Privacy Policy

CityZEN Property Management Limited (05480086) & CityZEN Property London Limited (08577804) is the controller for the personal information we process.

There are many ways you can contact us, including by phone, email, and post.

Our postal address is:

CityZEN Property Management/CityZEN Property London Limited

Unit 3 The Chronos Building

9 Mile End Road

London

E1 4TP

Telephone numbers: 020 77901818/020 89549457


Our Data Protection Officer is Warren Black. You can contact him at warren@cityzenproperties.co.uk or via our postal address, please mark the envelope ‘Data Protection Officer’.

All of the personal information we process is provided to us directly by you for one of the following reasons:

  • You have made a property related enquiry to us.
  • You have made a property related information request to us.
  • You wish to attend, or have attended, a property related event where we were present
  • You have applied for a job with us.

You have the right to request our data controller to provide you with all the personal information we hold on yourself.

You have the right to request our data controller to delete your details (subject to CityZEN Property Management & CityZEN Property London being able to do so under current legislation.

  • We will not share your information with any third parties for the purposes of direct marketing.
  • We use data processors who are third parties who provide elements of services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.
  • We work to high standards when it comes to processing your personal information. If you have queries or concerns, please contact our data controller and he will respond.
  • If you remain dissatisfied, you can make a complaint about the way we process your personal information to the ICO who are the relevant authority.

We keep our privacy notice under regular review to make sure it is up to date and accurate.

When you call our office (020 77901818 or 020 89549457), we collect Calling Line Identification (CLI) information. This is the phone number you are calling from (if it’s not withheld). We hold a log of the phone number, date, time and duration of the call, but do not audio-record the call itself.

We may also use the number to call you back if you have asked us to do so, if your call drops, or if there is a problem with the line. We don’t audio record any calls, but we might make notes.

We manage our social-media interactions. If you send us a private or direct message via social media, it will be stored on the social media platform of which we don’t control but we will not share it with any other organisations.

We see all this information and decide how we manage it. For example, if you send a message via social media that needs a response from us, we may process it as an enquiry and respond accordingly.

We use Microsoft office outlook 365 to protect email traffic in line with guidance on email security.

We’ll also monitor any emails sent to us, including file attachments, for viruses or malicious software. You must ensure that any email you send is within the bounds of the law.

When you visit www.cityzenproperties.co.uk, we use a third-party service, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out such things as the number of visitors to the various parts of the site. This information is only processed in a way that does not identify anyone. We do not make, and do not make any attempt to find out the identities of those visiting our website.

If we do collect personal data through our website, we’ll be upfront about this. We’ll make it clear when we collect personal information and we’ll explain what we intend to do with it.

Dependent on what type of relationship we have with you will distinguish the type of data we may collect and process. Examples of such relationships and data held are below:

Potential landlord, Vendor or purchaser

Prior to entering in to a contract with us we may collect and process data such as:

Title, name, e-mail address, phone number, postal address

Once entered into a contract we may require additional data such as:

Banking details, credit card details, national insurance number, nationality, non-resident landlord status, PAYE details, employment details, ID details, proof of property ownership, mortgage details

In addition we have to legally process the following information for non-resident landlords: NRL1 forms, NRL8certificates, NRL6 certificates, HMRC NRL letters

Applicant, tenants

Prior to entering in to a contract with us we may collect and process data such as:

Title, name, e-mail address, phone number, postal address, occupation (for affordability purposes), current income (for affordability purposes), personal requirements

Once an offer has been submitted for a property we may require additional data such as:

Banking details, credit card details, national insurance number, nationality, copy of ID, copy of passport and or visa (right to rent check), proof of address, bank statements, confirmation of income, name and contact details of guarantor (should one be required) reference check, former and current employer details for referencing purposes

Referencing is mainly conducted (but not always) through a 3rd party referencing company (you should rely on their privacy policy for information of how they store your data).

Potential employees

The data collected from you are for recruitment purposes and the information is taken from your CV which we will obtain either from yourself or a recruitment agent that you would have instructed yourself

Employees

Upon entering in to a working contract with CityZEN Property Management or CityZEN Property London we will require data such as: banking details, NI number, nationality, copies of ID and visas (if applicable) for right to work checks, drivers licence and proof of address. Our accountants/pay roll team may also require: tax codes, salary details and relevant tax forms. For any information shared with our accountants you will need to check their privacy data policies

Storing your data

Your data will be stored on our secure cloud based software (Vebra Alto) and you are able to request copies of this at any time by e-mailing our data controller warren@cityzenproperties.co.uk you are also able to ask us to delete or archive your data (if we have no good reason to hold it) by contacting the person above.

Retention of data

We keep data forming part of our business records for a minimum of six years

Information stored of credit/debit cards and bank details

We may take information of your credit card and or debit card however we do not keep records of these card numbers

We may take information of your bank account in order to set up a standing order for rent payment or to return a deposit, we do keep records of these details

Opt in for marketing

We will not send you general marketing other than replying to your specific initial enquiry unless you have specifically opted in by e-mail. Once opted in by e-mail we will only ever send you information relevant to your property requirements

Opt out for marketing

Once you have opted in, you are able to opt out at any time by either e-mailing us or replying to any of our marketing e-mails with the words “OPT OUT”

Disclosure to government and agencies

CityZEN is still subject to the UK laws and as such we may be required to provide your information to such legitimate agencies when ordered to do so under the law