Pink Rocs are committed to the security and protection of any personal information we process, under the Data Protection Act 2018. Our Privacy Policy explains the use of information we collect about you when you engage in our service. By using our service, you agree to our Privacy Policy, which also constitutes part of our Terms and Conditions. This policy will be amended from time to time, so it is advised that you check our policies on a regular basis for any changes. Our policy follows data protection principles, including that required by the General Data Protection Regulation (GDPR).
Who we are
Pink Rocs trades under Pink Rocs Ltd incorporated in England and Wales in May 2021, Company Registration Number 13376638. Our registered office is 188 Uppingham Road, Leicester. LE5 0QG. In this policy, reference to “us” ‘we” “our” refers to Pink Rocs.
Collection and use of personal information
We aim to collect only essential and relevant data to provide clients with our services for the agreed purposes. We will also be required to collect relevant information that is required by law, for example, to undergo money laundering checks. We obtain information from you when you use our website, for example when you fill out and enquiry form or subscribe to any of our services; we collect data of visits to our website, including traffic data, location data and resources that you access; we keep record of any communication and correspondence.
We also obtain information from you when you engage in our social media accounts. If you have contacted us by telephone, email or any other form of direct messaging, we keep record of these communications. In most cases, you will have provided this information directly to us however, we may have obtained your details from third party public platforms, in which they would have received your consent.
By entering engagement with us, you will be required to provide us various pieces of personal information. We process data for purposes such as:
- To provide service to fulfil contractual obligations to yourself and customers with legitimate interest
- To effectively facilitate our duties and business obligations
- To support business processes involving electronic communication, and data storage, administration and transmission
- To conduct due diligence
- To prevent fraud
- To develop our marketing tools and strategy, present our websites and online marketing content
- To publish and circulate newsletters, brochures and other promotional material.
We may use your data for other purposes with your consent. You have the right to withdraw your consent at any time. The information required and held by us will vary depending on circumstances. It will include, but not limited to, the following information and evidential documents:
- Full name and marital status
- Date of birth, nationality, ethnic origin and tax status
- Current and previous addresses, proof of residency and/ or home ownership
- Contact telephone numbers and email address
- Bank details and statements, financial reports / source and proof of funds
- Employment details, contracts and payslips
- Student institute letters and proof of grants/loans
- Reference contact details
- Credit and criminal history
- Details of third parties, such as guarantors, subject to further checks and documentation as above
Disclosure of Data
We will only share basic information to others where it is required for due diligence checks and for usual management purposes. Such others would include:
- Landlords for approval of tenancy and related aspects
- Property details to prospective tenants
- Referees for verification and our providers of this service
- Deposit Protection company
- Block management and subcontractors for maintenance/repairs, inventories, inspections, cleaning etc
- Utility suppliers to ensure correct billing and liability
- Software platforms and service providers for data retention and facilitate data transfer
- Legal representatives / public authorities
We may also use your data for the following purposes:
- Notify you of any changes to our services
- Statistics and analysis to improve our services
- Circulate newsletters of events, offers, marketing material or other important notifications
- Monitor the usage of our services
- Allow you to participate in interactive features we may offer
Legal Obligation
We have a legal obligation to disclose personal data in good faith that such action is necessary to:
- Comply with any legal investigations
- Protect the rights or property of Pink Rocs Ltd
- Prevent or investigate any breach or wrong doings in connection to our service
- Protect the safety of users or the public in connection through our services
- Protect against legal liability
Our GDPR Principles
We will hold your personal information and documents securely, either as hard copy in our secured property files or/and digitally within our secured software. We hold this information to ensure we are dealing with correct people in relation to each property and to protect the interests of all parties involved.
Other than for the stipulated purposes, your information will not be passed to any other third party without obtaining your prior consent unless under obligation for investigation purposes i.e the police, local authority, HMRC etc.
Your details will be added to our mailing list and we may from time to time send you relevant information and services for future potential tenancies. Unsuccessful tenancy applications will be destroyed with any documents provided however, contact details will be added to our mailing list for future services we may be able to offer. You can opt out of this service at anytime by writing to us directly to us using the contact details below.
We are obligated to retain information for a minimum of 6 years from the end of last engagement, as this is the time limit for any parties to commence a civil action if they believe they have a claim.
Your Rights
You have the following rights relating to the information we hold on you:
- The right to be informed about the data we hold about you and how it is being used
- The right of access your personal data
- The right to rectify your data
- The right to erasure your data (also known as the ‘right to be forgotten’)
- The right to restrict processing of your data
- The right to your data portability
- The right to object to how your data is being used
- The accuracy of your is information very important. Please notify us as soon as soon as possible for any changes of personal details or information we hold.
If you have any questions or concerns regarding our policy, or wish to update your information, please write to us, either by post or email using the details below.
Management Team
Pink Rocs
188 Uppingham Road
Leicester
LE5 0QG
Pink Rocs Ltd are registered members of the Information Commissioners Office (ICO).