Information about Colinton Lettings Ltd and this website
Modern information and communication technologies play a fundamental role in the activities of Colinton Lettings Ltd. We are based in Scotland.
Our principal activity is Letting of Residential Properties.
Providing visitors with anonymous access
You can access our website home page and browse our site without disclosing your personal data.
The services and links on our website
Our website does not enable our visitors to communicate with other visitors, nor to post information to be accessed by others.
Automatic collection of information
We may log IP (internet protocol) addresses and date/time when any data is volunteered while using our services. This data is logged for security reasons.
Data collection and purpose specification
We collect the personal data that you may volunteer while using our services, either when completing forms on this website, or through any emails that you send to us.
We may also collect information about you from other sources, such as public records or bodies, or private organisations.
The data collected is for both market analysis, and for customer administration only.
Before accepting a new landlord we must check they have the authority to let a property and to retain evidence of their ‘authority to let’ whilst they remain our client.
Before accepting a new tenant we must carry out certain employer, landlord, and character checks, and we will collect additional tenant information during these checks.
If we wish to use your personal data for a new purpose, we will ask for your consent to do this.
We have implemented security policies, rules and technical measures to protect the personal data that we have under our control from:
- unauthorised access
- improper use or disclosure
- unauthorised modification
- unlawful destruction or accidental loss.
All of our employees and data processors who have access to, and are associated with the processing of personal data, are obliged to respect the confidentiality of our visitors’ personal data.
We ensure that your personal data will not be disclosed to state institutions and authorities except if required by law or other regulation.
We don’t share your data with anyone outside of Colinton Lettings unless authorised by you or required by law to do so.
We will never sell your data to 3rd parties and will always do our utmost to ensure your privacy is protected in any dealings you have with Colinton Lettings Ltd.
Occasionally we are obliged to contact utility companies who supply services to the rented properties we manage. This usually happens when there is a change of occupancy at a property we manage. Any information we provide is purely to facilitate the correct legal transfer of liabilities relating to the occupation of the rented property.
We do not share our data with any third party.
When a landlord ceases to be a client of Colinton Lettings the only data retained will be as required for tax purposes.
We retain all information on a tenants application form together with full tenant contact details to allow us to communicate effectively and be good property managers during the tenancy.
When a tenant ceases to be a client of Colinton Lettings, and after their security deposit has been refunded, we destroy all of their physical data other than the front page of their tenancy agreement, and front page of their checkout report. Insensitive electronic data such as tenancy agreements and email correspondence will be archived for tax purposes.
Access to personal data we may hold about you
If you wish to view the personal data held by Colinton Lettings Ltd, please send an email to shona @ colintonlettings.co.uk.
We will provide you with a readable copy of the personal data which we keep about you although we may require proof of your identity before doing this.
We will allow you to suggest changes to the data that we hold about you and, where appropriate, you may have the data rectified or amended.