Privacy Notice

H2L Property Management Limited T/AS H2L. Expert Letting

Privacy Notice

Provided in accordance with Data Protection Act 2018 (DPA) and UK General Data Protection Regulations 2021 (UK GDPR). This privacy notice tells you what to expect us to do with your personal information.

Contact details
What information we collect, use, and why
Lawful bases and data protection rights
Where we get personal information from
How long we keep information
Who we share information with
How to complain

Contact details

Post

38 Main Road, Meriden, COVENTRY, West Midlands, CV7 7NF, GB

Telephone

0333 772 0222

Email

hello@H2L.co.uk

What information we collect, use, and why

We collect or use the following information to provide and improve products and services for clients:

Names and contact details
Addresses
Gender
Pronoun preferences
Occupation
Date of birth
Marital status
Third party information (such as family members or other relevant parties)
Payment details (including card or bank information for transfers and direct debits)
Financial data (including income and expenditure)
Transaction data (including details about payments to and from you and details of products and services you have purchased)
Usage data (including information about how you interact with and use our website, products and services)
Employment details (including salary, sick pay and length of service)
Credit history and credit reference information
Health information (such as medical records or health conditions)
Information relating to compliments or complaints
Video recordings
Audio recordings (eg calls)
Records of meetings and decisions
Account access information
Website user information

We collect or use the following personal information for the operation of client or customer accounts:

Names and contact details
Addresses
Purchase or service history
Account information, including registration details
Information used for security purposes
Marketing preferences
Technical data, including information about browser and operating systems

We collect or use the following personal information for the prevention, detection, investigation or prosecution of crimes:

Names and contact information
Client accounts and records
Video recordings of public areas
Audio recordings of public areas
Video recordings of private or staff only areas
Audio recordings of private or staff only areas
Call recordings
Dashcam footage – outside vehicle
Financial information eg for fraud prevention or detection
Location data

We collect or use the following personal information for information updates or marketing purposes:

Names and contact details
Addresses
Profile information
Marketing preferences
Purchase or account history
Website and app user journey information

We collect or use the following personal information for research or archiving purposes:

Names and contact details
Addresses
Purchase or client account history
Website and app user journey information

We collect or use the following personal information to comply with legal requirements:

Name
Contact information
Identification documents
Client account information
Any other personal information required to comply with legal obligations

We collect or use the following personal information to protect client welfare:

Names and contact information
Client account information
Health and wellbeing information
Emergency contact details

We also collect or use the following information to protect client welfare:

Health information

We collect or use the following personal information for recruitment purposes:

Contact details (eg name, address, telephone number or personal email address)
Date of birth
National Insurance number
Copies of passports or other photo ID
Employment history (eg job application, employment references or secondary employment)
Education history (eg qualifications)
Right to work information
Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )
Security clearance details (eg basic checks and higher security clearance)

We collect or use the following personal information for dealing with queries, complaints or claims:

Names and contact details
Address
Payment details
Account information
Purchase or service history
Video recordings of public areas
Audio recordings of public areas
Video recordings of private or staff only areas
Audio recordings of private or staff only areas
Call recordings
Dashcam footage – outside vehicle
Witness statements and contact details
Photographs
Relevant information from previous investigations
Customer or client accounts and records
Financial transaction information
Information relating to health and safety (including incident investigation details and reports and accident book records)
Correspondence

We also collect or use the following information for dealing with queries, complaints or claims:

Health information

Lawful bases and data protection rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website. Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

Your right of access – You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
Your right to rectification– You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
Your right to erasure– You have the right to ask us to delete your personal information. You can read more about this right here.
Your right to restriction of processing– You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
Your right to object to processing– You have the right to object to the processing of your personal data. You can read more about this right here.
Your right to data portability– You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
Your right to withdraw consent– When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month. To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for the collection and use of your data

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for the prevention, detection, investigation or prosecution of crimes are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for research or archiving purposes:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information to comply with legal requirements:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information to protect client welfare are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for recruitment purposes are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

Consent – we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Where we get personal information from

Directly from you
Legal bodies or professionals (such as courts or solicitors)
Debt collection agencies
Publicly available sources
Credit reference agencies
Suppliers and service providers

Who we share information with

Others we share personal information with

Debt collection agencies
Other financial or fraud investigation authorities
Insurance companies, brokers or other intermediaries
Professional or legal advisors
Emergency services
Regulatory authorities
External auditors
Organisations we’re legally obliged to share personal information with
Suppliers and service providers

How to complain

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice. If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO. The ICO’s address: Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Helpline number: 0303 123 1113 Website: https://www.ico.org.uk/make-a-complaint