MORTZ PROPERTY MANAGEMENT LTD

Privacy Notice

Date created: March 2020 Revised: 6^th October 2025

IMPORTANT – you should refer to standard privacy notice for all the information we give about collecting and handling your information which is incorporated into this notice. To access this, go to http://www.nrla.org.uk/standard-privacy-notice.

Name:  Mortz Property Management Ltd

Address: 128 Frodingham Road, Scunthorpe, DN15  7JP

Telephone number:  01724 278787

Email: info@mortzproperty.co.uk

Purpose of this initial notice

In line with the General Data Protection Regulations (GDPR) effective from 25^th May 2018, we are committed to protecting and respecting your privacy. This is a summary of our privacy notice to tell you what personal information about you we collect, hold and use. This notice is addressed to our tenants, residents and guarantors including prospective and former tenants, residents, and guarantors. Please note that by issuing this notice we do not commit ourselves to giving you a tenancy.

For further details please see the standard version of our privacy notice which forms part of this notice. This can be viewed at http://www.nrla.org.uk/standard-privacy-notice. Alternatively, a hard copy is also available upon request.

Information we may collect, hold, and use about you.

• Identity and contact details.
• Personal and background information
• Bank details
• Details about your employment (if any), college/university (if any)
• Tenancy and deposit information
• Rent and other payments including arrears.
• Repairs and complaints
• Details about Council Tax, Water Charges and Utilities
• Details of benefits where applicable
• Correspondence emails and records
• Audio and recordings including CCTV (if any)
• Website and portal information

This information is collected from you mainly via an application but also from third partied. Additionally, we may undertake credit or similar checks to obtain information about you or request a reference from an existing or former landlord or employer etc.

Further details are given in the standard privacy notice.

Who do we need this information about?

We need information about you as a perspective tenant, about any prospective resident and information about any guarantor (where a guarantee is taken).

How might this information be collected?

• Email
• Post
• In person
• In digital form
• Over the telephone including SMS, WhatsApp, messenger.

Who this information might be shared with

• Joint tenants
• Guarantors
• Tenancy deposit protection body
• Letting and managing agents
• Other landlords i.e., for references
• Contractors and suppliers
• Insurance companies
• Internet and email providers
• The Home Office
• Utilities and water companies
• Debt collectors and tracing agents
• Professional advisors
• Next of Kin (in an emergency)
• Public and local authorities and regulatory bodies

Further details set out in the standard privacy notice.

Where is the information stored?

• In an electronic form on a computer, tablet, or mobile phone
• On a web-based portal
• In a hard copy form in a manual filing system

Length of time for storage of date

We usually keep information for 12 months if the tenancy does not go ahead or for 7 years from the date you vacate a tenancy is entered.

What happens if this information is not provided.

We require this information to enter a tenancy agreement and to check your suitability for a tenancy. If this information is not provided in full than your application for a tenancy cannot be processed.

Why we need this information.

• For contractual performance so that we can arrange the letting and enter a tenancy or guarantee with you
• For contractual performance so that we can manage any tenancy and the property including collecting rent and arranging repairs
• In relation to details regarding any next of kin in your vital interests e.g., in the case of an emergency
• In our legitimate interests in relation to personal and background information so we can assess your suitability to be a tenant, resident, or guarantor (as the case may be)
• To perform our legal obligations in relation to carrying out right to rent checks and to protect any tenancy deposit which is paid as well as other legal obligations arising during any tenancy.

Full details, including further reasons why this information is needed are set out in the standard privacy notice.

You have the following rights.

• To object to us processing data (applicable where we rely on the legitimate interests)
• Access to your data and further details about what data processing activities are carried out.
• Erasure (the right to be forgotten)
• To restrict processing
• Data portability

For further details of these rights please see the standard privacy notice

Withdrawal of consent

If your consent provides us with a legal gateway to process data about you, you can withdraw this at any time by telling us by email/post by using the contact details above.

Complaints

You have the right to lodge a complaint with the supervising authority:

Information Commissioner, Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF