Privacy
PRIVACY AND COOKIE POLICY
Effective Date: 06/01/2022
Vorensys Limited (“we”, “our”) is a limited company registered in England & Wales under company registration number 6672451 and with registered office at 7 Cheshire Street, Market Drayton, Shropshire, TF9 1PD.
We are the data controller and we will process your personal data in accordance with the General Data Protection Regulation (EU) 2016/679 and English regulation which relate to the processing of personal data (the “Data Protection Legislation”).
This privacy policy explains how we process personal data when you use the vorensys.com platform as a registered user; when you are a tenant referencing applicant, guarantor or landlord/agent submitting details; or if you are a visitor to www.vorensys.com (the “website”). Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
By using the website, you are accepting the contents of this privacy policy. If you would like to provide your comment regarding the website or our privacy policy then please email info@vorensys.com.
We may update this privacy policy from time to time by publishing a new version on our website. You should check this page occasionally to ensure you are happy with any changes to this privacy policy.
What we collect
The information we collect from tenant referencing applicants and guarantors may
include, but is not limited to, the following personal data:
- Name, date of birth and job title
- Contact information including email address and telephone numbers
- Employment status
· Information about your past, present and future addresses and your residential status at these addresses
- Financial information such as salary/income information
- Credit history
- Other information relevant to reference checking and/or your application
The information we collect from landlord/agents may include, but is not limited to, the
following personal data:
- Name and job title
- Contact information including email address and telephone numbers
All information is voluntarily provided by you to us or you have voluntarily provided us with the right to contact third parties to obtain or verify information about you.
What we do with the information we collect
We require the information we collect from tenant referencing applicants and guarantors to verify the suitability of potential tenants and/or guarantors and thereby to make a recommendation to the letting agent and/or landlord who has requested the reference check. We will conduct checks and enquiries as required to verify the accuracy and truthfulness of information provided to us for tenant referencing purposes.
We require the information we collect from landlords/agents to keep in contact and in order to perform a contract between you and us and/or taking steps, at your request, to enter into such a contract.
Purposes of holding this information
If you are a tenant we hold this information to enable us to provide tenant referencing services to our landlords/agents.If you are a guarantor we hold this information to enable us to assess your suitability to undertake the guarantee agreement for a tenant.
If you are a landlord/agent we hold this information to enable us to provide tenant referencing services to you and for our own marketing and service development purposes.
Contacting you
We may contact you by post, email or telephone using your personal data. If you do not want to be contacted by us you must let us know at the time your information is submitted to us. We will assume that you consent to our use of the information as explained here unless you object to us in writing at the address shown below.
Do we disclose any information to outside parties?
The conclusions of our checks and enquiries for tenant referencing applicants and guarantors will be forwarded to the letting agent and/or landlord relevant to the application. You have voluntarily provided us with the right to transfer such information about you.
Apart from this transfer of data, we do not sell, trade, or otherwise transfer to third parties your personally identifiable information without your consent. This does not include trusted third parties who assist us in operating our website, conducting our business, or servicing you, so long as those parties agree to keep this information confidential. We may also release your information when we believe release is appropriate to comply with the law, enforce our site policies, or protect ours or others rights, property, or safety.
If you are a tenant, a prospective tenant or a guarantor you will consent to the following:
- your personal information will be disclosed in part or in full to our relevant landlord/agent (usually the person or company to whom you are applying for the property) and the landlord/agent will be able to view the information entered on your application.
- we may also disclose your information to credit reference agencies or our insurance partners. In order to provide the Home Setup and Utility Management Services we may, in the course of provision of the services, share move-to and move-from addresses, moving dates, tenancy details, council tax status, and other data required for the provision of those services (including data relating to other occupants or household members) to Ethical Introductions Ltd (T/A Just Move In). Where a Tenant receives Home Setup Services provided by Just Move In then, for the purpose of fulfilling the contract for those services, we will need to also provide relevant personal data to Just Move In. Just Move In will store and be a controller of such personal data. Just Move In (full company name Ethical introductions Ltd) provides a privacy notice describing their use of data, available here
If you are a landlord/agent who are a client or prospective client with us you will consent to the following:
- we may disclose your information to our insurance partners. In order to provide the Home Setup and Utility Management Services we may, in the course of provision of the services, share move-to and move-from addresses, moving dates, tenancy details, council tax status, and other data required for the provision of those services (including data relating to other occupants or household members) to Ethical Introductions Ltd (T/A Just Move In). Where a Tenant receives Home Setup Services provided by Just Move In then, for the purpose of fulfilling the contract for those services, we will need to also provide relevant personal data to Just Move In. Just Move In will store and be a controller of such personal data. Just Move In (full company name Ethical introductions Ltd) provides a privacy notice describing their use of data, available here
- we will disclose your information to our service providers
How long personal information is stored for
For landlords/agents who are clients with us, we will hold your information as long as your maintain an active account with us unless you request your account is closed, in which case your personal data will be deleted after a maximum of four years.All our referencing records from tenant referencing applicants and guarantors will be held for a maximum of four years.
We keep the information as described above in order retain accurate records
of business transactions and allow the records to be used in any potential
legal claims or complaints.
How we keep your information safe
We process and hold all personal data we collect in accordance with the Data Protection Legislation.To prevent unauthorised access, maintain data accuracy, and ensure the correct use of information, we have put in place appropriate physical, electronic, and managerial procedures to safeguard and secure the information we collect.
Your rights
You have a number of rights relating to your information. For example, you may ask to see what we hold, ask us to update incorrect or incomplete details, to object to or restrict processing of data or to make a complaint.· At any time, you can request a copy of all personal data held by Vorensys, along with details of the processing undertaken and any 3rd parties with whom the data is shared. This information will be provided to you free of charge and within a month of the request being received.
· Should we, at any time, process data which is incorrect, you have the right to request this be rectified free of charge and within a month of the request being received. Where the data has been shared with 3rd parties we will take appropriate steps to ensure they are updated with the correct information.
· In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of the Data Protection Legislation; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defence of legal claims.
· You can object to any processing being undertaken by us, however, some products and services require an element of processing for these to be provided. Where the objection relates to marketing activity, you will be able to object easily via the method of which the marketing is provided to you.
· Where you have provided your personal data on the basis of consent, you can withdraw this consent at any time. Where you withdraw your consent, and there is no lawful basis to continue processing your data we will cease the processing immediately.
Where is my data stored?
All data, with the exception of any documents submitted as part of the referencing process, are stored in the European Economic Area (EEA). Vorensys use ‘DropBox’ for the storage of documents. Dropbox is certified and complies with the EU-U.S. Privacy Shield principles. These principles allow DropBox to transfer personal data outside of the European Economic Area (EEA) in accordance with the EU data protection directive. Further details can be found at https://www.dropbox.com/privacy .
How we use cookies
We use cookies. A cookie is a small file of letters and numbers that we put on your computer. Our site’s functionality will be limited if you do not accept cookies.
Cookies are widely used to make websites work, or work more efficiently, as well as to provide information to the site owner or others. Session cookies are temporary cookies that remain in the cookie file of your browser only until you leave the site. They allow websites to link your actions during a browser session. Persistent cookies stay in the cookie file of your browser for longer (though how long will depend on the lifetime of the specific cookie). For further information on cookies, including how to use your browser to block them, visit: www.allaboutcookies.org.
Cookies are used on this site for the following purposes:
a) Session cookies: We use session cookies to enable the website to keep track of your movement from page to page so you don't get asked for the same information you've already given to the site. These cookies allow you to proceed through many pages of the site quickly and easily without having to authenticate or reprocess each new area you visit. When you visit one page of a catalogue and select some items, the session cookie remembers your selection so your shopping cart will have the items you selected when you are ready to check out.
b) Google analytics cookies: Google sets persistent cookies (up to two years) to recognize and count the number of site visitors as well as providing other information about the visit such as duration, route through the site and what sites the visitor came from. This information helps us to improve the way our site works, for example by making sure users find what they need easily. These cookies are provided by Google. Google requires us to tell you the following: “This website uses Google Analytics, a web analytics service provided by Google, Inc. (“Google”). Google Analytics uses “cookies”, which are text files placed on your computer, to help the website analyze how users use the site. The information generated by the cookie about your use of the website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the website, compiling reports on website activity for website operators and providing other services relating to website activity and internet usage. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google's behalf. Google will not associate your IP address with any other data held by Google. You may refuse the use of cookies by selecting the appropriate settings on your browser. However please note that if you do this you may not be able to use the full functionality of this website. By using this website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.” Click here for more information about Google Analytics cookies. Click here to opt out of Google Analytics.
c) Cookie warning cookie: This cookie takes note of whether you are happy to accept cookies on this website based on your response to the message which appeared when you first visited the site. This persistent cookie will remember your preference for up to a year.
By continuing to use our site, having seen our cookie notice, we assume that you consent to use of the cookies outlined above.
The General Data Protection Regulation (GDPR)
To find out more about GDPR, follow the links below to read the guidelines and information published by the Information Commissioner's Officer:
You can contact us:
(a) [by post, to [the postal address given above]];
(b) [using our website contact form];
(c) [by telephone, on [the contact number published on our website from time to time]]; or
(d) [by email, using [the email address published on our website from time to time]].
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