Last update: 28th October 2022
Why and who?
RentProfile cares about privacy and protecting all Personal Data handled by us.
This policy describes how and why we use your Personal Data, the lawful basis on which we use your Personal Data and what measures we take to protect it. It also provides information on how to exercise your rights in connection with our Processing of Personal Data.
Before submitting your personal information to our site, please read this Policy carefully to learn about our privacy practices.
We understand that providing information to anyone online involves a great deal of trust on your part. We take this trust very seriously, and make it a high priority to ensure the security and confidentiality of the personal information you provide to us. Rentprofile Group Ltd is registered with the Information Commissioner's Office (ICO) (ref: ZA124413). The ICO is the supervisory authority for data protection in the UK. The ICO offers advice and guidance, promotes good practice, monitors breach reports, conducts audits and advisory visits, considers complaints, monitors compliance and takes enforcement action where appropriate.
This Policy provides information on how we handle Personal Data when you communicate with us, use the Services or visit our website, www.rentprofile.co or use our mobile applications.
The intended recipients of the information provided in this Policy are:
- Users of the Services
- Identity checking and validation of your credentials with third parties including credit reference agencies;
- Potential customers
Applicable Law refers to the legislation applicable to the Processing of Personal Data, including the UK GDPR, supplementary national legislation, as well as practices, guidelines and recommendations issued by the Commissioner or other relevant regulatory authority.
Commissioner means the Information Commissioner's Office (the UK regulator for data protection issues).
Controller is the company/organisation that decides for what purposes and in what way personal data is to be processed and is responsible for the Processing of Personal Data in accordance with Applicable Law.
Data Subject is the living, natural person whose Personal Data is being processed.
Personal Data is all information relating, directly or indirectly, to an identifiable natural person.
Processing means any operation or set of operations which is performed on Personal data, such as storage, modification, reading, handover and similar.
Processor is the company/organisation that processes Personal Data on behalf of the Controller and can therefore only process the Personal Data according to the instructions of the Controller and the Applicable Law.
The Services We provide the software and services facilitating the setup of new tenancies including tenant referencing.
UK GDPR means the retained EU law version of the General Data Protection Regulation ((EU) 2016/679).
The definitions above shall apply in the Policy regardless of whether they are capitalised or not.
RentProfile's role as a Controller
The information in this Policy covers Personal Data Processing for which RentProfile is the Controller. As a Controller we are responsible for the Processing for which we decide the purpose of ("the why") and the means of the Processing (what methods, what Personal Data and how long the Personal Data is stored). The Policy does not describe how we Process Personal Data in the role of a Processor (i.e. when we process Personal Data on behalf of our customers).
RentProfile's Processing of Personal Data
We have a responsibility to describe and demonstrate how we fulfil the requirements that are imposed on us when we Process your Personal Data. This section aims to give you an understanding of what type of Personal Data we Process and the lawful basis on which we Process that Personal Data.
In order for us to be able to process your Personal Data, it is required that we have so-called legal basis for each process. In our business, we process your personal data mainly on the following grounds:
Consent - RentProfile may process your personal data after you have given your consent to the Processing. Information regarding the processing is always provided in connection to the request of consent.
Performance of a contract - The Processing is necessary for the performance of a contract entered between us and the Data Subject, or to prepare for entering into an agreement with the Data Subject.
How long do we store your Personal Data for?
We will keep your Personal Data no longer than is necessary for the purpose for which it was collected. Depending on the lawful basis on which we justify the Processing, this may: a) be regulated in a contract, b) be dependent on valid consent, c) be stated in legislation or d) be based on a legitimate interest assessment (LIA). In the list below, we indicate, where possible, how long the Personal Data will be stored and the criteria used to determine the storage period.
We never store your Personal Data longer than necessary and delete Personal Data regularly. RentProfile also takes reasonable actions to keep the Personal Data up-to-date and to delete outdated and otherwise incorrect or redundant Personal Data.
The main purpose of the Processing undertaken by us is to facilitate the setting up of new residential tenancies. There are several different reasons why we may need to collect, manage and save your data.
We mainly Process the following types of Personal Data:
- Contact details to be able to confirm your identity, to verify your personal and contact details and to be able to communicate with you
- Personal financial details to be able to carry out KYC and risk analysis when applicable
- Information on your usage of the service or product to improve our services provided to you
- IP-address to perform customer analysis and for content on our site to be presented effectively to you, the device you use, and identity/anti-fraud
- Employment and income in the assessment of rental applications
- Information about your prior rental for risk analysis when applicable
How do we collect your Personal Data?
We collect your Personal Data in a number of different ways. We mainly collect your Personal Data:
- By you providing your Personal Data to us when you use the Functions
- Through FCA supervised Credit Rating Agencies
- Through FCA approved Open Banking partners
You are the one in control of your Personal Data and we always strive to ensure that you can exercise your rights as efficiently and smoothly as possible.
Access (art 15) - You always have the right to receive information about the Processing of data that concerns you. We only provide information if we have been able to verify that it is you that are requesting the information.
Rectification (art 16 GDPR) - If you think that any of your Personal Data that we process is incorrect, let us know and we will fix it!
Erasure (art 17 GDPR) - Do you want us to completely forget about you? You have the right to be forgotten and request deletion of your Personal Data when the Processing is no longer necessary for the purpose for which it was collected. If we are required to retain your information under applicable law or a contract that we have entered with you, we will ensure that it is processed only for the specific purpose set forth in such applicable law or contract. We will thereafter erase the information as soon as possible.
Objections (art 21 GDPR) - Do you disagree with our assessment that a legitimate interest for Processing your Personal Data overrides your interest in protecting your privacy? Don't worry - in such case, we will review our legitimate interest assessment. Of course, we add your objection to the balance and make a new assessment to see if we can still justify our Processing of your Personal Data. If you object to direct marketing, we will immediately delete your personal information without making an assessment.
Restriction (art 18 GDPR) - You can also ask us to restrict our Processing of your Personal Data:
- Whilst we are Processing a request from you for any of your other rights;
- If, instead of requesting erasure, you want us to limit the Processing of Personal Data for a specific purpose. For example, if you do not want us to send advertising to you in the future, we still need to save your name in order to know that we should not contact you; or
- In cases where we no longer need the information in relation to the purpose for which it was collected, provided that you do not have an interest in retaining it to make a legal claim.
Data portability (art 20 GDPR) - We may provide you with the data that you have submitted to us or that we have received from you in connection with a contract that we have entered with you. You will receive your information in a commonly used and machine-readable format that you can transfer to another personal data manager.
Withdraw consent (art 7 GDPR) - If you have given consent to one or several specific Processing(s) of your Personal Data, you have the right to withdraw your consent at any time and thus ask us to terminate the Processing immediately. Please note that you can only withdraw your consent for future Processing of Personal Data and not for Processing that has already taken place.
If you wish to exercise any of the rights set out above, please email us at email@example.com.
Transfer of personal data
In order to run our business, we may need help from others who will process Personal Data on our behalf, so-called Processors.
In cases where our Processors transfer Personal Data outside the UK, we have ensured that the level of protection is adequate, and in compliance with Applicable Law, by ensuring that one of the following requirements is fulfilled:
- it has been determined that the level of protection is adequate in the third country where the data is processed;
- the Processor has signed up to the EU Commission's standard contract clauses (SCCs) for data transfer to non-EU/EEA countries; or
- the Processor has taken other appropriate safeguards prior to the transfer and that such safeguards comply with Applicable law.
We have entered into Data Processing Agreements (DPAs) with all our Processors. Each DPA sets out, among other things, how the Processor may process the Personal Data and what security measures are required for the Processing.
We may also need to disclose your personal information to certain designated authorities in order to fulfill obligations under applicable law or legally binding judgements.
RentProfile does not sell your Personal Data to third parties and of course we do not share your Personal Data with just anyone. However, in some cases we may need to share your Personal Data with selected third parties. If so, we make sure that the transfer happens in a secure way that protects your privacy. To follow are categories of recipients with whom we may share your data.
- IT suppliers for cloud storage including Heroku and AWS in order to be able to carry out our assignments and services.
- Credit Reference Agencies including Equifax in order to conduct identity and financial assessment.
- Communications services including Vonage and Sendgrid in order to send account related email and SMS.
RentProfile has taken technical and organisational measures to ensure that your Personal Data is processed securely and protected from loss, abuse and unauthorised access. Organisational measures are measures that are implemented in work methods and routines within our organisation. Technical measures are measures implemented through technical solutions.
Organisational security measures:
- Internal governance documents such as policies or instructions
- Login and password management
- Information security policy
- Physical security (premises etc.)
- Data protection impact assessments
Technical security measures:
- Access control levels
- Access logs
- Secure networks
- Data back-ups
- Regular security inspections
If you think that we are not Processing your Personal Data correctly then please contact us using the contact details below.
You are also entitled to submit your complaint to the Commissioner. You can contact the Commissioner on 0303 123 1113 or via email https://ico.org.uk/global/contact-us/email.
More information about our obligations and your rights can be found at https://www.gov.uk/government/publications/data-protection-rights-for-data-subjects/data-protection-rights-for-data-subjects.
Changes to this policy
Please contact us if you have questions about your rights or if you have any other questions about how we process your personal information:
Rentprofile Group Ltd
3 Timber Wharf
240 Kingsland Road