Our contact details
Name: HPS Choice Lettings Limited
Registered Address: Wards House, Wards Road, Elgin, IV30 1NL
Phone Number: 07933 700676
E-mail: choice.letting791@gmail.com
The type of personal information we collect
We currently collect and process the following information:
• Name, address, and telephone numbers
• Landlord registration information
• Insurance policy information
• Overseas Landlord Scheme details
• Photo ID
• Proof of ownership
• Copy bank account details
• Email addresses
• Dates of birth
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one
of the following reasons:
We use the information that you have given us in order to
• Prepare tenancy agreements
• Register deposits
• Transfer rental payments
• Liaise with Local Authorities in relation to council tax payments
• Liaise with utility companies in relation to utility bills
• Liaise with insurance companies in relation to insurance claims
• Advertise properties for rent
• Prepare Electrical safety certificates – sections 13(4A) and 19B(4) of the
Housing (Scotland) Act 2006
• Prepare Gas safety certificates – The Gas Safety (Installation and Use) Act
1998
• Prepare Legionella risk assessments as per Health and Safety at Work etc
Act 1974
We may share this information with
• My Deposits Scotland to register deposits
• Local authorities to register or amend council tax liability
• HMRC Overseas Landlord Scheme to advise of tax exemption
• Utility companies to register change of occupancy
• Contractors and engineers in relation to safety certificates
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on
for processing this information are:
We have a legal obligation.
How we store your personal information
Hard copies of your personal information are securely stored at The Farm Cottage,
Balmacaan, Drumnadrochit in a lockable storage area and all electronic copies are
security password protected.
We keep photo ID, addresses, email addresses, contact details, dates of birth and all
personal information for 5 years. We will then dispose of your information by
shredding and/or burning.
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal
information.
Your right to rectification – You have the right to ask us to rectify personal
information you think is inaccurate. You also have the right to ask us to complete
information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal
information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the
processing of your personal information in certain circumstances.
Your right to object to processing – You have the right to object to the
processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the
personal information you gave us to another organisation, or to you, in certain
circumstances.
You are not required to pay any charge for exercising your rights. If you make a
request, we have one month to respond to you.
Please contact us at choice.letting791@gmail.com if you wish to make a request.
