Any question with regards to this policy should be sent by email to firstname.lastname@example.org or by writing to our registered address below.
Who we are
The data controller is LetsXL Limited ("LetsXL", "we", "us" or "our") registered in England and Wales No. 4355737. Our registered address is 49 Conway Road, Colwyn Bay, LL29 7AW.
We provide support services to the lettings industry including tenant referencing, warranted references and specialist insurances. LetsXL operate solely in the United Kingdom and offer insurance and financial products or services.
LetsXL Limited are authorised and regulated by the Financial Conduct Authority for insurance mediation activities only. Our Financial Services Register number is 308416. You can check this on the Financial Services Register by visiting the FCA's website "https://register.fca.org.uk/" or by contacting the FCA on 0800 111 6768.
We are registered with the Information Commissioner Office as a data handler under the data protection act 1998. Our registration number is Z8281652.
What Information we collect and how
We may collection personal information when you register as a customer with us, use one of our products and services - possibly via a 3rd party such as a letting agent or landlord, request product information or when you respond to communications from us. We do not collect any special categories of data.
The information that we collect either via our mobile apps, website, fax, email, over the telephone, via an upload facility or via a 3rd party such as a letting agent/landlord may include:-
- Any personal details that you type in or submit such as your name, current and previous addresses, e-mail address, telephone number(s), date of birth, Employment/income details, identity documents such as a passport, work permit or other photo ID and other information relevant to the service being requested/provided.Information obtained from credit referencing agencies or other 3rd parties we may contact in the course of the service or product being provided.
- Your preferences and use of e-mail updates that are recorded by e-mails we send you (only if you have selected to receive e-mail updates on products and offers).
- All our telephone calls are recorded for training and monitoring purposes. If you are providing bank or payment details over the telephone call recording is paused whilst you do this. Any online payment facility is provided by the 3rd party payment provider and we do not hold or store card details.
Tenant Referencing Services:
During the course of processing your application we may request additional information to support your application. The information may include Bank Statements, Tax Returns, Pay Slips, Proof of Benefits, Address or Identity. Any paper copies will be destroyed upon completion of your application, electronic copies may be kept on our secure external servers as described below.
What we do with your information
Tenant Referencing Services:
Your information will be used for assessing your suitability for a tenancy/as a guarantor for a tenancy or your ‘Right to Rent’ a property. This may include obtaining Credit status information, contacting referees and further investigation to confirm your identity and validity of the information supplied and may include some automated decision processes.
Our findings and some of the data you supply will be shared with 3rd parties such as the letting agent and/or landlord to whom the property applied for belongs/is managed by, insurers or associated companies where required by any policy the landlord may have on the property you are renting.
Should you default on a tenancy owing rent we may use the information supplied for traceability purposes.
Your information may be used to offer insurance quotes, issue policies and offer renewals. Your data may be shared with insurers or other 3rd parties for the purposes of insurance administration by the insurer, associated companies, its agents and us and by reinsurers, assessing your credit status, affordability and to establish accuracy of information provided.
Your information will be used to enable us to do business with you or for you to do business with us and to keep you up to date with our products and services.
Your information may be disclosed, if we are legally required, to regulatory bodies or law enforcement agencies for the purposes of fraud and crime prevention or compliance monitoring or enforcement. Your information may be used for research and statistical purposes. It may be transferred to any country, including countries outside the European Economic Area for any of these purposes and for systems administration. Where this happens, we will ensure that anyone to whom we pass your information agrees to treat your information with the same level of protection as if we were dealing with it.
If you give us information about another person, in doing so you confirm that they have given you permission to provide it to us to be able to process their personal data (including any sensitive personal data) and also that you have told them who we are and what we will use their data for, as set out in this notice.
We do not send any of your data to any other company for marketing purposes unless you have given us permission to do so. We may use your data to offer you other LetsXL products that we may think will be of interest to you, if you have given us permission to do so. We never sell or provide your data to any marketing list companies.
In the case of personal data, with some exceptions, you have the right to access and if necessary rectify information held about you. You also have the right to request certain information is removed from our system. This is restricted by certain limitations as explained below. We will not charge a fee for this unless the request is excessive or repetitive. We cannot provide or change Credit information, to do this you would need to contact the credit reference agency we use. This information will be supplied on request. Note that LetsXL can only deal with requests relating to the data that we hold. You should apply separately to any other party who may have had access or use of your data as part of the process conducted by LetsXL.
How long do we hold your data?
There are certain legal requirements that we need to adhere to. For insurance products we are required to retain data for 7 years after a contract has ended. For reference products we hold data for as long as the tenancy originally applied for is active and for a minimum period of 2 years after this date. Some information may be required to be retained for accounts purposes, we are required to hold this for a minimum of 6 years. If you request us to remove information but there is an on going investigation we will not be able to do this until the investigation has been concluded.
Where is your data stored?
All electronic data is stored securely off site with a reputable hosting company.
Version 1.4 / Last updated November 2018