Privacy policy.

 

Data Processing, Protection & Confidentiality

The General Data Protection Regulations (GDPR) came into effect on the 25th May 2018 and are supported by the Data Protection Act 2018. GDPR gives ‘data subjects’ in the case of Athene Associates our clients and tenants the rights to control the use of their data and the right to know what is done with their data.

Athene Associates will be what is known as the “Controller” of the personal data you provide to us. Athene Associates registered office is St Martin’s House, 16 St Martin’s Le Grand, London, EC1A 4EN and the company registration number is 11032121. The firm is operated from 37a Sidegate, Haddington, East Lothian, EH41 4BU.

What data do we collect?

The information we collect from you will include Names, Addresses, Telephone Numbers, Email Addresses, Payment Details (if required), Landlord Proof of Ownership and Landlord Registration No.  Unless otherwise agreed with you, we will only collect basic personal data which does not include special or sensitive categories of information about you.

What is our legal basis for collecting your data?

Under GDPR our legal basis for collecting data is as follows; Article 6 (1)(b) – “Contract: processing is necessary for the performance of a contract to which the data subject is party or in order to take steps at the request of the data subject prior to entering into a contract”. If we are providing a service to you, or on your behalf, where we are required to do so by law, we will collect information relating to your identity, which will be at least one form of photographic identification (such as a passport, a driving licence or an identification card) and one form of documentation with proof of your place of residence (such as a recent utility bill).

How will your data be used?

We need to know basic personal data in order to provide you with the services you have engaged us to provide and to assert our right to be recompensed in return for these services. We will not collect any data from you that we do not need in order to provide the services we have agreed to provide you. All data will be processed at Athene Associates premises at 37a Sidegate, Haddington, East Lothian, EH41 4BU unless shared with our third party referencing agent as explained below.

How long will we keep your data?

Your data will be kept for the duration of the contract we are engaged in and a further 6 years thereafter, after which time it will be destroyed in a secure manner if no longer required for lawful purposes.

Who will we share your data with?

We will only share your data with third parties if this is required as part of the services you have engaged us in. This includes referencing and screening agencies for the purposes of assessing an application and for the prevention and detection of crime. We will ask for your consent before doing so but if you refuse we may not be able to proceed with your application. As part of our business we arrange contracts between Landlords and Tenants for which the exchange personal data is necessary and without which we may not be able to complete the contract and by using our services you give your consent to us to share this personal data.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

What security do we have in place for your data?

We retain your data electronically and physically.

Data retained electronically by us is held on the Cloud, our back up system (Passport for Mac), our computer hard drives, within online software programmes Drop Box and Xero and on our mobile phones. All our electronic devices required to access your data are password protected and specific software programmes have further password protection.

Paper copies of your data are held on files within our office at 37a Sidegate, Haddington, East Lothian, EH41 4BU. Our office is within a wider office. Two locked doors secure access to the communal office space and then a further locked door accessible only by persons authorised by Athene Associates secures access to our office.

We operate a clear desk policy and all files are placed in the filing cabinets outside of office hours and secured by locks.

What rights do you have?

The EU GDPR sets out the following rights of the data subject regarding the collection, processing and retention of their personal data;

  • The right to be Informed,

  • The right of access,

  • The right to rectification,

  • The right to erasure,

  • The right to restrict processing,

  • The right to portability,

  • The right to object.

You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable. If you would like a copy of the information held on you please contact us at support@atheneassociates.co.uk

You also have the right to complain to the Information Commissioner’s Office (ICO) about any of our data processing activities.

Analytics

This website collects personal data to power our site analytics, including:

  • Information about your browser, network, and device

  • Web pages you visited prior to coming to this website

  • Your IP address

This information may also include details about your use of this website, including:

  • Clicks

  • Internal links

  • Pages visited

  • Scrolling

  • Searches

  • Timestamps

We share this information with Squarespace, our website analytics provider, to learn about site traffic and activity.

Cookies

This website uses cookies and similar technologies, which are small files or pieces of text that download to a device when a visitor accesses a website or app. For information about viewing the cookies dropped on your device, visit The cookies Squarespace uses.

FONTS

This website uses font files from Google Fonts and Adobe Fonts. To properly display this site to you, servers where the font files are stored may receive personal information about you, including:

  • Information about your browser, network, or device

  • Your IP address

For Website Visitors

This website is hosted by Squarespace. Squarespace collects personal data when you visit this website, including:

  • Information about your browser, network and device

  • Web pages you visited prior to coming to this website

  • Your IP address

Squarespace needs the data to run this website, and to protect and improve its platform and services. Squarespace analyzes the data in a de-personalized form.

Athene Associates 01.02.2023