Rentome is a trading name of Smart-Sure Limited (“us/we”), company registration number is 07761666.

At Rentome we are committed to maintaining the trust of our visitors and users on the web site. We believe strongly that your personal data should be protected always and used for relevant purposes. We do not engage in selling, renting or trading your data as email lists to third party businesses for marketing purposes.

We have set out below what the information we collect, how we collect it and for which purposes including how we process it and your rights. By using the Rentome web site and the services we provide you are agreeing to be bound by this policy in respect of information collected about you through this site.

If you do not agree with this policy please do not use this web site.

For the EU General Data Protection Regulation (“GDPR”) we are the “data controller”.

(1) What information do we collect & how we use it?

Google Analytics

When you visit www.rentome.co.uk we use a third party service, Google Analytics & Facebook to collect standard internet log information and details about visitor interaction and behaviour patterns on the site. This is statistical data about our users’ browsing activity and patterns and does not identify any individual.

Registrations & Mailing Lists

When you instruct us to carry out a service you will complete a registration.

As part of our registration process on our web site we will collect personal data from you for the following reasons: to allow us to contact you in order to obtain further details and ultimately provide a service; to tell you about things that you ask us to keep you informed of; to carry out checks with third parties and verify the information with your express consent; to obtain feedback and reviews of our service; to check our records are correct and update them accordingly; to provide you with relevant and accurate information when completing a service; to keep you updated on the progress of your order or service.

We use a third-party provider to send out system emails, Send Grid. We use a third-party provider for our newsletter sent out by email, Campaign Monitor, we use only your email address for these email systems and will gather statistics on email opening and clicks to monitor and improve our newsletter. We do not allow either provider to make any attempt to find out the identities of the users from their email addresses. More information on their privacy policies can be obtained from their websites.

We will store a history of your use on our site including previous services and past orders, were you have not accessed your account or utilised a service within 5 years we may archive your account and delete it from our system and database.

Contact via a third party

You may contact us through a third party site such as Rightmove or Zoopla (ZPG) by sending a contact form. We will store this information in our email system and database so that we may contact you about the enquiry. Please refer to the privacy policies of the site which you use for more details on how they store and process your data.

Service providers

Some of our services are completed by carefully selected partners. We have checked their privacy policies and satisfied ourselves that they have a clear policy on use, processing and storing of personal data and they will not use the data provided to them for any other reason than to provide the service unless you have expressly given them that authority.

Below is a list of the service providers that we process your data with;

We will process your data through sites to provide advertising services, this data relates to the specific information collected and stored about properties which you create in our site and we do not share your personal data with these sites or permit them to attempt to identify you. These sites include Zoopla (ZPG), Primelocation, Letting Search, Home Flow, Student Houses, Need a Property, Propertini, Accommodation for Students & DSS Move.

We will obtain specific consent from you to carry out identity checks using an online verification service provided by the GB Group and their privacy policy can be located on their site. The data we process with them includes your name, home address, driving licence number, phone number, national insurance number or any other identifiable date that you provide. We will store the outcome of those checks within our site and database.

We will forward your contact details to other users to confirm appointments, this will include your name and contact telephone number and on occasion your email address. Express permission is requested to forward on more information which we collect, process or verify.

We will not forward your data to any third parties for the purposes of marketing to you additional sales services without your express permission.

To complete some services we will be required to forward your contact details to arrange access, these details may include your name, contact telephone number, email address, property address and information about any tenancy.

This list will be updated from time to time as we add new suppliers and services and we advise that you check this from time to time to make sure you are still happy with how your data is being processed.

(2) 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 and also allows us to improve our site.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.

The cookies we use are “analytical” cookies. They allow us to recognise and count the number of visitors and to see how visitors move around the site when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.

Purpose

Examples of purposes for which a cookie may be used:

To estimate our audience size and usage pattern;

Store information about your preferences, and so allow us to customise our site and to provide you with offers that are targeted at your individual interests;

Speed up your searches;

Recognise you when you return to our site;

Allow you to use our site in a way that makes your browsing experience more convenient, for example, by allowing you to store items in an electronic shopping basket between visits. If you register with us or complete our online forms, we will use cookies to remember your details during your current visit, and any future visits provided the cookie was not deleted in the interim.

Blocking Cookies

Please note that our advertisers may also use cookies, over which we have no control.

You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies as soon as you visit our site.

(3) Using your personal data

Personal data submitted on our site will be used for the purposes specified in this privacy policy or in relevant parts of the site.

Our legal basis for processing your personal data:

Administer the site;

Improve your browsing experience by personalising the site;

Enable your use of the services available on the site;

Supply to you services purchased via the site;

Send statements and invoices to you, and collect payments from you;

Send you general (non-marketing) commercial communications;

Send you email notifications which you have specifically requested;

Send to you our newsletter and other marketing communications relating to our business or the businesses of carefully-selected third parties which we think may be of interest to you by post or, where you have specifically agreed to this, by email or similar technology you can inform us at any time if you no longer require marketing communications to be sent by emailing us at sales@rentome.co.uk;

Provide third parties with statistical information about our users – but this information will not be used to identify any individual user;

Deal with enquiries and complaints made by or about you relating to the website;

We will not without your express consent provide your personal information to any third parties for the purpose of direct marketing;

Notify you about changes to our service.

The legitimate interests pursued by us, or third parties we use, are as follows:

To provide services to you for advertising and letting property;

To provide services to users in the process of managing tenancies or managing the collection of rent on behalf of the landlord.

You have the right to request your data be permanently deleted from our systems. We will comply with this request wherever statutory requirements permit us to do so and should we need to hold data we will anonymise this.

You can access the data we hold on you by logging into your account on the website and using your email and password. We do not have access to the password and it is your responsibility to ensure the password is protected. Please do not share this password with anyone else.

(4) Other disclosures

In addition to the disclosures reasonably necessary for the purposes identified elsewhere in this privacy policy, we may disclose information about you:

To the extent that we are required to do so by law;

In connection with any legal proceedings or prospective legal proceedings;

In order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk); and

To the purchaser (or prospective purchaser) of any business or asset which we are (or are contemplating) selling.

Except as provided in this privacy policy, we will not provide your information to third parties.

(5) Disclosure

We may disclose your personal data to third parties in the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.

If we or substantially all our assets are acquired by a third party, we may disclose your personal data to that third party.

(6) Policy amendments

We may update this privacy policy from time-to-time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes. We may also notify you of changes to our privacy policy by email.

(7) Your rights

You may instruct us to provide you with any personal information we hold about you.

You may instruct us not to process your personal data for marketing purposes by email to sales@rentome.co.uk at any time.

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of their websites, please note that these websites have their own privacy policies and we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

You have the right to withdraw your consent at anytime by email to sales@rentome.co.uk, we may not be able to provide services should you withdraw consent.

If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.

(8) Third party websites

The website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites.

(9) Updating information

Please let us know if the personal information which we hold about you needs to be corrected or updated.

(10) Contact

If you have any questions about this privacy policy or our treatment of your personal data, please write to us by email to marketing@rentome.co.uk or by post to Rentome. AGF House, 1st Floor, 3-5 Rickmansworth Road, Watford, WD18 0GX.

(11) Where we store your personal data

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). In this section we provide you with details on how this data is stored or transferred and in what situations we may be required to do this.

We may need to transfer data outside the EEA if for example one of our suppliers or group companies are located outside the EEA. Below are a list of suppliers which may be updated from time to time.

Email service providers, Send Grid, Campaign Monitor and Gmail are located in the United States of America (US). The European Commission has made an ‘adequacy decision’ with respect to the data protection laws in the US. Transfers to the US will be protected by appropriate safeguards.

All other transfers will be subject to appropriate safeguards such as determining the adequacy status or using a European Commission approved contract (if appropriate) this will make sure you have appropriate remedies n the event of a breach.

By submitting your personal data, you agree to this transfer, storing or processing.