Easthams & Co Privacy Policy

Easthams & Co Residential Lettings is the trading name of Easthams Limited – Registered Office – 80 Lytham Road, Fulwood, Preston, Lancashire, PR2 3AQ. This privacy policy explains how we use any personal information we collect about you.

1. Types of Information Collected.

Typically Easthams & Co collect:


1.1. Methods of Collection

In the general conduct of business, Easthams & Co collects information relevant to the services being sought across the range of services it offers within residential  lettings from:

· Yourself

· Next of kin

· Guarantor

· Spouse / partner / family member

· Employers

· Government / Land / Police registers

· Credit / Default Agencies

· Financial Institutes (Banks, Building Societies, Loan Agencies, Credit Card

1.2 Types of information collected

1. First Name
2. Middle Name
5. Previous Name
6. Date of Birth
6. Present Address
7. Residential Status
8. Previous Addresses
9. Landlord Details
10. Nationality
11. NI Number
12. UK National
13. Number of Dependants
14. Dependants Names
15. Dependants Dates of Birth
16. Primary Photographic ID*
17. Address ID*
18. Bank Statements*
19. Credit Card Statements*
20. Mortgage Statements*
21. Pay Slips*
22. Self Employed Accounts*
23.Employers Name
24. Gender
25. Personal Loan Details
26. Personal Debt Details
27. Email Address
28. Phone Numbers
29. Criminal Convictions
30. Marital Status
31. Salary
32. Accountant Details
33. Employers Address
34. Employers Phone Number
35. Employers Email Address
36. Bank Details

Such information will generally be collected directly via the use of any of our standard forms, over the internet, via email, in our branches or through a telephone conversation with you. In addition, you may choose to submit information directly to us via several methods, including:

• through the Easthams & Co website.

• in response to marketing or other communications.

• through social media.

• by signing up for a Easthams & Co product or service.

• through participation in an offer, program or promotion.

• in connection with an actual or potential business or employment relationship with us.

1.3. Purposes of Collection

Generally, we will collect, use and hold your information for the purposes of:

• Assessing applications for and providing Easthams & Co products / services.

• Conducting business, developing relationships with Easthams & Co and affiliates.

• Process payments / transactions including: Accounting, Authorisation, Clearing, Chargebacks, Auditing, Billing, Reconciliation, Collection, Complaints, Enquiries, Credit Checks and related dispute resolution activities.

• Protect against and prevent fraud, unauthorised transactions, money laundering (please see below), tax evasion, claims, other liabilities and manage risk exposure and agent /franchise quality, integrity, compliance and security of business processes.

• Provide, administer and communicate with you about Easthams & Co products, services, offers, programs and promotions, their issuers, acquirers, retailers and partners.

• Operate, monitor, evaluate and improve our products, services, websites, mobile applications, other digital assets and business.

• Developing new products and services.

• Managing communications, assess effectiveness and optimisation of advertising.

• Functionality of our websites, mobile applications other digital assets.

• Evaluate your interest in employment and contact you regarding possible employment opportunities.

If you decide to enter in to a business relationship with Easthams & Co to comply with certain regulations.

We will require two separate Identification documents one primary and one secondary document even if it appears on both lists. The information may be required at various stages of the renting process.

Primary documents – proof of ID

• Valid Passport with MRZ.

• Valid full UK photo driving licence.

• Valid full UK Driving licence (Non photo, paper) issued before 1998.

• Valid EU/EEA/Switzerland photo driving licence.

• Valid EU/EEA/Switzerland national Identity Card.

• Valid UK Armed Forces ID Card.

• Valid UK Biometric Residence Permit (copy of both sides).

• Valid Blue disabled drivers pass. (With photo).

• Valid Freedom Pass.

• Valid Local Authority Bus pass.

• Department for Works & Pensions letter confirming pension details including National Insurance Number dated within the last 12 months.

Secondary documents – proof of residence (home).

• Valid full UK photo driving licence.

• Valid full UK Driving licence (Non photo, paper) issued before 1998.

• Local authority council tax bill (dated within the last 12 months).

• UK Bank / Building societies statements/bills showing activity, dated within the last six mths. Including account number and sort code. (Internet printed acceptable).

• UK mortgage statement (dated within the last 12 months.) (Internet printed acceptable).

• Utility bill dated within the last 6 months including – Electricity bill (with MPAN number), Landline, Gas, Satellite TV, Water. (Internet printed acceptable.) (Not mobile phone bills).

• Her Majesty’s Revenue and Customs (HMRC) Inland Revenue (IR) Coding / assessment / statement (dated within the last 12 months) with National Insurance number.

• Department for Works & Pensions letter confirming pension details and NI Number. (Dated within the last 12 months).

We reserve the right to employ third party electronic verification for the purpose of verifying identity. This search will not affect your credit rating.

1.4. Lawful basis of processing

Easthams & Co processes your information under the following:

• Performance of a contract/application: where you enter into a contract or apply to rent a property let/managed by Easthams & Co and we need to process your information as part of this contract.

• Legitimate interests: some information is processed by Easthams & Co as part of its legitimate interests which include :Fraud, risk assessment, due diligence, network.

and information security, suppressions and managing opting out of communications, profiling , direct marketing, monitoring, web analytics, cloud storage, acquisitions, updating customer details, lettings, sales, financial services and other core products and service provided by the data controller.

• Public interest: some information is processed in accordance public interest such as relocations.

• Consent : where we process information under consent we will seek your clear and unambiguous consent prior to processing your data.

2. Information We Share

We do not sell or otherwise disclose personal information we collect about you, except as described in this Privacy Notice or as indicated via the consent process at the time the data is collected. We share the information we collect with, but not limited to:

• Landlords.

• Referencing /credit checking agencies and other companies to provide required services, such as insurance cover etc.

• Councils.

• Utilities Providers.

• Her Majesty’s Revenue and Customs (HMRC).

• Financial Conduct Authority (FCA) and other relevant regulatory bodies.

Additionally we may share information about you, if required legally, to prevent harm or financial / reputation loss, for investigation of suspected or actual fraudulent or illegal


2.1 How long do we keep information for

We will keep information for a reasonable amount of time in order to perform the purposes listed above.

We only keep your information for as long as necessary. We generally keep personal information for 7 years after last contact with you.

2.2 Your Rights and Choices

Your rights regarding the sensitive / personal information we maintain about you enable you to exercise choices about what personal information we collect from you, how we use that information, and how we communicate with you.

2.3 Access and Correction

You may have the right to:

• obtain confirmation that we hold personal information about you.

• request access to and receive information about the personal information we maintain about you.

• receive copies of the personal information we maintain about you.

To exercise these rights, please contact us as set forth below.

Mr Edward Eastham –  Data Officer

Easthams & Co
206 Blackbull Lane

telephone. 01772 654624
email: ed@easthamsandco.co.uk


2.4 Update and correct inaccuracies in your personal information

If you feel that the information we hold about you in incorrect or inaccurate you can contact us outlining the information you feel is incorrect of inaccurate. If we refuse to correct your personal information, we will provide you with a written notice that sets out the reasons for our refusal (unless it would be unreasonable to provide those reasons) and provide you with a statement regarding the mechanisms available to you to make a complaint. We will provide you with access to information we hold about you:

2.5 Object to the processing of your personal information

If you would like to object to any processing of your information by Easthams & Co you can contact us outlining what processing of information you would like to object to.

2.6 Withdrawal of consent

If we obtain your information by consent you have the right to withdraw any consent you previously provided to us. If we process your information under legitimate interest you can object at any time on legitimate grounds, to the processing of your personal information.

3 How to Contact Us / Complaints and Feedback

If you:

• make a complaint about a breach of your personal information, applicable privacy laws / principles or a concern about Easthams & Co privacy practices.

• would like access and/or update information or preferences you provided to us,

You also may e-mail us at: ed@easthamsandco.co.uk

Or write to us at:

Mr Edward Eastham –  Data Officer
Easthams & Co
206 Blackbull Lane

01772 654624

To assist us in responding to your request, please give full details of the issue. We attempt to review and respond to all complaints within a reasonable time.

If we cannot for lawful reasons complete your request we will explain this to you to the extent that we lawfully can.

3.1 How We Protect Personal Information

The security of your personal information is very important and Easthams & Co are committed to protecting the information we collect. We maintain administrative, technical and physical safeguards designed to protect the personal information you provide or we collect against accidental, unlawful or unauthorised destruction, loss, alteration, access, disclosure or use.

Easthams & Co stores personal information only for as long as it is necessary for the fulfilment of the purpose for which the personal information was collected, unless otherwise required or authorised by applicable law. We take measures to destroy or permanently de-identify personal information if required by law or if the personal information is no longer required for the purpose for which we collected it.

Location of Data

Due to the nature of the Internet, the information and data provided by you may be transferred outside the country where it is submitted to us. If you are submitting such information or data from a country within the European Economic Area (“EEA”) it is possible that it will be transferred outside the EEA. We will not hold such information or data for any longer than is necessary for the purposes set out in this policy statement.

Links to Third Parties

Our website may include hyperlinks to other websites. Your use of such hyperlinks is subject to this policy statement. If you use the hyperlinks then you will be leaving the website. Your access and use of other websites will not be governed by this policy statement and it is your responsibility to check the other websites and the privacy policies that may govern those sites to ascertain how your information and data will be treated if you access and use them.