1. Introduction
Britain Online ("we," "our," or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website shine-fort.com or use our rental property services.
By using our services or visiting our website, you consent to the data practices described in this policy. If you do not agree with the practices described in this policy, please do not use our services.
2. Information We Collect
2.1 Personal Information
We may collect the following types of personal information:
- Contact Information: Name, email address, phone number, postal address
- Financial Information: Credit history, income details, bank account information, payment card details
- Identity Information: Date of birth, passport or ID numbers, National Insurance number
- Property Information: Property ownership details, rental history, property preferences
- Professional Information: Employment details, employer information, professional references
2.2 Technical Information
When you visit our website, we automatically collect:
- IP address and location data
- Browser type and version
- Device information and operating system
- Website usage patterns and navigation data
- Cookies and similar tracking technologies
2.3 Communication Data
We collect information from your communications with us, including:
- Email correspondence
- Phone call records and transcripts
- Live chat messages
- Customer service interactions
- Feedback and survey responses
3. How We Use Your Information
We use your personal information for the following purposes:
3.1 Service Provision
- Processing rental applications and tenancy agreements
- Conducting tenant screening and reference checks
- Managing property viewings and inspections
- Facilitating rent collection and payment processing
- Coordinating maintenance and repair services
3.2 Legal and Compliance
- Complying with legal obligations and regulatory requirements
- Conducting Right to Rent checks
- Anti-money laundering verification
- Dispute resolution and legal proceedings
- Protecting against fraud and unauthorized access
3.3 Business Operations
- Improving our services and customer experience
- Market research and analytics
- Marketing communications (with your consent)
- Website optimization and security
- Training and quality assurance
4. Legal Basis for Processing
Under the General Data Protection Regulation (GDPR), we process your personal data based on the following legal grounds:
- Contract Performance: Processing necessary for the performance of our rental services contract
- Legal Obligation: Compliance with legal requirements such as Right to Rent checks
- Legitimate Interest: Business operations, fraud prevention, and service improvement
- Consent: Marketing communications and non-essential cookies (where applicable)
- Vital Interest: Protection of your or another person's vital interests
5. Information Sharing and Disclosure
We may share your personal information with the following parties:
5.1 Service Providers
- Credit reference agencies for tenant screening
- Payment processors for rent collection
- Property maintenance contractors
- Legal and professional advisors
- IT support and hosting providers
5.2 Legal and Regulatory Bodies
- Government agencies and regulators
- Law enforcement authorities
- Courts and legal representatives
- Deposit protection schemes
- Professional regulatory bodies
5.3 Business Partners
- Property owners and landlords
- Other tenants (where legally required)
- Insurance providers
- Property surveyors and valuers
6. Data Retention
We retain your personal information for as long as necessary to fulfill the purposes outlined in this policy, unless a longer retention period is required by law. Specific retention periods include:
- Tenancy Records: 6 years after tenancy termination
- Financial Records: 7 years for tax and accounting purposes
- Marketing Consent: Until consent is withdrawn
- Website Analytics: 26 months from collection
- CCTV Footage: 30 days unless required for legal proceedings
7. Data Security
We implement appropriate technical and organizational measures to protect your personal information against unauthorized access, alteration, disclosure, or destruction. Our security measures include:
- Encryption of sensitive data in transit and at rest
- Regular security audits and vulnerability assessments
- Access controls and authentication procedures
- Staff training on data protection and security
- Secure disposal of physical and electronic records
- Incident response and breach notification procedures
8. Your Rights
Under the GDPR, you have the following rights regarding your personal data:
- Access: Request copies of your personal data
- Rectification: Request correction of inaccurate or incomplete data
- Erasure: Request deletion of your personal data (subject to legal requirements)
- Restriction: Request limitation of processing in certain circumstances
- Portability: Request transfer of your data to another service provider
- Objection: Object to processing based on legitimate interests
- Withdraw Consent: Withdraw consent for processing where applicable
To exercise these rights, please contact us using the details provided in Section 12.
9. Cookies and Tracking Technologies
Our website uses cookies and similar technologies to enhance your browsing experience. For detailed information about our cookie usage, please refer to our Cookie Policy.
10. International Transfers
We primarily process data within the UK and European Economic Area (EEA). If we transfer your data outside these regions, we ensure appropriate safeguards are in place, including:
- Adequacy decisions by the European Commission
- Standard Contractual Clauses
- Binding Corporate Rules
- Certification schemes and codes of conduct
11. Children's Privacy
Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children without appropriate parental consent. If you believe we have collected information from a child, please contact us immediately.
12. Contact Information
If you have questions about this Privacy Policy or wish to exercise your rights, please contact us:
13. Changes to This Policy
We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by:
- Posting the updated policy on our website
- Sending email notifications to registered users
- Displaying prominent notices on our website
Your continued use of our services after any changes constitutes acceptance of the updated policy.
14. Questions and Complaints
If you have concerns about how we handle your personal data, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's data protection regulator: