Rentify

Privacy Policy

Monday 11th May 2015

1. Who are we?

1.1 Rentify Services. Thank you for your interest in Rentify. We provide services to facilitate the advertising and leasing of property by private landlords and related services. Please note that we do not provide, own or lease any property ourselves and we do not act for any other lettings or real estate agency.

1.2 Rentify. Rentify.com is owned and operated by Rentify Limited, a company registered in England and Wales under registration number 077223819.

1.3 Where we are. Our registered office is 14-22 Elder Street, E1 6BT United Kingdom.

1.4 Data Controller. Rentify Limited is registered as a data controller with the Information Commissioner's Office (registration number Z347078X).

2. What this privacy policy is for

2.1 Purpose. Rentify is committed to ensuring that your privacy is protected and to processing your personal data in accordance with the Data Protection Act 1998, the Privacy and Electronic Communications (EC Directive) Regulations 2003 and other applicable privacy laws. We will only collect and use your personal data as we say in this Privacy Policy.

2.2 Do you agree with this Privacy Policy? By continuing to use this Site, you confirm that you have read, understood and agree with our entire Privacy Policy as it is in effect at the time of your use. If you do not agree, then you must not use or continue to use this Site.

2.3 What it covers and what it does not cover. Our Privacy Policy only applies to you when you use rentify.com ("Site") or our software, services or application programming interfaces available on or through our Site (including when we collect personal data from a property or general enquiry received via an associated/partner property website or one of the online property portals).

This Privacy Policy gives information about:

(a) why we collect, store, share and use personal data (such as information that identifies, relates to or describes you, or which is capable of being associated with you);

(b) what personal data we collect;

(c) the choices we offer, including how to access and update your personal data; and

(d) our use of cookies and how you may disable such cookies.

It doesn't apply however to the practices of companies that Rentify does not own or control. You will be subject to the terms and conditions of use and privacy policies of those other websites or companies when you are using them.

2.4 Updates. By accessing any part of our Site, you consent to be bound by this Privacy Policy (as it is updated from time to time). We may change and update it from time to time and we show the effective date of the currently applicable Privacy Policy at the beginning of it. We recommend that you revisit this page regularly to keep up to date and to make sure that you are happy with changes. Updates and changes are legally binding upon you as soon as we post them (superseding any prior policy that may apply) whether or not we provide you any other notice of such changes.

2.5 What is included. This privacy policy includes our Site Terms (together, our "Privacy Policy"). If you do not accept all of the Privacy Policy, then you must not use or continue to use our Site or our services.

2.5.1 Our property management services: If you choose to use our property management services, there are additional terms and conditions that govern those.

2.5.2 Our credit reference checking services: If you choose to use our credit reference checking services, there are additional terms and conditions that govern those.

2.6 Are you 18 or over? If you are not 18 years or older, then you must not use this Site.

3. We can only provide our services if we collect personal data.

3.1 How we collect personal data. We may collect your personal data when you use this Site or our services. The term "use" includes:

(a) uploading your Content;

(b) making submissions/posts in user forums;

(c) undertaking transactions on or via this Site;

(d) accessing or browsing the Site;

(e) communicating with us via email or signing up for newsletters;

(f) completing online forms; and

(g) calling us or sending us an enquiry (including via one of the online property portal websites).

We may also collect your personal data from publicly available information such as information on third party websites, from our business partners who have your consent to pass it on or who are authorised by you to authenticate or identify you to us or enable you to sign in to our Site using their credentials.

We may also collect your personal data when we monitor and record email and telephone communications with you or between you and others who are using our systems or those of our agents acting on our behalf.

3.2 What personal data is collected. We may collect all or some of the following personal data from or about you:

(a) your name and title and gender and date of birth;

(b) your company name or affiliation;

(c) your contact information including phone/mobile number/fax and email address;

(d) other demographic information including your home or other addresses and postcode;

(e) your communication and purchase preferences and interests;

(f) other information relevant to customer surveys and/or offers which we may make available to you;

(g) your browsing, online activities and transactions;

(h) where you have submitted/posted your Content, your submissions and posts;

(i) where you have registered with us, your user name and password; and

(j) where you have undertaken a transaction through this Site, your credit/debit card information or other payment system information including your billing and delivery postal addresses.

3.3 Publicly available information. You should know that when you submit or post any Content which includes personal data on or via the Site in publicly accessible user forums means that such personal data may be viewed by others.

4. What we do with your personal data

4.1 Why we collect personal data. We (and those acting on our behalf) collect, store and process your personal data for the following reasons:

(a) to make this Site available, to customise it, to provide our Content and your Content tailored to individual requirements; to understand your needs and provide you with improved products and services, newsletters and other communications and to enable others to view your Content, submissions and posts;

(b) to make this Site's Content available to you when you use third party websites;

(c) for purposes related to providing our goods and services to you, including verifying and authenticating your identity, processing your payments and payment system or card details in order to complete transactions with us or our business partners made through this Site;

(d) to communicate with third party credit reference agencies to perform credit checks against you or on your behalf;

(e) to maintain any registered accounts that you may hold with us and to provide you with updates or notifications of changes to your account and our policies and terms;

(f) for our internal record keeping requirements including collection of anonymised details about visitors to our Site to compile aggregate statistics or produce internal reports;

(g) with your agreement, to contact you about our or our business partners' promotions, products and services or other information which we think you may find interesting, offers, or for customer satisfaction purposes (including contact by email or SMS);

(h) for market research, analysis, testing, monitoring, risk management and administrative purposes (including diagnosing technology problems which may be reported to us); and

(i) for any purposes related to the above or where we have a legal right or duty to use or Disclose your personal data (including for abuse, crime and fraud prevention and related purposes).

4.2 SMS and email messaging from us. Rentify's services include sending SMS and email messages as follows.

(a) We send landlords text messages about prospective tenant viewing requests. We on-send the name and phone numbers of people making enquiries about any particular properties to our landlord customers.

(b) We arrange credit checks on tenants and prospective tenants and their guarantors and prospective guarantors for landlords who require that services. We send email messages to prospective tenants and guarantors of prospective tenants with information about credit checks. Once credit checks are undertaken, we send to landlord customers the results of the credit checks which will include personal data about the prospective tenant and/or guarantor.

4.3 Telephone and email monitoring. We may also collect your personal data for quality assurance, compliance and training purposes by monitoring and recording email and telephone communications with you or between you and third parties using our systems or our agents.

4.4 Storing payment details. When you conduct a transaction through our Site, we may offer to retain your payment details for your convenience to save you having to re-enter these details on a future occasion. If you prefer that we do not maintain these details, you may edit and delete any card or payment system information that we hold about you.

4.5 Disclosing to others. In terms of sharing, disclosing or transferring your personal data to third parties ("Disclosing"), we reserve the right to transfer and disclose all data for any commercial purpose. In addition to this, there are instances where we could be compelled to reveal such data which include but are not limited to Rentify acting to:

(a) comply with applicable law or an order of a governmental or law enforcement body; or

(b) investigate, prevent or take action against suspected illegal activities (including fraud or where the personal safety of another person may be threatened) or breaches of our Terms; or

(c) establish or exercise our legal rights or defend against legal claims.

When Disclosing your personal data, we may use email, SMS text or other methods.

If some other party proposes to acquire all or some of our business and/or assets, we may Disclose your personal data to that third party in connection with their proposed or actual acquisition.

4.6 Keeping your personal data. We retain your personal data, any other information which we have collected and any of your Content that you have submitted to the extent required by applicable laws and as we may require for operational and legal purposes.

4.7 International transfers of data. We may transfer personal data that we collect from you to third party data processors, vendors or hosting partners acting on our behalf located in countries outside of the European Economic Area or to other entities in our group of companies in connection with the purposes set out above. Countries outside the European Economic Area may not offer the same level of data protection as the United Kingdom, although our collection, storage, and use of your personal data will continue to be governed by this Privacy Policy.

5. How we use cookies

This Site uses cookies.

5.1 What are cookies. A cookie is a small data file which asks permission to be placed on your computer's hard drive or other mobile or handheld device as you browse this Site or advertisements, videos or other types of Content and which ‘remembers’ that your computer or device accesses this Site. If you accept the cookie, the file is added to your computer's hard drive or other mobile or handheld device. Most web browsers automatically accept cookies but you may modify your browser settings to decline cookies or to be notified of cookies being placed. The cookies do not give us access to any other personal data on your computer or device other than the personal data you choose to share with us.

5.2 Why do we use cookies. Cookies may be used by us to do the following:

(a) enable us to respond to you as an individual and to tailor our operations to your needs by gathering and remembering personal data about your preferences;

(b) assist the effective operation of this Site;

(c) to re-target advertisements or other Content on this Site so that they are displayed when you use third party websites;

(d) enable traffic to the Site and pages to be logged to identify pages used and browsing and purchasing behaviour of users of our Site for statistical purposes and to monitor which pages users find useful or not; or

(e) identify you as an account holder or user and assist with account or user security (such as by obliging you to re-set passwords if the password has lapsed).

5.3 What to do if you do not want us to use cookies. Rejecting cookies may prevent you from taking full advantage of the Site and may stop this Site from operating properly when you use it. You may be unable to complete a transaction with us on this Site. If you do not consent to use of the cookies, you must disable the cookies by deleting them or amending your cookie settings on your computer or you must stop using this Site.

6. Information security

We are committed to ensuring that your personal data is secure.

6.1 What we do to protect your information. In order to minimise the risk that there is unauthorised access to or Disclosure of your personal data, we put in place where practicable appropriate physical, electronic and managerial procedures to safeguard and secure it. Although we take appropriate measures to safeguard the personal data that you provide to us, no transmission over the internet is guaranteed to be secure.

6.2 What you should do to protect your information. For your security, you should:

(a) if using a computer in a public location, always log out and close the Site browser when you complete your online session;

(b) keep your account details and passwords private;

(c) frequently change your password;

(d) avoid using the same password for multiple online accounts.

7. Your control over your personal data and access to it

7.1 Finding out what we have. You may request details of the personal data that we hold about you under the Data Protection Act 1998 or amendments to such details if they are inaccurate or incomplete. We may charge you a small administration fee to respond to your request.

7.2 Your choice to consent. You have the choice to restrict our collection or use of your personal data in the following ways:

(a) when you are asked by us to accept a cookie or to fill in a form on the Site, look for your cookie settings and the area that you can click to indicate your preference as to use of your personal data for marketing or other purposes; and

(b) if you have previously agreed to accept a cookie, then you may change your mind at any time disabling or deleting the cookie or amending your cookie settings.

You have the choice as to whether we use your personal data to send you promotional or other information about third parties or us. If you consent but later change your mind to receiving such communications, you may contact us and we will cease such activity.

7.3 How to get in touch. Please get in touch with us.

(a) Write to us at to Rentify Limited, 14-22 Elder Street, E1 6BT United Kingdom. or help@rentify.com

8. The meaning of terms used in this privacy policy

8.1 Generally, it is clear from the context in this Privacy Policy what the meaning of certain terms is, but we also use certain defined terms and they mean the following things.

8.1.1 "online property portals" means the property advertising sites in the UK which we use to advertise properties on behalf of landlords including Zoopla, PrimeLocation, Daily Mail Property, AOL Property, Yahoo! Property, Sky Property, MSN Property and The Times Property.

8.1.2 "personal data", "process", "data controller" and "data processor" each have the meaning set out in the Data Protection Act 1998.

8.1.3 "your Content" means all of the information and content provided, generated, transmitted or displayed via the Site by you or your Tenants.

8.1.4 "your Tenants" means your prospective or actual tenants and any individual who may be nominated by them or who agrees to act as a guarantor to them in respect of their obligations to you.