Watson’s Management Services Privacy Policy

This notice explains what information Watson’s Management Services (WMS) collect, when WMS collect it and how WMS use it. During the course of our activities, WMS will process personal data (which may be held on paper, electronically, or otherwise) about you and WMS recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how WMS will handle your information. 

Who are we?

Watson's Management Services (WMS), take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.

Watson’s Management Services (WMS) Ltd are notified as a Data Controller with the Office of the Information Commissioner under registration number ZA284986 and WMS Ltd is the data controller of any personal data that you provide to us.

Our Data Protection Officer is Benjamin Watson.

Any questions relating to this notice and our privacy practices should be sent to ben@watsonms.com, +44711028038 

How WMS collect information from you and what information WMS collect

WMS collect information about you:

• From your application for accommodation
• Completed Booking through Airbnb.com
• Completed Bookings Through Booking.com
• Completed Booking Through Expedia.com
• Completed booking through Cityvisits.com
• Bookings taken over the phone
• From your use of the NLA Forms downloaded and completed from the NLA website (including but not limited to creating tenancy agreements, guarantor agreements, or notice).
• WMS may use the information to improve our products and services.
• WMS may periodically send promotional emails about new accommodation, special offers or other information which we think you may find interesting using the email address which you have provided.

When you visit www.watsonms.com or www.cityvisits.uk , WMS automatically collect certain information about your device, including information about your web browser, IP address, time zone, and some of the cookies that are installed on your device. Additionally, as you browse the Site, WMS collect information about the individual web pages or products that you view, what websites or search terms referred you to the Site, and information about how you interact with the Site. WMS refer to this automatically-collected information as “Device Information.”

WMS collect Device Information using the following technologies:

•  “Cookies” are data files that are placed on your device or computer and often include an anonymous unique identifier. For more information about cookies, and how to disable cookies, visit http://www.allaboutcookies.org.
•  “Log files” track actions occurring on the Site, and collect data including your IP address, browser type, Internet service provider, referring/exit pages, and date/time stamps.
• “Web beacons,” “tags,” and “pixels” are electronic files used to record information about how you browse the Sit

WMS may collect the following information about you:

• Tenant name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin, name of university or college where you are studying (if applicable), the name of friends that you are staying with (if applicable);
• Guarantor name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin (if applicable);
•  Property address; term, rent, deposit, utility and service responsibilities;
• The employment status of tenants and/or guarantors, address, contact details (including email, phone and fax numbers) of the employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received;
• Bank account details of the tenant, including account number and sort code, and any hire purchase/loan agreements/credit cards or store cards that you have
• Any welfare benefits that you may be eligible for, or are currently on.
• Credit/Debit cards details used to make payment through our payment gateway (Stripe)

Why WMS need this information about you and how it will be used

WMS need your information and will use your information:

• To undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;
• To enable us to supply you with the services and information which you have requested;
• To help you to manage your tenancy;
• To carry out due diligence on any prospective tenant, including whether there is any money judgements against them, or any history of bankruptcy or insolvency;
• To analyse the information, WMS collect so that we can administer, support and improve and develop our business and the services we offer;
• To contact you in order to send you details of any changes to our or supplies which may affect you; and
• For all other purposes consistent with the proper performance of our operations and business.

Sharing of Your Information

WMS will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.

The information you provide to WMS will be treated by WMS as confidential. WMS may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:

• If WMS enter into a joint venture with or merged with a business entity, your information may be disclosed to our new business partners or owners;
• To carry out due diligence on you as a prospective tenant/ guarantor, including but not limited to the carrying out of affordability checks, due diligence checks and the obtaining of references from relevant parties, whose data you have provided;
• If you request so, your information shall be disclosed in order to determine if there are any money judgements against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency;
• If you are unable to make payments under your tenancy, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a tenant; and
• In the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this. 

Unless required to do so by law, WMS will not otherwise share, sell or distribute any of the information you provide to us without your consent.

Security

When you give WMS information we take steps to make sure that your personal information is kept secure and safe. In order to prevent unauthorised access or disclosure, WMS have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online. To ensure your safety whilst using our website, all booking enquiries (quotes), payments and communications that WMS receive are processed with HTTPS secure encryption using state of the art encryption (SSL/TLS). You will know that your browser uses this secure transmission as it is indicated by the Internet address beginning with “https” and a small lock symbol (usually) displayed in the address bar of your browser window. When the lock is closed, it is a safe transfer. Some browsers show the address bar or part of it in green colour for this case.

How long WMS will keep your information

WMS review my data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (WMS may be legally required to hold some types of information), or as set out in any relevant contract WMS have with you.

WMS’ full retention schedule is available by email ben@watsonms.com

Your Rights

You have the right at any time to:

• Ask for a copy of the information about you held by WMS in our records;
• Require WMS to correct any inaccuracies in your information;
• Make a request to WMS to delete what personal data of yours we hold; and
• Object to receiving any marketing communications from us.

If you would like to exercise any of your rights above, please contact us at ben@watsonms.com

Should you wish to complain about the use of your information, WMS would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to WMS’ use of your information.  The Information Commissioner’s contact details are noted below:

England:

Information Commissioner's Office

Wycliffe House, Water Lane

Wilmslow, Cheshire, SK9 5AF

Telephone: 0303 123 1113

Email: casework@ico.org.uk

Scotland:

The Information Commissioner’s Office – Scotland

45 Melville Street, Edinburgh, EH3 7HL

Telephone: 0131 244 9001

Email: Scotland@ico.org.uk

The accuracy of your information is important to me - please help us keep our records updated by informing us of any changes to your email address and other contact details.