Date this policy was revised: 13 December 2017 (V4 revisions in purple)
[Previous revisions: 25/2/2013, 1/3/2015, 1/7/17]
For the purposes of the Data Protection Act 1998 (the Act) and the General Data Protection Regulation ( “GDPR”), the data controller is National Landlords Association Ltd of Skyline House -2nd Floor, 200 Union St, London SE1 0LX.
About the NLA
NLA is a joint-venture of National Landlords Association Ltd (registered in England under number 4601987) and The Landlords Association Ltd (“TLA”) (registered in England under number 4336449). The registered offices for both of these not-for-profit companies limited by guarantee, is at Skyline House -2nd Floor, 200 Union St, London SE1 0LX.
The NLA is the leading membership organisation which represents and supports private residential landlords in the UK; all written and oral advice provided in our publications and through our services (including via the telephone advice line) is given in good faith and aimed at those letting, not necessarily renting, residential property. The NLA, its officers or employees cannot be held responsible for any adverse effects or consequential losses following the provision of advice and information given in good faith.
The NLA is committed to act in the best collective interests of our membership and the wider sector.
Information we may collect from you
1. We require to process and retain certain of your personal information that you have provided to us. From time to time we may pass any or all of that personal information on to third parties who may carry out specific work on our behalf for processing. Full details of the personal information we hold, why we hold that information, how long it is held for and with whom that information is shared are set out in this Fair Processing Notice.
2. In the event that we require your consent to process and retain any of your personal information we shall seek your written permission to do so separately.
3. In terms of the EU General Data Protection Regulation 2016/6769 (hereinafter “GDPR”) and #*(insert relevant UK Data Protection Act – final title not yet confirmed at 13.12.17) you are entitled to request and inspect personal information of yours that we hold. Should you wish to inspect any personal information of you that we hold your request to inspect this should be made in writing and your request should detail the specific information that you are seeking. We will provide you with a copy of any personal information held (which constitutes “Personal Data” in terms of the GDPR) within one month of receipt of your written request.
We may collect and process the following data about you:
Information that you provide by filling in forms on our website www.landlords.org.uk (“website”). This includes information provided at the time of registering to use our website, subscribing as a member, posting material, using the NLA Forms service and or requesting further services. We may also ask you for information when you report a problem with our website or services.
Information or material that you post or contribute to our website.
If you contact us, we may keep a record of that contact.
We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them.
Details of transactions you carry out through our website and of the fulfillment of your orders.
Details of your visits to our website including, but not limited to, traffic data, location data, weblogs and other communication data, whether this is required for our own billing purposes or otherwise and the resources that you access.
We will usually retain any data for 6 years after your last renewal or any other contact we have with you – unless you request earlier destruction (to our Company Secretary). By supplying any data or using our website you confirm that you are aged 16 years or older
IP addresses and cookies
We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users' browsing actions and patterns, and does not identify any individual.
For the same reason, we may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer's hard drive. They help us to improve our website and to deliver a better and more personalised service. They enable us:
To estimate our audience size and usage pattern.
To store information about your preferences, and so allow us to customise our website according to your individual interests.
To speed up your searches.
To recognise you when you return to our website.
Where we store your personal data
All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our website, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Uses made of the information
We use information held about you in the following ways:
To ensure that content from our website is presented in the most effective manner for you and for your computer.
To provide you with information, products or services concerning our services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.
To carry out our obligations arising from any contracts entered into between you and us.
To maintain our organisational records.
To allow you to participate in interactive features of our service, when you choose to do so.
To notify you about changes to our service.
To allow you to participate in NLA online forums and other interactive areas and to display your profile and information about you on the website.
For research and analytical purposes, including to improve the information, products and/or services we provide.
To supply to third parties as outlined below.
We may also use your data, or permit selected third parties to use your data, to provide you with information about goods and services which may be of interest to you (including the services and products we offer in collaboration with our third party providers) and we or they may contact you about these by post or telephone.
We will communicate with you by telephone, letter, email or other reasonable means with updates and information about goods and services similar to those which were the subject of a sale to you or enquiry from you.
Disclosure of your information
You have the right to ask us not to process your personal data for marketing purposes. If you do not want to receive information from third parties contact us by email (email@example.com) with the word “unsubscribe” in the subject field. If you also do not wish to receive such information from NLA, please specify this in the email (otherwise you will continue to be contacted by us).
We may disclose your personal information to third parties:
If NLA or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
Where an enquiry regarding a possible complaint about you is received, we will confirm to the complainant or their representative that you are a member of NLA and may share information with the local authority.
Our website 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 these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
We aim to comply with the GDPR [General Data Protection Regulation] which includes the following rights for individuals:
The right to be informed;
The right of access;
The right to rectification;
The right to erasure;
The right to restrict processing;
The right to data portability;
The right to object; and
The right not to be subject to automated decision-making including profiling. Our lawful basis for processing your data is that you supplied it initially.
Access to information
The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you. Once the GDPR comes into force you have the same right of access but at no charge.