Privacy policy

We respect the privacy of your personal data and recommend you read this notice carefully. It explains what information we collect, why and how we collect it, and your rights in relation to your personal data. Our use of your personal data is subject to your instructions and agreement, the General Data Protection Regulation (GDPR), other relevant UK and EU legislation and our professional duty to protect your data.

This website is managed by Quattro Property Services. The data controller is Quattro Property Services, 25 Stanningley Road, Leeds, LS12 3AS.

When you visit our website, office or telephone our office, you may be asked to provide certain information about yourself — for example to make a property enquiry or arrange a viewing. We will collect:

• Your name, email address and telephone number
• Information to enable us to check and verify your identity and UK residence
• Information relating to the reason you are seeking our advice or response

We may ask for additional personal information, for example to create a Tenancy Agreement, Terms of Business or Guarantor Agreement. This may include:

• Full name, email address, contact numbers, current address and, where appropriate, next of kin details
• University or employment status and relevant references
• Information to verify your identity and for credit-check purposes, including date of birth, passport and national insurance number
• Financial details relevant to your instruction
• Other information needed to comply with our legal and contractual responsibilities, including mortgage statements, proof of property purchase and buildings and contents insurance

We collect most information directly from you, or when you complete one of our application or registration forms. With your consent we may also collect information from third parties, including credit referencing agencies, employers, next of kin, government or land registers, insurers, your bank or building society, referees and guarantors, universities or professional bodies, property portals such as Rightmove and Zoopla, our website (quattrops.com) and third-party contractors.

• To provide you with information, products or services you request from us
• To comply with our legal and regulatory obligations
• To establish a contract with you, such as a Tenancy Agreement or Terms of Business, and provide the service you require
• For any other purpose where you have given consent
• For our legitimate interests or those of a third party, such as financial ability to rent a property

Like most modern websites we use cookies to personalise and improve your experience, monitor traffic and improve our site. Cookies are not computer programs and cannot read other information on your device.

We use strictly necessary cookies, performance cookies, marketing cookies (including Google advertising — opt out at google.com/settings/ads) and Google Analytics. You can remove or turn off cookies in your browser settings, although the site may not then function to its full potential.

To help us understand your user journey we use call and website monitoring software. All cookies are anonymous, and no telephone calls are recorded without your explicit consent.

We may disclose your information to suppliers and sub-contractors who act on our behalf — for example credit referencing agencies, regulatory bodies or maintenance contractors — only where we are satisfied they take appropriate measures to protect your data. You can request a copy of our Third-Party Data Processor Agreement.

Our website links to third-party websites, products and services. We recommend you read their privacy notices.

Information is held as strictly confidential at our offices and those of third-party agencies, service providers, representatives and agents. Some third-party providers we use are based outside the European Economic Area.

We keep personal information no longer than necessary. Financial records are kept for a minimum of 6 years to support HMRC audits; property sales matters may be held for 12 years and rental contracts for 6 years. Information no longer needed is securely deleted or anonymised.

We store personal data to comply with legal obligations to provide information to authorities such as the Home Office and deposit protection schemes, and to demonstrate our contract with you.

Our computers and office alarm systems are password protected, filing cabinets are locked and staff access to information is restricted on a need-to-know basis.

With your authorisation we may send relevant marketing information, including property information, offers and promotions, by email, phone, post, text and other electronic communication. You can opt out at any time by contacting info@quattrops.com.

You have the following rights, which can be exercised at any time and free of charge. We will respond to requests within one month.

• The right to be informed about the collection and use of your personal data
• The right of access to your personal data
• The right to rectification of inaccurate or incomplete data
• The right to erasure — 'the right to be forgotten'
• The right to restrict processing
• The right to data portability
• The right to object to processing
• Rights in relation to automated decision making and profiling

You will be given reasonable prior notice of any substantial changes to how we use your information.

Questions about this notice: Quattro Property Services, 25 Stanningley Road, Leeds, LS12 3AS · info@quattrops.com · 0113 4360030.

In the first instance please report concerns directly to us. Quattro is a member of the ICO, which controls and enforces data protection. For more on data protection for landlords and tenants visit ico.org.uk/for-the-public/housing/landlords.