Our Privacy Policy

How we use your information?

This privacy notice tells you what to expect when Maxine Lester Lettings and Property Management (MLLPM) collects and handles your personal information.

Where do we collect your information?

The information we have about you comes from you. The only exceptions to this are where we use public records to check or confirm information.

Why we collect and use your information?

We use information about you to ensure

• We can meet our legal obligations and handle any legal claim

• We have details of contact with you, including your preferences and choices to ensure we meet your needs in future and can discharge our contract with you or our other customers

• We have records for training and performance reviews plus statistical analysis of our performance

What is the lawful basis for holding and using your information?

Most of the information we hold and use is on the following legal basis:

• Legal obligations
• Contract

We also use consent when seeking or providing references for a tenancy or employment.

We use Legitimate interest when making periodic contact, usually by email, to ensure you have relevant market information is available and our brand is promoted positively. We do this under the auspices of the Privacy and Electronic Communications (EC Directive) Regulations and at any time you can choose to unsubscribe from these mails.

How long do we hold your information?

Contact details and preferences are held indefinitely so we know what you want and can respect your wishes. All other details are held for no less than 7 years after our last interaction with you.

Who do we share your information with?

We do not sell your information or provide it for any reason other than to discharge our obligations as defined earlier.

Your information is stored by our data, process and business support suppliers who retain the data either within the EU or in accordance with ISO/IEC 27001:2013 Information Security Management Standards. All have agreed to not share it other than in managing their own data systems. E.g. our computers are backed up to a company who use another company’s data store.

We will share your information with any entity legally entitled to receive it e.g. the tax office, or to handle any legal claim.

We share information with companies who provide utilities or notify utility companies of any change of occupants to properties.

We share contact details with contractors or other agents of the owner who are doing works in or for a property to ensure they can arrange access. These contractors have all agreed to keep such information secure.

How secure is your information?

The information is usually held on computers and encrypted servers. Only staff and the company providing any software or IT support have access to the information using passwords which change every few weeks and must be reasonably complex. Backups are also encrypted.

Any printed information is kept securely and not left unattended for public access. Once we have finished with any printed material it is scanned to our computer files then securely shredded.

What are your rights about your information with us?

Your rights are protected under law, in particular the current version of the General Data Protection Regulations (GDPR).
Essentially you have

• The right to be informed – which we do through notifications such as this privacy notice
• The right of access – which we provide if you get in touch
• The right to rectification – which we will do if you tell us the information we have about you is inaccurate
• The right to erasure – which we do provided it does not breach our original lawful reason for using the information, or our legal requirement to meet minimum retention times e.g. holding records for tax and legal claims
• The right to restrict processing – which we follow if you let us know your requirements and it does not conflict with our other legal responsibilities

If you have any concerns the Information Commissioners Office provides detail on what you can expect https://ico.org.uk/

Who holds your information?

We are Maxine Lester Property Management Ltd, trading as Maxine Lester Lettings and Property Management. Our director Matthew Lester ensures we comply with the relevant rules on managing information – he can be contacted on 01480 494967 or matthew.lester@maxinelester.co.uk or 12 Station Road, St Ives, Cambs, PE27 5BH