King Sisters Letting’s (“we” or “us”) is committed to ensuring the secure and safe management of data held by us in relation to customers, staff and other individuals. Our staff members have a responsibility to ensure compliance with the terms of this policy and to manage individuals’ data in accordance with the procedures outlined in this policy and documentation referred to herein. 

We need to gather and use certain information about individuals. These can include customers (tenants, landlord clients etc.), employees and other individuals that we have a contractual relationship with. We manage a  significant amount of data, from a variety of sources. This data contains  “personal data” and “sensitive personal data” (known as “special categories of personal data” under the GDPR). 

This policy sets out our duties in processing that data, and the purpose of this policy is to set out the procedures for the management of such data. 

Legislation 

It is a legal requirement that we process data correctly; we must collect, handle and store personal information in accordance with the relevant legislation. 

The relevant legislation in relation to the processing of data is: 

(a) the General Data Protection Regulation (EU) 2016/679 (the GDPR);  

(b) the Privacy and Electronic Communications (EC Directive) Regulations  2003 (as may be amended by the proposed Regulation on Privacy and Electronic Communications); and

(c) any legislation that, in respect of the United Kingdom (UK), replaces, or enacts into UK domestic law, the General Data Protection Regulation (EU) 2016/679, the proposed Regulation on Privacy and Electronic Communications or any other law relating to data protection, the processing of personal data and privacy as a consequence of the UK  leaving the European Union. 

Data 

We hold a variety of data relating to individuals, including customers and employees (also referred to as “data subjects”) which is known as personal data. The personal data held and processed by us is detailed within the “fair processing notice” (FPN) in Appendix 2 hereto and the data protection addendum of the employment terms and conditions provided to all employees. 

Personal data is that from which a living individual can be identified either by that data alone or in conjunction with other data held by us. 

We also hold personal data that is sensitive in nature (i.e. reveals a data subject’s racial or ethnic origin, religious beliefs, political opinions, or related to health or sexual orientation). This is a special category of personal data or sensitive personal data.

Processing of personal data 

We are permitted to process personal data on behalf of data subjects  provided it is doing so on one of the following grounds: 

• processing with the consent of the data subject (see clause 4.4  hereof); 

• processing is necessary for the performance of a contract between us  and the data subject or for entering into a contract with the data  subject;  

• processing is necessary for our compliance with a legal obligation; • processing is necessary to protect the vital interests of the data  subject or another person; or 

• processing is necessary for the purposes of legitimate interests. 

Fair processing notice 

We have produced a fair processing notice (FPN) which we are required to provide to all customers whose personal data is held by us. That FPN must be provided to the customer from the outset of processing their personal data and they should be advised of the terms of the FPN when it is provided to them.  

The FPN in Appendix 2 sets out the personal data processed by us and the basis for that processing. This document is provided to all our customers at the outset of processing their data.

Employees 

Employee personal data and, where applicable, special category personal data or sensitive personal data are held and processed by us. Details of the data held and processing of that data are contained within the employee FPN which is provided to employees at the same time as their contract of employment.  

A copy of any employee’s personal data held by us is available upon written request by that employee from King Sisters Lettings. 

Consent 

Consent as a ground of processing will require to be used from time to time by us when processing personal data. It should be used by us where no other alternative ground for processing is available. In the event that we require obtain consent to process a data subject’s personal data, we shall obtain that consent in writing. The consent provided by the data subject must be freely given and the data subject will be required to sign a relevant consent form if willing to consent. Any consent to be obtained by us must be for a specific and defined purpose  (i.e. general consent cannot be sought). 

Processing of special category personal data or sensitive personal data 

In the event that we process special category personal data or sensitive  personal data, we must do so in accordance with one of the following  grounds of processing: 

• the data subject has given explicit consent to the processing of this  data for a specified purpose; 

• processing is necessary for carrying out obligations or exercising  rights related to employment or social security;

• processing is necessary to protect the vital interest of the data subject or if the data subject is incapable of giving consent, the vital interests  of another person; 

• processing is necessary for the establishment, exercise or defence  of legal claims, or whenever courts are acting in their judicial  capacity; and  

• processing is necessary for reasons of substantial public interest. 

Data sharing 

We share our data with various third parties for numerous reasons in order that day-to-day activities are carried out in accordance with our relevant policies and procedures. In order that we can monitor compliance by these third parties with data protection laws, we will require the third-party organisations to enter into an agreement with us to govern the processing of data, security measures to be implemented and responsibility for breaches. 

Data sharing 

Personal data is from time to time shared amongst us and third parties who require to process personal data that we process as well. Both us and the third party will be processing that data in their individual capacities as data controllers.  

Where we share in the processing of personal data with a third-party organisation (e.g. for processing of the employees’  pension), we shall require the third-party organisation to enter into a data-sharing agreement with us in accordance with the terms of the model data sharing agreement set out in Appendix 3 to this policy.

Data processors 

A data processor is a third-party entity that processes personal data on our behalf and is frequently engaged if certain parts of our work are outsourced (e.g. payroll, maintenance and repair works). 

A data processor must comply with data protection laws. Our data processors must ensure they have appropriate technical security measures in place, maintain records of processing activities and notify us if a data breach is suffered. 

If a data processor wishes to sub-contract their processing, our prior written consent must be obtained. Upon a sub-contracting of processing, the data processor will be liable in full for the data protection breaches of their sub-contractors. 

Where we contract with a third party to process personal data held by us, it shall require the third party to enter into a data processing agreement with us in accordance with the terms of the model data processing agreement set out in Appendix 4 to this policy. 

Data storage and security  

All personal data held by us must be stored securely, whether electronically or in paper format.  

Paper storage 

If personal data is stored on paper it should be kept in a secure place where unauthorised personnel cannot access it. Employees should make sure that no personal data is left where unauthorised personnel can access it. When the personal data is no longer required it must be disposed of by the employee so as to ensure its destruction. If the personal data requires to be retained on a physical file then the employee should ensure that it is properly secured within the file (e.g. stapled, or the documents are put on a Treasury Tag within the file)  which is then stored in accordance with our storage provisions.

Electronic storage 

Personal data stored electronically must also be protected from unauthorised use and access. Personal data should be password protected when being sent internally or externally to our data processors or those with whom we have entered into a data-sharing agreement. If personal data is stored on removable media (CD, DVD, USB memory stick) then that removable media must be stored securely at all times when not being used. Personal data should not be saved directly to mobile devices and should be stored on designated drivers and servers. 

Breaches 

A data breach can occur at any point when handling personal data and we have reporting duties in the event of a data breach or potential breach. Breaches which pose a risk to the rights and freedoms of the data subjects who are the subject of the breach require to be reported externally in accordance with clause 7.3 hereof. 

Internal reporting 

We take the security of data very seriously and in the unlikely event of a  breach will take the following steps: 

• As soon as the breach or potential breach has occurred, and in any  event no later than six (6) hours after it has occurred, the data  protection officer (DPO) must be notified in writing of (i) the breach;  (ii) how it occurred; and (iii) what the likely impact of that breach is on  any data subject(s); 

• we must seek to contain the breach by whatever means available; • the DPO must consider whether the breach is one which requires to  be reported to the Information Commissioner's Office (ICO) and data  subjects affected and do so in accordance with this clause 7;

• notify third parties in accordance with the terms of any applicable  data sharing agreements 

Reporting to the ICO 

The DPO is required to report any breaches which pose a risk to the rights and freedoms of the data subjects who are the subject of the breach to the ICO within 72 hours of the breach occurring. The DPO  must also consider whether it is appropriate to notify those data subjects affected by the breach. 

Data protection officer  

A DPO is an individual who has an over-arching responsibility and oversight over compliance by us with data protection laws. We have elected to appoint a DPO whose details are noted on our website and contained within the FPN in Appendix 3 hereto. 

The DPO will be responsible for: 

• monitoring our compliance with data protection laws and this  policy; 

• co-operating with and serving as our contact for discussions with  the ICO; 

• reporting breaches or suspected breaches to the ICO and data subjects in accordance with part 7 hereof. 

Data subject rights  

Certain rights are provided to data subjects under the GDPR. Data subjects are entitled to view the personal data held about them by us,  whether in written or electronic form. 

Data subjects have a right to request a restriction of processing their data, a right to be forgotten and a right to object to our processing of their data. These rights are notified to our customers in our FPN. 

Subject access requests 

Data subjects are permitted to view their data held by us upon making a  request to do so (a subject access request). Upon receipt of a request by a data subject, we must respond to the subject access request within one month of the date of receipt of the request. We:  

• must provide the data subject with an electronic or hard copy of  the personal data requested, unless any exemption to the  provision of that data applies in law; 

• where the personal data comprises data relating to other data  subjects, must take reasonable steps to obtain consent from  those data subjects to the disclosure of that personal data to the  data subject who has made the subject access request; or  

• where we do not hold the personal data sought by the data subject, must confirm that we do not hold any personal data sought by the data subject as soon as practicably possible, and in any event, no later than one month from the date on which the request was made.

The right to be forgotten 

A data subject can exercise their right to be forgotten by submitting a request in writing to us seeking that we erase the data subject’s personal data in its entirety. 

Each request received by us will require to be considered on its own merits and legal advice will require to be obtained in relation to such requests from time to time. The DPO will have responsibility for accepting or refusing the data subject’s request in accordance with this clause and will respond in writing to the request. 

The right to restrict or object to processing 

A data subject may request that we restrict our processing of the data subject’s personal data, or object to the processing of that data. 

In the event that any direct marketing is undertaken from time to time by us, a data subject has an absolute right to object to the processing of this nature by us, and if we receive a written request to cease processing for this purpose, then we must do so immediately. 

Each request received by us will require to be considered on its own merits and legal advice will require to be obtained in relation to such requests from time to time. The DPO will have responsibility for accepting or refusing the data subject’s request in accordance with clause 9.5 and will respond in writing to the request.

10. Privacy impact assessments  

10.1 Privacy impact assessments (PIAs) are a means of assisting us in identifying and reducing the risks that our operations have on the personal privacy of data subjects.  

10.2 We shall: 

10.2.1 Carry out a PIA before undertaking a project or processing activity which poses a high risk to an individual’s privacy. High risk can include but is not limited to, activities using information relating to health or race, or the implementation of a new IT system for storing and accessing personal data. 

10.2.2 In carrying out a PIA, include a description of the processing activity,  its purpose, an assessment of the need for the processing, a  summary of the risks identified and the measures that we will take to reduce those risks, and details of any security measures that require to be taken to protect the personal data. 

10.3 We will require to consult the ICO in the event that a PIA identifies a high level of risk which cannot be reduced. The DPO will be responsible for such reporting, and where a high level of risk is identified by those carrying out the PIA they require to notify the DPO within five (5) working days. 

11. Archiving, retention and destruction of data 

We cannot store and retain personal data indefinitely. We must ensure that personal data is only retained for the period necessary. We shall  ensure that all personal data is archived and destroyed timeously and to  the point that we no longer need to retain that personal data in 

accordance with the periods specified within the table in Appendix 5  hereto.  

List of appendices  

[Drafting note: Appendices to be appended to the individual member’s finalised policy may include for example:] 

1. Related policies  

2. Fair processing notice 

3. Model data sharing agreement 

4. Model data processor agreement 

5. Table of the duration of retention of certain data