YPP Global Privacy Notice
This Privacy Statement was last updated in May 2018.
Purpose of this Policy
Who is YPP?
Yorkshire Prosperity Limited (“YPP”) is a property management and lettings company who focus on student and professional accommodation in the residential sector. Since first opening our doors in 2010 with just a handful of student properties in Leeds, our company has changed significantly. We are now growing in to new areas such as York, Harrogate, Manchester and acquiring developments in new locations such as Sheffield and Liverpool. The last 7 years has seen YPP grow into one of the biggest letting companies in the North of England; we now manage over 1,416 beds across 40 properties, and that’s not stopping any time soon. We all work hard at what we do to try and achieve our goal of being 100% fully let every year.
Acting as a data controller, for the personal data involved when you use, visit our website or communicate with us, or transact our services, our contact details are:
Yorkshire Prosperity Limited
6 Blenheim Terrace,
Contact our Data Protection Officer or exercise your data protection Rights (including your right to object) Our Data Protection Officer is Lauren Watson, and can be contacted by email at firstname.lastname@example.org or by telephone on 0113 2444666.
What personal information do we collect?
We may collect personal information from you in the course of our business, including through your use of our website, when you contact or request information from us, when you engage our legal or other services or as a result of your relationship with one or more of our staff or clients. Our primary goal in collecting personal information from you is to help us:
• Verify your identity
• Deliver our Services
• Improve, develop and market new Services
• Carry out requests made by you on the website or in relation to our Services
• Investigate or settle inquiries or disputes
• Comply with any applicable law, court order, other judicial process, or the requirements of a regulator to enforce our agreements with you
• Protect the rights, property or safety of us or third parties, including our other clients and users of the Site or our Services
• With recruitment purposes, and
• Use as otherwise required or permitted by law.
To undertake these goals we may process the following personal information:
If you are a visitor to the website:
- Contact information including, email address, telephone.
- Demographic information such as your address, preferences and interests.
- Other information relevant to the provision of Services.
If you are an individual client in receipt of our Services or prospective individual client:
- Contact information including the company you work for, the university you attend, telephone number and email address, where provided.
- Payment information.
- Information that you provide to us as part of us providing the Services to you, which depends on the nature of your instructions to YPP.
- Relevant information as required by Know Your Client and/or Anti-Money Laundering regulations and as part of our client intake procedures. This may possibly include evidence of source of funds, at the outset of and possibly from time to time throughout our relationship with clients, which we may request and/or obtain from third party sources including credit reference agencies and/or Guarantors. The sources for such verification may comprise documentation which we request from you or through the use of online sources or both.
- Information you provide to us for the purposes of letting a property including requirements which may reveal information about your health or any special provisions you may have.
- Other information relevant to provision of Letting Services.
YPP is primarily engaged by private individuals for providing the letting and servicing of properties. If you are an individual whose personal information is processed by us as a result of providing the Services, we will process a variety of different personal information depending on the Services provided.
We might also need to process personal information in relation to other third parties instructed either by our own clients or other persons or companies involved with us to provide the Services to our client (for instance other law firms, experts etc.).
This is a non-exhaustive list which is reflective of the varied nature of the personal information processed as part of a letting firm providing letting services to individuals.
For clients and prospects, we also collect information to enable us to market our products and Services which may be of interest to you. For this purpose we collect:
• Name and contact details.
• Other information such as job title, the company you work for or your study course and place of study.
• Areas or topics that interest you.
• Additional information may be collected such as events you attend and if you provide it to us.
If you are a potential recruit to join YPP:
• Name and job title.
• Contact information including email address.
• Curriculum vitae, including your age and/or gender if you provide it to us, your education, employment history and similar matters and similar information that you may provide to us.
• Other information relevant to potential recruitment to YPP.
How do we use your personal information?
We may use your information for the following purposes:
• Fulfilment of Services
We collect and maintain personal information that you voluntarily submit to us during your use of the website and/or our Services to enable us to perform the Services. Please note also that our Terms and Conditions apply when we provide the Services.
- What is our legal basis?
It is necessary for us to process your information to perform our obligations in accordance with any contract that we may have with you. It is in our legitimate interest or a third party's legitimate interest to use your personal information in such a way to ensure that we provide the very best client service we can to you or others.
• Client services
Our website uses various user interfaces to allow you to request information about our Services including electronic enquiry forms and a telephone enquiry service. Contact information may be requested in each case, together with details of other personal information that is relevant to your Service enquiry. This information is used in order to enable us to respond to your requests.
- What is our legal basis?
It is in our legitimate interest or a third party's legitimate interest to use your personal information in such a way to ensure that we provide the very best client service we can to you or others.
• Business administration and legal compliance
We use your personal information for the following business administration and legal compliance purposes:
- to comply with our legal obligations (including any Know Your Client or Anti-Money Laundering or Anti-Bribery, conflicts or similar obligations including, but without limitation, maintaining regulatory insurance);
- to enforce our legal rights;
- to protect the rights of third parties.
- What is our legal basis?
Where we use your personal information in connection with a business transition, to enforce our legal rights, or to protect the rights of third parties it is in our or a third party's legitimate interest to do so. For all other purposes described in this section, it is our legal obligation to use your personal information to comply with any legal obligations imposed upon us.
We use your personal information for the following recruitment purposes:
- To assess your suitability for any position for which you may apply at YPP including Letting agent positions, associate positions, training contract or summer placements and also any business support or services role whether such application has been received by us online, via email or by hard copy or an in-person application.
- To review YPP's equal opportunity profile in accordance with applicable legislation to ensure that YPP does not discriminate on the grounds of gender, race, ethnic origin, age, religion, sexual orientation, disability or any other basis covered by local legislation. All employment related decisions are made entirely on merit.
- What is our legal basis?
Where we use your personal information in connection with recruitment it will be in connection with us taking steps at your request to enter a contract we may have with you or it is in our legitimate interest to use personal information in such a way to ensure that we can make the best recruitment decisions for YPP. We will not process any special category data except where we are able to do so under applicable legislation or with your explicit consent.
• Marketing communications
We carry out the following marketing activities using your personal information:
- Email marketing
- We use information that we observe about you from your interactions with our website, our email communications to you and/or with Services to send you marketing communications.
- What is our legal basis? It is in our legitimate interest to use your personal information for marketing purposes.
We will only send you marketing communications where you have consented to receive such marketing communications, or where we have a lawful right to do so.
• Client insight and analysis
We analyse your contact details with other personal information that we observe about you from your interactions with our Site, our email communications to you and/or with our Services such as the Services you have viewed.
- an IP address to monitor Site traffic and volume;
- a session ID to track usage statistics on our Site;
- information regarding your personal or professional interests, demographics, experiences with our products and contact preferences.
Our web pages contain "cookies" "web beacons" or "pixel tags" ("Tags"). Tags allow us to track receipt of an email to you, to count users that have visited a web page or opened an email and collect other types of aggregate information. Once you click on an email that contains a Tag, your contact information may subsequently be cross-referenced to the source email and the relevant Tag. In some of our email messages, we use a "click-through URL" linked to our website administered by us or on our behalf.
By using this information, we are able to measure the effectiveness of our content and how visitors use our Site and our Services. This allows us to learn what pages of our Site are most attractive to our visitors, which parts of our Site are the most interesting and what kind of offers our registered users like to see
We also use this information for marketing purposes (see the marketing communications section above for further details).
- What is our legal basis?
Where your personal information is not in an anonymous form, it is in our legitimate interest to use your personal information in such a way to ensure that we provide the very best products and services to you and our other clients. Any other purposes for which we wish to use your personal information that are not listed above, or any other changes we propose to make to the existing purposes will be notified to you using your contact details, where available.
What is our legal basis to use or process your personal information?
It is necessary for us to use your personal information;
• To perform our obligations in accordance with any contract that we may have with you.
• It is in our legitimate interest or a third party's legitimate interest to use personal information in such a way to ensure that we provide the Services in the best way that we can.
• It is our legal obligation to use your personal information to comply with any legal obligations imposed upon us.
Who do we share your personal information with?
YPP is a letting company and any information that we collect or that you provide to us may be shared and processed by us, and we may also share personal information with a variety of the following categories of third parties as necessary:
• Our professional advisers such as lawyers and accountants.
• Government or regulatory authorities.
• Professional indemnity or other relevant insurers.
• Regulators/tax authorities/corporate registries.
• Third parties to whom we outsource certain services such as, without limitation, guarantors, credit reference agencies, IT systems or software providers, IT Support service providers, document and information storage providers.
• Third parties engaged in the course of the services we provide to clients such as maintenance, security, accountants and experts such as tax advisors or consultants.
• Third party service providers to assist us with client insight analytics, such as Google Analytics.
• Third party postal or courier providers who assist us in delivering any documents related services.
• Please note this list is non-exhaustive and there may be other examples where we need to share with other parties in order to provide the Services as effectively as we can.
Third party contractors and other data controllers or processors
As mentioned above, we may appoint sub-contractor data processors as required to deliver the Services, such as, without limitation, maintenance, security, IT systems or software providers, IT Support service providers, document and information storage providers, who will process personal information on our behalf and at our direction. We conduct an appropriate level of due diligence and put in place contractual documentation in relation to any sub-contractor to ensure that they process personal information appropriately and according to our legal and regulatory obligations.
Further, we may appoint external data controllers where necessary to deliver the Services (for example, but without limitation, accountants, or other third party experts including but without limitation to any approved YPP firms or entities). When doing so we will comply with our legal and regulatory obligations in relation to the personal information, including but without limitation, putting appropriate safeguards in place.
- What is our legal basis?
It is necessary for us to perform our obligations in accordance with any contract that we may have with you.
It is in our legitimate interest or a third party's legitimate interest to use personal information in such a way to ensure that we provide the Services in the best way that we can.
YPP’s services are offered from our United Kingdom headquarters. Personal data may also be stored and accessed by service providers located in other countries in the European Union. Some of our service providers are located in other countries that do not provide the same standard of data protection as the EU.
When we work with a service provider, we look for a legal mechanism that requires them to protect data to EU standards. For example, the service provider has signed on to the EU-US Privacy Shield, operates under EU-approved binding corporate rules, or is in a country the EU recognises as having adequate data protection laws. Where no other legal mechanism exists, we enact the EU-approved standard contractual data protection clauses in our contracts.
How long do we keep your personal information for
For visitors to the Site, we will retain relevant personal information for at least one year from the date of our last interaction with you and in compliance with our obligations under the EU General Data Protection Regulations and YPP retention schedules.
For Service provision to any client, we will retain relevant personal information for at least six years from the date of our last interaction with that client and in compliance with our obligations under the EU General Data Protection Regulation or similar legislation around the world, or for longer as we are required to do so according to our regulatory obligations or professional indemnity obligations. We may then destroy such files securely without further notice or liability.
If personal information is only useful for a short period e.g. for specific marketing campaigns we may delete it within one year.
Confidentiality and the security of your personal information
We are committed to keeping the personal information provided to us secure and we have implemented appropriate information security policies, rules and technical measures to protect the personal information that we have under our control from unauthorised access, improper use or disclosure, unauthorised modification and unlawful destruction or accidental loss.
All of our partners, employees, consultants, workers and data processors (i.e. those who process your personal information on our behalf, for the purposes listed above), who have access to, and are associated with the processing of personal information, are obliged to respect the confidentiality of such personal information.
Your rights and choices
Most of the data we collect and the purposes we use it for are necessary for us to operate and improve our services or comply with our obligations as a data controller and manager of integrations with multiple service providers. We tell you in the service where you can make a choice or grant consent. When you grant consent, you may withdraw it at any time to stop any further processing. You can also ask us at any time not to send or to carry out direct marketing, or to stop using certain kinds of cookies.
You have the following rights under data protection law in relation to the personal information we hold about you:
• Your right of access
If you ask us, we'll confirm whether we're processing your personal information and, if necessary, provide you with a copy of that personal information (along with certain other details). If you require additional copies, we may need to charge a reasonable fee.
• Your right to rectification
If the personal information we hold about you is inaccurate or incomplete, you are entitled to request to have it rectified. If you are entitled to rectification and if we've shared your personal information with others, we'll let them know about the rectification where possible. If you ask us, where possible and lawful to do so, we'll also tell you who we've shared your personal information with so that you can contact them directly.
• Your right to erasure
You can ask us to delete or remove your personal information in some circumstances such as where we no longer need it or if you withdraw your consent (where applicable). If you are entitled to erasure and if we've shared your personal information with others, we'll let them know about the erasure where possible. If you ask us, where it is possible and lawful for us to do so, we'll also tell you who we've shared your personal information with so that you can contact them directly.
• Your right to restrict processing
You can ask us to 'block' or suppress the processing of your personal information in certain circumstances, such as where you contest the accuracy of that personal information or you object to us. If you are entitled to restriction and if we've shared your personal information with others, we'll let them know about the restriction where it is possible for us to do so. If you ask us, where it is possible and lawful for us to do so, we'll also tell you who we've shared your personal information with so that you can contact them directly.
• Your right to data portability
You have the right, in certain circumstances, to obtain personal information you've provided us with (in a structured, commonly used and machine readable format) and to reuse it elsewhere or to ask us to transfer this to a third party of your choice.
• Your right to object
You can ask us to stop processing your personal information, and we will do so, if we are:
- relying on our own or someone else's legitimate interests to process your personal information, except if we can demonstrate compelling legal grounds for the processing; or
- processing your personal information for direct marketing purposes.
• Your right to withdraw consent
If we rely on your consent (or explicit consent) as our legal basis for processing your personal information, you have the right to withdraw that consent at any time.
• Your right to lodge a complaint with the supervisory authority
If you have a concern about any aspect of our privacy practices, including the way we've handled your personal information, you can report it in the first instance to our Data Protection Officer. However, if you have unresolved concerns, you have the right to complain to the Information Commissioner's Office:
Information Commissioner's Office
ICO website: www.ico.org.uk
Please note that some of these rights may be limited where we have an overriding interest or legal obligation to continue to process the data or where data may be exempt from disclosure due to reasons of legal professional privilege or professional secrecy obligations.
Collection of information by third-party sites and sponsors
The website may contains links to other sites whose information practices may be different than ours. Visitors should consult the other sites' privacy notices as YPP has no control over information that is submitted to, or collected by, these third parties.