Privacy Notice

This Privacy Notice explains how Otis Bier Limited trading as Two Six Estates ("we", "us", "our") collects, uses and protects your personal information when you use our services.

We are committed to protecting your privacy and handling your personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Otis Bier Limited trading as Two Six Estates is an estate and letting agency providing property services including:

• Lettings
• Property Management
• Property Sales
• Tenant Find Services
• Rent Collection

Contact Details

Two Six Estates
2 Cheapside
Palmers Green
London
N13 5ED

Email: hello@twosixhomes.com
Telephone: 020 8350 2626

2. The Types of Personal Data We Collect

We may collect and process personal data relating to:

• Landlords
• Tenants
• Tenant Applicants
• Buyers
• Sellers
• Guarantors
• Contractors and service providers

The personal information we may collect includes:

• Name
• Address
• Telephone number
• Email address
• Date of birth
• Identification documents (such as passport or ID)
• Proof of address
• Employment information
• Bank details where necessary for payments

Certain financial information such as income verification, bank statements and credit history checks are collected and verified by third-party referencing providers rather than directly by us.

We may retain confirmation of the referencing outcome for tenancy purposes.

3. How We Collect Your Data

We may collect personal information:

• When you contact us regarding a property
• When you apply to rent, buy or sell a property
• When you enter into a tenancy or management agreement
• Through third-party referencing providers
• Through identification checks required by law
• Through communications with us via email, telephone or in person

4. How We Use Your Information

We use personal data for the following purposes:

• Arranging property viewings
• Processing tenancy applications
• Carrying out tenant referencing through third-party providers
• Conducting Right to Rent checks as required by law
• Preparing tenancy agreements and property documentation
• Managing properties on behalf of landlords
• Arranging maintenance and repairs
• Communicating with landlords, tenants, contractors and applicants
• Protecting tenancy deposits with an approved deposit protection scheme
• Meeting our legal and regulatory obligations

5. Legal Basis for Processing

We process personal data on the following legal grounds:

Contractual necessity
To perform a contract such as a tenancy agreement or property management agreement.

Legal obligation
To comply with legal requirements including immigration checks, deposit protection and regulatory obligations.

Legitimate interests
Where processing is necessary for the effective operation of our business and property services.

6. Sharing Your Information

We may share personal data with third parties where necessary to provide our services, including:

• Landlords and property owners
• Third-party tenant referencing providers
• The Deposit Protection Service (DPS)
• Contractors and maintenance providers to arrange repairs or access to properties
• Utility providers or related services where required
• Professional advisers including solicitors and accountants
• Regulatory bodies or local authorities where required by law

When arranging repairs or property access, we may share a tenant's name, telephone number, email address and property address with contractors to arrange appointments.

We only share information necessary for the relevant purpose.

7. Data Storage and Security

We store personal information securely within our property management systems and internal records.

Access to personal data is restricted to authorised staff and service providers who require it to carry out their duties.

We take appropriate technical and organisational measures to protect personal data against unauthorised access, loss or misuse.

8. Deposit Protection

Where a tenancy deposit is taken, it will be protected with the Deposit Protection Service (DPS) in accordance with legal requirements.

Certain personal data will be shared with the deposit protection scheme for this purpose.

9. How Long We Keep Your Data

We retain personal data only for as long as necessary to fulfil the purposes it was collected for.

Typically records relating to tenancies, property transactions and management instructions are retained for up to six years after the end of the tenancy, transaction or business relationship, in line with legal and regulatory requirements.

10. Your Data Protection Rights

Under UK data protection law you have the right to:

• Request access to your personal data
• Request correction of inaccurate information
• Request erasure of personal data where appropriate
• Restrict or object to processing in certain circumstances
• Request transfer of your data to another organisation

Requests should be made using the contact details above.

11. Complaints

If you have concerns about how we handle your personal data, please contact us in the first instance.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO):

Information Commissioner's Office
www.ico.org.uk

12. Updates to This Notice

We may update this Privacy Notice from time to time to reflect changes in our services or legal requirements. The latest version will always be available upon request or via our website.