General Data Protection Regulation (GDPR) Policy

Data Protection Statement

Lawrence & Rutstein is committed to data protection and data privacy. With the General Data Protection Regulation (GDPR) becoming enforceable on 25th May 2018, we are ready to handle data in a fully compliant way.

We will ensure that that staff are aware how the GDPR, Data Protection Act and ePrivacy Regulation will impact clients and applicants.

We continue to use best practice procedures when handling requests for data and the handling of client and applicant data to meet new demands of GDPR (including the right of subject access, confirming the right to unsubscribe from the newsletter, ensuring that documentation and information pertaining to clients and applicants is not crossed over and kept under secure conditions.

We confirm that data retention processes meet legal requirements.

With regard to privacy notices, we confirm on every email that we uphold compliance on how we handle personal information.

For any questions, please contact Sarah Lawrence or Louise Rutstein at:

Lawrence & Rutstein Ltd
14a Bell Street
Reigate
Surrey
RH2 7BG
[email protected]

Data Protection Terms and Conditions

These are terms and conditions between Lawrence & Rutstein Ltd (“L&R”) and any client, be that landlord, tenant, applicant or contractor (“client”) and we agree to provide the same level of data protection under the terms and conditions in compliance with GDPR as follows:-

Data Protection

(1) For the purposes of the contract between L&R and the client, the client is the “data controller” and L&R are the “data processor” for personal data processed in connection with the contract (“client data”) as per the meanings given to them under the General Data Protection Regulation (GDPR).

(2) When L&R processes personal data we do so for the following reasons only:

(a) For the purpose of meeting our obligations under any contract or where the law permits.

(b) Comply with relevant instructions or requests given about processing personal data e.g. asking a tenant if they are happy for us to give their contact details to a contractor in order for the contractor to carry out necessary works.

(c) Take appropriate security measures to protect personal data against unauthorised or unlawful processing and accidental loss, destruction or damage taking into account:

• The nature of the information and the harm which could arise from such processing, loss, destruction or damage
• Technology available
• The cost of taking the measures
• Ensuring that all data is password protected and not available in paper form

(d) Ensure that personal data is not transferred out of or processed outside L&R control unless advised by data controller or compliant and applicable to data protection law.

(e) Not pass this personal data to any third party (other than our own sub-contractors and key service providers within L&R control) unless there is a legal or statutory obligation to do so unless we have written permission to do so and/or we have entered into a written contract with that third party and they agree to meet obligations that are equivalent to those set out under government legislation.

(f) Provide reasonable and timely assistance to assist the client in dealing with data protection related requests to the data we hold to include responding to:
Any request from a data subject to exercise any of its rights under Applicable Protection Law.
Any other correspondence, enquiry or complaint received from a data subject, regulator or other third party in connection with the data we hold.

(g) Inform you of any high-risk activities relating to client data, and cooperate with any assessments required.

(h) Inform you of any data breaches relating to client data without undue delay.

(i) Delete any personal data provided when requested by client.

(j) Ensure that all employees of L&R who need access to this personal data for the purposes of any contract keeps to these clauses.

(k) Allow the client after reasonable notice has been given to enter L&R premises or any other location where personal data is processed to ensure the clauses are being met. For this purpose, the client can have access to facilities, staff, systems, records and relevant information.

For more information please contact Sarah Lawrence or Louise Rutstein at [email protected]