Privacy Policy

York Residential Landlords Association Limited customer privacy notice

This privacy notice tells you what to expect us to do with your personal information.

Our 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

Telephone - 01904 929 945

Email - info@yorkrla.co.uk

What information we collect, use, and why

We collect or use the following information to provide services

Names and contact details
Addresses
Payment details (including card or bank information for transfers and direct debits)
Photographs or video recordings

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

Names and contact details
Addresses
Recorded images, such as photos or videos

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 set out in brief 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. Read more about the right of access.
Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. Read more about the right to rectification.
Your right to erasure - You have the right to ask us to delete your personal information. Read more about the right to erasure.
Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. Read more about the right to restriction of processing.
Your right to object to processing - You have the right to object to the processing of your personal data. Read more about the right to object to processing.
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. Read more about the right to data portability.
Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. Read more about the right to withdraw consent.

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 services 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.

Our lawful bases for collecting or using personal information for service 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.

Where we get personal information from

Directly from you
Photographs – members do have the right to withdraw consent by emailing info@yorkrla.co.uk.

How long we keep information

Information	Retention Period
Name and Contact Information	Next renewal period maximum 12 months
Addresses	Next renewal period maximum 12 months
Payment Details	Immediate deletion on cancellation of membership
Photographs	Next renewal period maximum 12 months

For more information on how long we store your personal information or the criteria we use to determine this please contact us using the details provided above.

Who we share information with

Data processors

National Residential Landlords Association - Name and address for members to receive their quarterly magazine.
Alan Boswell Group Insurance Brokers - York RLA’s approved insurance company.
FastPay - This data processor does the following activities for us: Processes Direct Debits.
Xero - This data processor does the following activities for us: Stores members information including bank details.

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. All complaints will be responded to within 30 days.

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