This Privacy Notice was last changed on 28 March 2023.
1 Who we are
The PRS REIT plc (10638461) respects your privacy. This privacy notice sets out the way we use your information: what we collect, how we collect it, how we use it, why we use it, who we share it with and the rights to which you may be entitled.
The PRS REIT plc is the data controller of the personal data that we collect and process about you.
If you have any questions or anything in this notice is unclear, please get in touch at the following email address: [email protected] or use the contact details in the Contact Us section at the end of this notice.
We may change portions of this privacy notice from time to time. If we make a change that significantly affects your rights or, to the extent we are permitted to do so, significantly changes how we use your personal information, we will notify you by way of a prominent posting on our websites and/or e-mail and/or postal mail within a reasonable period prior to the change becoming effective.
The company secretary for The PRS REIT plc is Sigma Capital Property Ltd and The PRS REIT plc is managed by Sigma PRS Management Limited. In some cases these Sigma Capital Group Limited group companies (and others) (“Sigma Group“) may be a data controller in respect of your personal data. Please refer to the Sigma group privacy notice at www.sigmacapital.co.uk
If you are a tenant or an applicant to be a tenant, using Sigma Group’s Simple Life services, you should refer to the separate privacy notice at www.simplelifehomes.co.uk/privacy. Please read that notice carefully as it provides further information on how the Sigma Group uses your personal information in respect of the Simple Life services.
2 Your information
Data Collection and Usage: General
We will collect and use your personal information for the purposes set out in more detail in this section. Your information may be shared with our group companies and the Sigma Group and with some third parties.
What we collect | How we use it | Why we use it | |
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1 | Information when you communicate with us whether in person, through our website or via email, over the phone or via any other medium, including: - Your contact details; - The details of your communications with us; - The details of our messages to you. | We use this information to: - Answer any issues or concerns; - Provide you with the information and services you request from us; - Allow us and the Sigma Group companies and/or designated estate agents or tenancy management partners to contact you in response to your enquiry and/or provide you with the services that you have requested; - Develop new services; - Improve our services; - Personalise our service. | We use this information because: - We require to meet legal, regulatory or other compliance obligations; - We have a legitimate business interest in understanding customer feedback and in responding to customer communications in a consistent way; - We have a legitimate business interest in providing and improving our services; - We have a contractual obligation or a legitimate interest to respond to our customer requests. |
2 | Information that we collect through your use of our website including: - Device information such as operating system, unique device identifiers, the mobile network system; - Hardware and browser settings; - Date and time of requests; - The requests you make; - The pages you visit and search engine terms you use; - IP address. | We use this information to: - Provide our services; - Develop and improve our website; - Identify issues with the website and user's experience of it; - Ensure that content on our website is presented in the most effective manner for you and your computer; - Monitor the way our website is used. | We use this information because: - We have a legitimate business interest in understanding how our website is accessed, how it is used and any problems users have with it across multiple devices. |
3 | Where you are a tenant, information you provide to us relating to your tenancy (or application) or which we receive from our third party partners, such as estate agents or tenancy management partners. This information shall include: - name, address, contact details, salary, age, gender, marital status, What family information and occupation; - financial information including bank account details and payment details; - details any rent arrears and other lease and tenancy information. This information relates to tenancies in respect of properties of which we are the landlord or in respect of which we are the manager on behalf of a third party. In particular we receive information from Sigma Group companies and Ascend Estates Limited (and their partners). Ascend Estates Limited is a data controller of information they provide to us and you should refer to their policy for details on how they collect, hold, use and share your data. This can be found at: www.ascendproperties.com | We use this information to: - Carry out credit checks (or enable our partners to carry out credit checks); - Provide our services; - Manage tenants and tenant applications; - Conducting analysis on tenancy data, including location, rental growth, demographics, length of tenancy and other data to inform or improve our services, obtain portfolio valuations and raise finance | We use this information because: - We require to meet legal, regulatory or other compliance obligations; - We have a legitimate interest in managing our tenancies and otherwise operating our business as a property rental company. |
4 | Information that we collect incidentally from other sources or public sources, including: - Information available in the media; - Information collected by security systems. | We use this information to: - Maintain market awareness; - Provide security to our sites; - Answer any issues or concerns. | We use this information because: - We have a legitimate business interest in maintaining a public profile; - We have a legitimate business interest in providing security over our business; - We have a legitimate business interest in understanding customer feedback and in responding to customer communications in a consistent way. |
5 | Information that we collect from individuals representing organisations, including: - Contact details of individuals working for organisations; - Other personal information regarding such individuals. | We use this information to: - Build relationships with other organisations; - Administer our relationships with organisations that we do business with | We use this information because: - We have a legitimate business interest in developing and maintaining relationships with vendors, partners and other companies and dealing with individuals who work for them. |
Data Collection and Usage: Shareholders
In addition to the general uses of personal information set out above, if you are a shareholder in The PRS REIT plc (or you represent an individual or organisation who is a shareholder) we will collect and use personal information for the purposes set out in more detail in this section. Your information may be shared with members of the Sigma Group and with some third parties.
What we collect | How we use it | Why we use it | |
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1 | When you communicate with us in relation to a shareholding, you may provide us with or we may otherwise collect personal information, such as: - personal contact details including names, addresses, telephone numbers, and personal email addresses; - bank account and payment details; - shareholder account information; - identification documentation, such as your passport; - shareholding records (including shares held, share purchases, share disposals, dividend entitlements and payments, votes, proxy appointments); - other communications with you. We will collect personal information from a number of sources. These include: - Directly from you when you complete forms, use our website, provide documentation to us or communicate with us; - Third parties authorised by you; - Your and our professional advisors: such as share registrars, lawyers, accountants, financial advisors or brokers; - credit reference agencies, money laundering check providers; - Government bodies, the Police or law enforcement and our regulators. | Administering the shareholding (directly with you or through your or our representatives), including maintaining shareholder records, making shareholder announcements, providing shareholder communications (including the provision of reports and accounts), receiving money and/or making payments (such as in respect of dividends and share sale proceeds) and dealing with enquiries, complaints and other communications. We will also use your personal information for: - dealing with any legal disputes; - complying with any regulatory requirements; - retaining records relating to the Sigma Group and the shareholdings in it. | We use this information: - To perform and administer our contract with you regarding a shareholding; - To comply with any legal obligations and regulatory requirements; - For our legitimate interests, such as the maintenance of up to date shareholder records and the efficient handling of queries, complaints and other communications; - To establish, defend or bring legal claims. |
Direct Marketing
We may use personal information you give us for direct marketing purposes to provide updates; newsletters; events; offers or other communications that we think may interest you. We will only do this with your consent or where we otherwise have a legitimate interest to do so and are permitted by applicable law. We may share personal information with third parties to help us with our marketing and promotional projects, or sending marketing communications.
If you want to opt out of receiving promotional and marketing emails, text messages, post and other forms of communications from us or our promotional partners in relation to which you might receive in accordance with this section, you can best opt out by using one of the following ways:
If you do opt out of receiving promotional and marketing messages, we can still contact you regarding our business relationship with you, such as account status and activity updates, survey requests in respect of products and services we have provided to you or respond to your inquiries or complaints, and similar communications.
Automated processing
We make automated decisions regarding you in the following situations: credit checks and background checks relating to a tenancy. These may be undertaken by third parties acting on our behalf, such as Ascend Properties who in turn use third parties, including Let Alliance (www.letalliance.co.uk/).
We will conduct our credit check on you prior to a tenancy commencing. We will conduct a search against your available credit file. If our search against your credit file illustrates to us that you have an inappropriate credit rating, a decision will be taken automatically to not proceed with your application to become a tenant.
Submitting to a credit reference check is necessary for us to offer you a tenancy. If this information is not provided we cannot agree to provide a tenancy to you.
If you disagree with the decision you are entitled to contest this by contacting us at following email address: [email protected]
Legal requirements
Your personal information may also be processed if it is necessary on reasonable request by a law enforcement or regulatory authority, body or agency or in the defence of a legal claims. We will not delete personal information if relevant to an investigation or a dispute. It will continue to be stored until those issues are fully resolved.
If you do not provide us with the requested personal information we may not be able to progress our dealings with you, including with respect to any shareholding in The PRS REIT plc.
Information we share
There are certain circumstances where we may transfer your personal data to employees, contractors and to other parties.
Finally, your personal data may be shared if it is made anonymous and aggregated, as in such circumstances the information will cease to be personal data.
Where your information will be held
When we share your information, your information may be transferred outside the European Economic Area (EEA). Whenever we transfer your personal data out of the EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:
Please also note that our directors and other individuals working for us may in limited circumstances access personal information outside of the EEA if they are travelling outside of the EEA. If they do so access to personal information will be subject to using our security measures.
How long your information will be held
We will keep your data for as long as it is reasonably necessary, depending upon the type of information and the reason why we collected it from you. It will depend on a number of factors. The criteria we may use to determine the retention period for certain categories of data includes:
Generally, where there is no legal requirement we will retain physical and electronic records for a period of 6 years after your dealings or communications with us, for the eventuality of any legal dispute arising out of them.
The period of time to which we keep data for enquirers, applicants, companies or residents, can be found in our company data retention policy which is available upon request. Please email [email protected].
3 Your rights
You have certain rights in relation to your personal information. The availability of these rights and the ways in which you can use them are set out below in more detail.
Some of these rights will only apply in certain circumstances. If you would like to exercise, or discuss, any of these rights, please contact us at [email protected] or in one of the ways provided in the Contact Us section at the end of this privacy notice.
Access: you are entitled to ask us if we are processing your information and, if we are, you can request access to your personal information. This enables you to receive a copy of the personal information we hold about you and certain other information about it to check that we are lawfully processing it.
Correction: you are entitled to request that any incomplete or inaccurate personal information we hold about you is corrected.
Erasure: you are entitled to ask us to delete or remove personal information in certain circumstances. There are also certain exceptions where we may refuse a request for erasure, for example, where the personal data is required for compliance with law or in connection with claims.
Restriction: you are entitled to ask us to suspend the processing of certain of your personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Transfer: you may request the transfer of certain of your personal information to another party.
Objection: where we are processing your personal information based on a legitimate interests (or those of a third party) you may challenge this. However we may be entitled to continue processing your information based on the our legitimate interests or where this is relevant to legal claims. You also have the right to object where we are processing your personal information for direct marketing purposes.
Automated decisions: you may contest any automated decision made about you where this has a legal or similar significant effect and ask for it to be reconsidered.
More information regarding your legal rights in respect of personal information can be found at www.ico.org.uk/for-the-public/. You also have a right to lodge a complaint with a supervisory authority, in particular in the Member State in the European Union where you are habitually resident, where we are based, or where an alleged infringement of Data Protection law has taken place. In the UK you can make a complaint to the Information Commissioner’s Office (Tel: 0303 123 1113 or at www.ico.org.uk).
Cookies
We use cookies that identify your browser or device. They collect and store information when you visit our website about how you use it. For more information about cookies, the types of cookies we use and how we use them please see our Cookies Notice.
Security
We are committed to keeping your personal information safe. We’ve got physical, technical and administrative measures in place to prevent unauthorised access or use of your information. However, the Internet is an open system and we cannot and do not guarantee or warrant the security of any information that you transmit on or through our Website or that we otherwise maintain.
Changes to the Notice
This notice will be changed from time to time. If we change anything important about this notice (the information we collect, how we use it or why) we will highlight those changes at the top of the notice and provide a prominent link to it for a reasonable length of time following the change.
If you would like to access previous versions of this privacy notice please contact us using the details in the Contact Us section.
Contact Us
It is important to ensure that the personal information we hold about you is accurate and up‐to‐date, and you should let us know if anything changes. You can contact us using the details below.
If you are a shareholder you may contact us or our registrars using the details below.
The PRS REIT plc: If you have any questions about this privacy notice please contact us: using [email protected] or on 0333 999 9926, or at Floor 3, 1 St. Ann Street, Manchester, M2 7LR.
Registrar: Please contact Link Asset Services: using the contact details set out at www.signalshares.com