Customer Privacy Notice – Tara & Co Property Ltd

Why should you read this document?

During the course of dealing with us, we will ask you to provide us with detailed personal information relating to your identifying details (Your Personal Data). This document is important as it allows us to explain to you what we will need to do with Your Personal Data, and the various rights you have in relation to Your Personal Data.

What do we mean by “Your Personal Data”?

Your Personal Data means any information that describes or relates to your personal circumstances. Your Personal Data may identify you directly, for example your name, address, date of birth, National Insurance number. Your Personal Data may also identify you indirectly, for example, your employment situation or any other information that could be associated with your cultural or social identity.

What information do we collect about you?

Typically, Tara & Co will collect the following:

  • Title, names, date of birth, gender, nationality, civil/marital status, contact details, addresses and documents that are necessary to verify your identity, telephone numbers and email address.
  • Employment and remuneration information (including salary/bonus schemes/overtime/sick pay/other benefits), employment history.
  • Information we collect using cookies or similar technologies stored on your device about how you use our Digital Channels. Cookies are very useful and do lots of different jobs which help to make your experience on our Digital Channels as smooth as possible. For example, they let you move between web pages efficiently, remembering your preferences, and generally improve your user experience. We provide much more information about how we use cookies and other similar technologies in our Cookies Policy.
  • Information provided for purposes of an application or reservation online. For example, we collect data from subjects filling out our reservation process.
  • Any other information that you choose to send to us.

The basis upon which our company will deal with Your Personal Data

Generally, we will collect, use and hold your information for the purposes of:

  • Assessing applications for and providing Tara & Co products & services
  • Conducting business, developing relationships with Tara & Co Property Ltd
  • Processing payments / transactions including: Accounting, Authorisation, Billing, Reconciliation, collection, complaints, enquiries, credit check related dispute resolution activities
  • Providing, administering and communicating with you about Tara & Co products & services
  • Operating, monitoring and improving our products, services, websites, and other digital and business assets
  • Functionality of the website
  • Sharing your information with subcontractors who provide services on our behalf as part of your tenancy, such as Council Tax registration and utility setup
  • With your explicit and separate consent, introducing you to selected utility and service providers so that they may contact you about services relevant to your tenancy

Lawful basis of processing:

Tara & Co processes your information under the following:

  • Performance of a contract – where you enter into a contract with Tara & Co, and we need to process your information as part of this contract. This includes sharing your information with subcontractors who assist us in delivering our services to you
  • Legitimate interests – some information is processed by Tara & Co as part of its legitimate interests which include: Fraud, risk assessment, due diligence, network and information security, monitoring, web analytics, cloud storage, updating customer details, lettings and other core products and services provided by Tara & Co as the data controller
  • Consent – Where we process information under consent we will seek your clear and unambiguous consent prior to processing your data. This includes the sharing of your personal information with utility and service providers under our referral arrangement, as described in the “Subcontractors, Referrals and Additional Services” section below

How do we collect Your Personal Data?

We will collect and record Your Personal Data from a variety of sources, but mainly directly from you. You will usually provide information via a third party property website, or directly via our online portal or website. You may provide this information when visiting our office. You will provide information to us verbally and in writing, including email.

Sharing Your Personal Data

We do not sell your personal information. We share your personal information in the following ways:

Subcontractors: We may share your personal information with subcontractors who provide services on our behalf as part of managing your tenancy. We do so under the lawful basis of performing our contract with you. We contractually require these subcontractors to safeguard the privacy and security of personal information they process on our behalf and to use or disclose it only as necessary to perform services on our behalf or comply with their legal requirements.

Referrals to utility and service providers: With your explicit and separate consent, we may share your personal information with selected utility and service providers so that they may contact you about services relevant to your tenancy. Where we do so, we may receive a referral fee. You will be asked to provide this consent separately from your tenancy agreement, and you may withdraw it at any time by contacting us. Full details of the providers we work with are available on request.

We also share the information we collect with, but not limited to:

  • Landlords and landlord associates and sub processors (for tenants)
  • Vetted affiliates and partners/contractors/Insurance companies & utility providers for business facilitation to provide required services such as insurance cover etc
  • Formally contracted service providers to perform services on our behalf:
    • Hosting Datacentres, Cloud Services
    • Helpdesk, Call Centres etc
  • Councils
  • Other Law firms
  • Credit agencies, Land Registry, HMRC and other regulatory bodies
  • In addition, we may share information about you if required legally to prevent harm or financial / reputational loss, or for investigation of suspected or actual fraudulent or illegal activities
  • Prospective employers or other letting agents, requesting references via your written consent

Subcontractors, Referrals and Additional Services

We share your personal information with third parties in two different ways, depending on the purpose. It is important that you understand the difference.

1. Subcontractors — services we provide to you

As part of managing your tenancy, we use subcontractors to deliver services on your behalf, such as Council Tax registration and utility setup. When we share your personal information with a subcontractor for this purpose, we do so under the lawful basis of performing our contract with you — no separate consent is required. In some cases, a subcontractor provides a service to us as part of a wider commercial arrangement, which includes the opportunity to offer you additional services with your consent.

We contractually require all subcontractors to:

  • Process your personal information only as instructed by us and for the specific purpose for which it was shared
  • Safeguard the privacy and security of your personal information
  • Not use your personal information for their own purposes unless they obtain your consent directly

Additional services offered by our subcontractors: Some of our subcontractors may offer additional services beyond those we have engaged them to provide on our behalf. For example, a subcontractor who provides an administrative service may also offer utility supply, insurance, or other services. If they wish to contact you about these additional services, they must obtain your consent directly. They will do this separately from any communication relating to the service we have asked them to provide. Your decision to accept or decline any additional service will not affect the service we provide to you or your tenancy in any way.

When a subcontractor contacts you about additional services with your consent, they are acting as an independent data controller for that purpose and are responsible for their own compliance with data protection law. We do not control how they use your information for these additional services, and their use is governed by their own privacy policy.

2. Referrals to utility and service providers — services you choose to hear about

Separately from our subcontractor arrangements, Tara & Co also acts as an introducer to selected utility and service providers. If you give us your consent, we will share your name, contact details, and property address with the provider so they can contact you about their services. Your consent is entirely voluntary and will not affect your tenancy or the services we provide to you.

Key points about our referral arrangement:

  • Your consent is separate: You will be asked to give consent for this referral independently of your tenancy agreement or any other contract with Tara & Co. You are free to decline without any impact on your tenancy or the services we provide.
  • What we share: With your consent, we share only your name, contact details, and property address — no more than is necessary for the provider to contact you about their services.
  • Referral fee: Tara & Co may receive a referral fee from the utility or service provider for each successful introduction. This fee is paid by the provider, not by you.
  • Who we refer to: A current list of the utility and service providers we work with is available on request by contacting us using the details below.
  • Withdrawing consent: You can withdraw your consent at any time by contacting Ms. Olga Reynolds on 01926 422 077 or emailing info@taraandco.com. If you withdraw consent, we will stop sharing your information and will ask the provider to delete any information we have previously shared.
  • No cold calling: Utility and service providers will only contact you if you have given your explicit consent. They will not use your information for any other purpose without your further consent.

Transfers of Information Outside the European Economic Area

Tara & Co may transfer personal information collected about you to recipients in countries other than the country in which the information was originally collected. Those countries may not have the same data protection laws as the country in which you initially provided the information. When we transfer your information to other countries, we will protect that information as described in this Privacy Notice or as otherwise disclosed to you at the time the data is collected.

We may use subcontractors and service providers based outside the European Economic Area to perform services on our behalf, such as administrative support, data processing, and IT services. Where we do so, we ensure that appropriate safeguards are in place to protect your personal information, including:

  • Requiring contractual terms that provide protection equivalent to that afforded under the UK GDPR
  • Implementing standard contractual clauses approved by the UK Information Commissioner
  • Requiring that subcontractors process personal information only as necessary to perform services on our behalf and in compliance with applicable data protection law

A current list of our sub-processors and the countries in which they operate is available on request by contacting us using the details set out below.

Your use of our Digital Channels, products or services may result in the transfer of personal information provided by you across national boundaries. By visiting our Digital Channels and communicating within Tara & Co Electronically, you consent to the transfer of your Personal Information outside the European Economic Area.

Personal information of others

Before you disclose to us the personal information of another person, you must obtain that person’s consent to both the disclosure and the processing of that personal information in accordance with the terms of this privacy policy.

Security and retention of Your Personal Data

Your privacy is important to us and we will keep Your Personal Data secure in accordance with our legal responsibilities. We will take reasonable steps to safeguard Your Personal Data against it being accessed unlawfully or maliciously by a third party.

We also expect you to take reasonable steps to safeguard your own privacy when transferring information to us, such as not sending confidential information over unprotected email, ensuring email attachments are password protected or encrypted and only using secure methods of postage when original documentation is being sent to us.

Your Personal Data will be retained by us either electronically or in paper format for a minimum of six years, or in instances whereby we have legitimate interest to do so, we can retain records for longer.

Under the UK GDPR, you have the following rights regarding Your Personal Data:

  • Request access to the personal data we hold about you, including receiving a copy of the information we have under our control.
  • Ask for further information about how we process your personal data, including the purposes, categories of data, retention periods, and any third parties with whom it is shared.
  • Request correction or deletion of your personal data, or ask us to restrict or stop processing it in certain circumstances. We will provide details about what actions we can take at the time of your request, in line with our legal and contractual obligations.
  • Request the transfer of your personal data to another organisation in a structured, commonly used, and machine-readable format, where this is technically feasible and where the lawful basis for processing is consent or contract.
  • Withdraw or change your consent to marketing communications at any time, including opting out of all future marketing communications. This includes withdrawing consent for us to share your information with utility and service providers under our referral arrangement
  • Object to processing of your personal data based on our legitimate interests, or where we process your data for direct marketing purposes.
  • Raise a concern or complaint with the Information Commissioner’s Office (ICO) if you are unhappy with how we handle your personal data.

How to make contact with our company in relation to the use of Your Personal Data

If you have any questions or comments about this policy, or wish to contact us to exercise any of your rights, please contact:

Ms. Olga Reynolds on 01926 422 077

You may also write to or email us at:

21-23 Clemens Street
Leamington Spa
CV31 2DW

info@taraandco.com

If we feel we have a legal right not to deal with your request, or to action it in a different way to how you have requested, we will inform you of this at the time.

You should also make contact with us as soon as possible on you becoming aware of any unauthorised disclosure of Your Personal Data, so that we may investigate and fulfill our own regulatory obligations.

If you have any concerns or complaints as to how we have handled Your Personal Data you may lodge a complaint with the UK’s data protection regulator, the ICO, who can be contacted through their website at https://ico.org.uk/global/contact-us/ or by writing to Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Updating this privacy statement

We will update this statement from time to time so we suggest that you review this statement at regular intervals. Where we undergo substantial changes to our privacy statement we will endeavor to inform you about these changes.