1. Peace of mind

This Privacy Notice is a public document available to anyone and applies to customers of Oplah to explain how the organisation collects and processes personal information in order to conduct its normal business activities as property management and lettings specialists. Our normal business activities can be summarised as providing:

• Property Management services especially in providing a guaranteed rent scheme to Landlords
• Landlords property and grounds maintenance and repair
• Tenant Property and facilities management services
• Adaptations to the properties we manage.

Our mission is ‘Creating great homes for our tenants and guaranteed returns for our Landlords’.

2. Who we are

Oplah Property Services Ltd is the Data Controller whose Head Office is in Nobrury, London.

• Our address is
• 1542 London Road,
• London SW16 4EU
• Tel: 020 4531 1355

If you have any questions or concerns about this Privacy policy and our use of your personal information you can contact our Compliance Officer:

• The Data Compliance Officer
• Oplah
• 1542 London Road London SW16 4EU.
• Email: sales@oplah.co.uk
• Email: lettings@oplah.co.uk

3. How we collect your information

Oplah collects information from you via a variety of sources, including when you apply for one of our properties or services, complete one of our forms, when you call, write, e-mail or meet with us or respond to a survey.

We may collect information when you use our social media sites or website.

Our landline phone calls are recorded for training and monitoring purposes and our recordings are usually held for a period of six months.

We operate a CCTV system at our London Road office premises for the detection and prevention of crime. It operates continuously and recordings are held for one month.

From time to time we may operate CCTV with sound recording and or use photography to capture evidence of breach of tenancy, alleged anti-social behaviour or crime.

We may also take photographs at our events, at our properties and in our communities to use for general marketing and publicity.

However, photographs of individuals will only be used for those purposes with your consent.

We may receive information about you from third parties including:

• The Local Government Authorities of London and the Home Counties relating to your housing.
• Prior landlords and credit agencies when you apply for housing.
• Police, welfare or support organisations dealing with you.
• Councillors, MPs or other representatives acting on your behalf/instruction.
• Financial institutions when you apply for our services.

4. What information we collect about you

The information we require from you to provide our services include:

• Full name (and proof of your identity / photo ID).
• Date of birth.
• National Insurance number (your unique identifier).
• Contact details (phone, e-mail or correspondence address).
• Details of anyone authorised to act on your behalf, if applicable.
• Basic details (name and DOB) of all household residents.
• Bank details.
• Credit and Debit Card details.
• Proof of housing eligibility, any interest or equity in other property.
• Title Deeds and Mortgages Statement
• Landlord Gas Certificate Certificates, NIC Electric Certificates and EPCs.
• Evidence of your Country of residence (if you are not a UK domicile)
• Other personal information that will vary on a case by case basis to help us resolve breach of tenancy, alleged anti-social behaviour or fraud.

Other information we may collect from you may relate to and include:

• Disabilities or vulnerabilities.
• Health information where adaptations may have to be made to the property you are living in.
• Photo ID, bank statements, payslips or income details when we require this information for processing a house sale or purchase.

If you do not provide the information we need, then we may not be able to provide all our services to you, and ultimately affect our ability to provide you a fuller service from us.

5. What processing we do with information collected

The information we require from you is used to manage and maintain the Property or Tenancy management agreement or other contract between you and Oplah.

The processing activities we conduct can be summarised as:

• Managing your account charges and payments.
• Managing the repairs, maintenance and adaptations of our properties.
• Ensuring tenancy or contract conditions are complied with, such as dealing with anti-social behaviour or fraud.
• Complying with relevant legislation and regulation.

These processing activities relate to our need to do the following:

• Conduct ‘’Right to Rent’’ checks (Proof of Ownership)
• Conduct credit checks where necessary
• Obtain references
• Produce Lease, Contracts and Tenancy Agreements
• Process Deposit Protection Services schemes
• Contact and engage Solicitors and Consultants
• Contact and engage Debt Collectors
• Undertake Accountancy Audits
• Conduct research and statistical analysis to help improve our business processes and the services offered to our customers, as well as to
• Evaluate our performance against industry benchmarks and practice.
• Conduct surveys regularly and periodically relating to our services in order to gauge satisfaction and make improvements based on feedback.

6. Who we share data with

We may pass your personal data on to third-party service providers contracted to Oplah in the course of dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. We will ensure that our contractors comply with the law and our own data processing agreements to ensure that your personal data is managed appropriately and for the specified purposes, that include to run our out-of-hours telephone service or to complete emergency, response or planned property repairs.

Oplah may need to share your personal information with:

• Government departments and agencies such as information needed for income tax and audit purposes;
• Industry regulator and auditors;
• Utilities companies such as British Telecom; Thames Water, SSE etc.
• Other organisations and agencies where we are legally obliged to do so.
• To investigate and defend ourselves or others against any third-party claims or allegations
• To enforce our General Terms or any other agreements we have in place with you

If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.

7. Keeping your personal data safe & how long we keep information

We will retain your personal data for the period necessary to provide you with Services. Accordingly, your personal data shall be maintained for up to 7 years following the end of your contract with us (if applicable) or the last contact with us emanating from you.

Where it is no longer necessary to process your personal data we will delete it.

Please note, however, that we may be subject to legal and regulatory requirements to keep personal data for a longer period, in particular pursuant to any applicable statutory limitation period.

Where we process personal data in connection with performing a contract, we keep the data for 7 years from your contact with us.

Where we process personal data for marketing purposes or with your consent, we process the data until you ask us to stop and for a short period after this to allow us to implement your requests.

We also keep a record of the fact that you have asked us not to send you direct marketing or to process your data indefinitely so that we can respect your request in future.

Information relating to a tenancy or lease agreement will be kept for as long as the agreement is active or where money is owed on the account, and for a period not exceeding three years afterwards.

The basic history of who held a tenancy at which property and when, will be held indefinitely.

8. How we will communicate with you

Oplah needs to communicate with our customers and this will usually be in writing or by telephone.

To keep our clients informed by email about housing related matters,trends and opportunities for investment and for direct marketing, will operate an opt-in mechanism for receiving direct marketing.

You may revoke your consent to receive direct marketing or object about direct marketing to our Data Compliance Officer by email to: info@oplah.co.uk We will only discuss or communicate your tenancy or lease details with those named on the agreement or those authorised (temporarily or permanently) by you.

You can authorise someone temporarily verbally over the phone and followed up by confirming the authorisation permanently in writing.

9. Your rights as a data subject

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

Right of access – you have the right to request a copy of the information that we hold about you.

Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.

Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.

Right to restriction of processing – where certain conditions apply to have a right to restrict the processing of certain personal data.

Right of portability – you have the right to have the data we hold about you transferred to another organisation.

Right to object – you have the right to object to certain types of processing such as direct
marketing.

Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.

Right to judicial review: in the event that Oplah refuses your request under rights of access, we will provide you with a reason as to why.

Please contact our Data Compliance Officer by email at info@oplah.co.uk or in writing to:

The Data Compliance Officer
Oplah
1542 London Road London SW16 4EU

if you wish to request access to any of your personal data we hold or wish to exercise any
of the above rights.

Oplah will accept the following forms of ID when information on your personal data is requested:

• Copy of Current driving licence or
• Copy of Current passport or
• Copy of Birth certificate and
• Copy of any utility bill (within previous 3 months of date of request as proof of address)

It will always help if you can be as specific about what right/s you wish to exercise, what it
relates to and within what time frame, as that will assist our search.

We will not normally make a charge for this service and will respond within 30 days of
receiving your request.

You may withdraw your consent to use any personal data that was previously provided which would have required your consent.

Please advise us if you wish to withdraw any consent previously given to above stated contact by email to: info@oplah.co.uk

10. The right to complain and the ICO

You have the right to complain about any matter relating to our service, including how we use your personal data.

You also have other rights which can be seen by visiting the Information Commissioner’s Office (ICO) website at https://ico.org.uk/

If you wish to complain about our use of your personal data, you may complain to the UK Information Commissioner’s Office (ICO) at https://ico.org.uk/ or by writing to

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

11. Changes to our Privacy Notice

Our Privacy Notice is regularly kept up to date and this version was updated on 4th May 2018