronically, or otherwise) that you provide to us with third parties, in order to fulfil our obligations and to provide you with our services as set out in our terms of business, tenancy agreements and this notice. This policy notice applies across all websites that we own and operate and all services we provide (including our online products and any other apps).

When we refer to ‘we’ (or ‘our’ or ‘us’), that means Purple Door Properties Limited and Purple Door Property Investments Limited and all its wholly owned subsidiaries. Our operations are in England.

The type of personal information we collect

We may collect and process the following information:

  • Personal identifiers, contacts and characteristics (for example, name and contact details)
  • Preferences (eg. property search requirements)
  • Special Category data (eg. Nationality/Ethnic Origin/Residency status)
  • Financial Data (eg. Bank account details/Income/Tax information/credit history/payment information)
  • Criminal Offence Data (eg. Criminal convictions disclosed/fraud indicators)
  • Any other information that you chose to disclose to us.

If you can’t be identified (for example, when personal data has been aggregated and anonymised) then this notice doesn’t apply.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

  • To assist with an enquiry by phone, in person, by email or on our website
  • To contact you to arrange property viewings or log your search requirements
  • To update you with relevant information or available properties
  • To send statements/invoices to you
  • To collect or make payments to or from you
  • To administer a tenancy agreement
  • To value your property or offer lettings services
  • Referring you to our insurance providers where requested.
  • To register a tenancy deposit with a relevant protection scheme
  • To comply with tax obligations
  • To complete references when applying to rent a property
  • To complete right to rent checks when applying to rent a property
  • To arrange maintenance and comply with legal and safety requirements.
  • To manage utility accounts
  • To fulfil any legal obligation
  • To understand your requirements and provide you with relevant services.

We also receive personal information indirectly, from the following sources in the following scenarios:

  • An enquiry from a third party on your behalf
  • A third party providing a reference upon request
  • A criminal investigation
  • Complaints

We may share your information with:

  • Our contractors
  • Our staff/employees
  • Your landlord/tenant
  • Our software providers/IT consultants
  • Referencing providers
  • Insurers
  • HMRC
  • Banks
  • Deposit registration scheme
  • Utility providers/local authorities
  • Debt Collectors
  • Solicitors
  • External Auditors/regulators/Accountants

We make every effort to ensure the GDPR compliance of 3rd parties, but ultimately, bear no responsibility for them.

If we enter into a joint venture with or merged with a business entity, your information may be disclosed to our new business partners or owners.

Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.

Transfers outside the UK and Europe

We may transfer your information outside the UK and/or EEA.

Where information is transferred outside the UK or EEA, we ensure that there are adequate safeguards in place to protect your information in accordance with this notice, including the following: Checking the privacy notice and approach of all companies that we work with and ensuring that they are taking the correct steps to protect your data. We use cloud based software packages called Quickbooks, and the servers used to manage the data may be located outside the UK/EEA area.

You can find the Data Protection/Privacy Policy for all our system providers via the following links:

https://quickbooks.intuit.com/uk/gdpr/

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

  • Your consent. You may request to remove your consent at any time. You can do this by contacting office@purpledoorproperties.com
  • We have a contractual obligation.
  • We have a legal obligation.
  • We have a vital interest.
  • We need it to perform a public task.
  • We have a legitimate interest.

How we store your personal data:

We store your data in our files and on our computer systems which have security systems in place to avoid unauthorised access.  Our servers and back ups are encrypted.  Any printed documentation is securely cross shredded or incinerated when no longer required.  We will continue to hold your personal data until it is no longer required, for as long as is required by law, or to a maximum of 7 years from your last dealings with us.

Your data protection rights:

Under data protection law (GDPR), you have rights including:

Your right to be informed – You have the right to be informed (what data we hold, how it is handled, stored, destroyed etc)

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances. This right is not absolute.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances. Providing this does not conflict with our original lawful basis for processing.

Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances providing this does not conflict with our processing needs or legal basis.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

We are notified as a Data Controller with the Office of the Information Commissioner under registration number ZB350170 and we are the data controller of any personal data that you provide to us.

Our Data Protection Officer is Mr Marcel Jung.

Please contact us at office@purpledoorproperties.com if you wish to make a written request or have any concerns about how we handle your personal data. Alternatively, you can write to our registered office: 28 Harrow Way, Maidstone, Kent, ME14 5TU.

More information about data protection and your rights is available at

ICO website: https://www.ico.org.uk