Privacy Notice
S F Properties is committed to protecting your privacy. We treat your privacy seriously and this Privacy Notice explains how we use and share your personal information and how you can exercise your rights in relation to your personal information.
We are registered with the Information Commissioner's Office.
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Who We Are
A family run business, S F Properties have been letting properties in and around Aberdeen since 1999.
Please visit 'Contact' on our website for details of how to contact us.
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When this Privacy Notice applies
This Privacy Notice applies to personal information collected by S F Properties. The Privacy Notice does not apply to any collection of personal information by third party companies, individuals, organisations or via other websites which our website may link to. Where third parties collect your personal information their own privacy policies will apply. We urge you to read these carefully.
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What we mean by personal information
When we refer to personal information in this Privacy Notice, we mean information that can identify you as an individual or is capable of doing so. By personal information we don't mean general, statistical, aggregated or anonymous information.
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How we collect information about you
We may collect personal data about you from the following sources:
· directly from you – this is information you provide to us when enquiring about one of our properties or when you complete the tenant details form necessary for preparation of a tenancy agreement.
· through a person who provides us with your details – for example, if you are a next of kin/emergency contact we may receive your personal data from the individual completing our tenant contact form.
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Information we collect
· Name
· Address
· Mobile number
· University, course and year of study (if applicable)
· Next of kin/emergency contact details – name and mobile number
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How we use your information
We use your information for the following purposes:
· to process your application for a tenancy;
· to administer your tenancy;
· to communicate with you and respond to your requests;
· to process payments
· to recover any unpaid sums due to us;
· to prevent and detect criminal activity, fraud and misuse of or damage to our property.
Other information we may collect
We may collect traffic data related to your use of our services. Such data would include time spent online.
We may provide aggregated statistics about our traffic patterns and other site information to third parties, but these statistics will not include any information that could personally identify you. We use this information along with your preferences to tailor content, services and offers for you.
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How long do we keep your information
The periods for which we keep your information will vary according to the purpose for which we use the information.
Unless there is a specific legal requirement to keep your information we will not keep it for longer than necessary for the purposes for which the data was collected or for which it is to be further processed. We have an internal data retention policy that details the duration for which we keep certain categories of data
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Disclosing your information to third parties
We may share your personal information with third parties in the following ways:
· where we have a legal or regulatory obligation to do so – this will include sharing your personal information with local councils for the provision of electoral roll services;
· where we use third party suppliers to provide services to us (for example, our tradesmen) and they need access to your personal information in order to deliver that service;
· where it is necessary to do so to protect or defend our legal rights or the legal rights of others;
· if you are a tenant and you fail to pay your rent we may contact a parent/emergency contact and inform them of this failure;
· if we sell our business or a property we will transfer information relating to tenants to the new owner
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How we protect your information
We have strict security procedures covering the storage and disclosure of your information in order to prevent unauthorised access and to comply with statutory data protection requirements. This means that sometimes we may ask you for proof of identity before disclosing any personal information to you.
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Updates to this Privacy Notice
If we change the way in which we use or share your personal information we will update this Privacy Notice. We will notify you of any significant changes and where necessary we will obtain your consent before using your personal information for any new purpose.
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Your rights in relation to your personal information
You may request access to your personal information.
You also have the right to request that inaccurate information is updated or erased.
All requests to exercise your rights in relation to your personal information should be sent via the contact form on our website.
If you are unhappy about the way in which we have used your personal information please contact us via the contact form on our website and we will try to resolve your complaint. If we are unable to resolve your complaint to your satisfaction you may lodge a complaint with the Information Commissioner's Office.
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Contact details
If you have any questions or complaints about how we use your personal information please contact us via the contact form on our website.
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