Whitlocks Lettings Agents, Penzance

Privacy Policy

Who we are

Our website address is: http://www.whitlockspenzance.co.uk

General Data Protection Regulation (GDPR)

Whitlocks is registered under the Data Protection act 1998 and will use information supplied by you to provide the services requested. GDPR legislation took effect on 25 May 2018 and is designed to unify data privacy requirements across the European Union.

Whitlocks ensure that your personal data is processed lawfully, transparently and for a specific purpose. This data is not passed to a third party except with your authority.

At any time you can demand access to data we hold on your behalf and request that it be deleted if it is no longer relevant.

What personal data we collect and why we collect it

Contact forms

If you send us a message through a contact form on the site we collect the data shown in the form, and also the visitor’s IP address and browser user agent string to help spam detection.

Cookies

If you use our shortlist featured we will store the selected properties in cookies to allow you to use this feature. This cookie contains no personal data and will last for two weeks.

If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

Embedded content from other websites

Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.

These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.

Analytics

This website uses Google Analytics, read more here on cookies use for Google Analytics. This data may be used by Google for benchmarking purposes, but no personal information is used in this instance.

How long we retain your data

If you send an enquiry or leave a message, the message and its metadata are retained indefinitely. This is so we can recognise and approve any follow-up messages automatically instead of holding them in a moderation queue.

For users that register on our website (if any), we also store the personal information they provide in their user profile. All users can see, edit, or delete their personal information at any time (except they cannot change their username). Website administrators can also see and edit that information.

Where we send your data

Visitor messages may be checked through an automated spam detection service.

Identity and contact details of the data controller

  • Organisation Name: Whitlocks Penzance Ltd
  • Registered Address: 48 Causewayhead, Penzance, Cornwall TR18 2SS
  • Contact email or phone number: [email protected] / 01736 369296
  • Company registration number: 08429360
  • ICO registration number: ZA017729

Contact details of the Data Protection Officer (DPO)

Fleur Carpenter

Whitlocks Penzance Ltd, 48 Causewayhead, Penzance TR18 2SS

[email protected]

Tel: 01736 369296 

Legal basis for processing personal data

Legal Basis for Processing Personal Data

Personal data is processed in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Depending on the activity, we rely on the following lawful bases:

  • Performance of a contract – where processing is necessary to deliver services or meet contractual obligations, including obligations involving TransUnion.
  • Legal obligation – where processing is required to comply with applicable laws, regulatory requirements, or statutory obligations.
  • Legitimate interests – where processing is necessary for legitimate business purposes such as system security, fraud prevention, risk management, audit, and compliance, and where such interests do not override the rights and freedoms of individuals.
  • Consent – where required by law, and where individuals have been provided with a clear choice and the ability to withdraw consent at any time.

Where legitimate interests are relied upon, appropriate assessments are conducted to ensure that the rights and freedoms of data subjects are protected.

Legitimate interests pursued 

Our legitimate interests include operating our business, fulfilling contractual obligations, ensuring system and data security, preventing fraud, supporting audit and compliance activities, and protecting TransUnion data. These interests are balanced against the rights and freedoms of individuals, with appropriate safeguards in place.

Source of personal data

We may collect personal data about you from:

  • you directly
  • employers/clients when you apply for a role or are considered for an opportunity.
  • referees (where relevant and permitted)
  • publicly available sources (for example professional networking sites, business websites, and public records)
  • credit reference agencies (CRAs) where required for consumer credit, identity, or affordability checks.
  • third party service providers used to support recruitment, screening, and compliance processes.

Recipients / categories of recipients of personal data

We may share personal data with customers or business partners, third-‑party service providers, regulators, or law enforcement bodies where required, and professional advisers. Where data is shared outside the UK, appropriate safeguards will apply.

International Data Transfers

We do not transfer, store, or process personal data outside of the United Kingdom.

All personal data is handled exclusively within the UK and is not accessed by individuals, employees, or third-party providers located outside of the UK.

As such, no international data transfer safeguards are required.

exclusively within the UK and is not accessed by individuals or third parties located outside of the UK.

Where such transfers take place, we ensure appropriate safeguards are in place to protect personal data in accordance with applicable data protection laws. These safeguards may include the use of approved standard contractual clauses, international data transfer agreements, or transfers to countries that have been recognised as providing an adequate level of data protection.

Right of access

You have the right to request a copy of the personal data we hold about you and information about how it is used.

Right to rectification

You have the right to request that inaccurate or incomplete personal data is corrected.

Right to erasure

You have the right to request that we delete your personal data where there is no lawful reason for us to continue processing it.

Right to restrict processing

You have the right to request that we limit how we use your personal data in certain circumstances.

Right to data portability

You have the right to receive your personal data in a structured, commonly used, and machine readable format, and to request that we transfer it to another organisation where technically feasible, readable format, and to request that we transfer it to another organisation where technically feasible.

Right to object

You have the right to object to the processing of your personal data where we rely on legitimate interests or where data is used for direct marketing.

Right to complain to the ICO / supervisory authority

You have the right to complain to the UK Information Commissioner’s Office (ICO) or another relevant data protection authority if you are dissatisfied with how we manage your personal data.

Whether provision of data is statutory/contractual & consequences

Provision of Personal Data

Is the provision of personal data statutory or contractual?

The provision of certain personal data is primarily contractual and, in some circumstances, required to meet legal and regulatory obligations.

Personal data is required to:

  • enter into and perform contracts with customers, suppliers, or business partners.
  • process orders, manage accounts, and deliver goods and services.
  • verify identity and prevent fraud; and
  • comply with applicable legal, regulatory, accounting, and tax obligations.

What are the consequences of not providing personal data?

If you choose not to provide the personal data, we request:

  • we may be unable to enter into a contract with you.
  • we may be unable to fulfil orders, supply goods, or provide services.
  • we may be unable to conduct necessary verification, compliance, or fraud prevention checks; and
  • as a result, our services may be delayed, restricted, or declined.

Where personal data is requested for optional purposes, such as marketing communications, providing this data is not mandatory, and you may withdraw your consent at any time without affecting your ability to receive goods or services from us.

Automated decision‑making / profiling information

Non-Automated Decision Making and Profiling Making and Profiling Making and Profiling

We may use automated systems and tools to support certain business processes, such as risk assessment, fraud prevention, affordability checks, identity verification, or record management.

These tools may analyse personal data using predefined criteria or rules to generate indicators, scores, or recommendations. However, we do not make decisions that have a legal or similarly significant effect on individuals based solely on automated processing. Any such decisions are subject to meaningful human review.

The use of these tools may influence the speed or level of review applied to an application or request, but individuals will not be subject to automatic rejection or adverse decisions without human involvement.

Based on this if they DO use Automated Decision Making

Automated Decision Making and Profiling Making and Profiling Making and Profiling

In some circumstances, we may conduct automated decision making or profiling using personal data. This involves the use of automated systems to evaluate certain information about an individual, such as risk factors, affordability indicators, or fraud signals, based on predefined rules or algorithms. Making or profiling using personal data. This involves the use of automated systems to evaluate certain information about an individual, such as risk factors, affordability indicators, or fraud signals, based on predefined rules or algorithms. Making or profiling using personal data. This involves the use of automated systems to evaluate certain information about an individual, such as risk factors, affordability indicators, or fraud signals, based on predefined rules or algorithms.

Where automated decision making is used, it may result in decisions such as the approval, restriction, or rejection of an application or service. Making is used, it may result in decisions such as the approval, restriction, or rejection of an application or service. Making is used, it may result in decisions such as the approval, restriction, or rejection of an application or service.

Individuals have the right to request human intervention, to express their point of view, and to challenge decisions made solely by automated means. Further information about automated decision making and how to exercise these rights can be obtained by contacting us using the details provided in this Privacy Policy. Making and how to exercise these rights can be obtained by contacting us using the details provided in this Privacy Policy‑making and how to exercise these rights can be obtained by contacting us using the details provided in this Privacy Policy

Credit Reference and Affordability Checks

To help us assess applications, prevent fraud, and meet our legal and regulatory obligations, we may obtain information about you from credit reference agencies (CRAs).
We obtain this information via Creditsafe, which uses its data partner TransUnion to supply consumer credit and identity data.

  • Creditsafe Business Solutions Limited is authorised and regulated by the Financial Conduct Authority
    FCA Firm Reference Number: 742313
  • TransUnion International UK Limited is authorised and regulated by the Financial Conduct Authority
    FCA Firm Reference Number: 737740

The information we receive may include data relating to your identity, credit commitments, payment history, and public record information. This data is used solely for legitimate business purposes, including creditworthiness assessment, identity verification, and fraud prevention, in accordance with applicable data protection laws.

Further information about how Creditsafe and TransUnion process your personal data can be found in their respective privacy notices: