Berrys Canterbury Ltd - the premier letting agents

Tel 01227 765268


Welcome to Berrys Canterbury Limited's ( Berrys Canterbury ) privacy policy.

Berrys Canterbury respects your privacy and is committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you.

•  Important information and who we are


Purpose of this privacy policy

This privacy policy aims to give you information on how Berrys Canterbury collects and processes your personal data, including any data you may provide when you register an interest or purchase a service from us.

It is important that you read this privacy policy together with any other privacy policy or fair processing policy we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy policy supplements other notices and privacy policies and is not intended to override them.

Data Controller

Berrys Canterbury Limited (company number 0282949) is the data controller and responsible for your personal data (collectively referred to as Berrys Canterbury, "we", "us" or "our" in this privacy policy).

We have appointed a data privacy manager who is responsible for overseeing questions in relation to this privacy policy. If you have any questions about this privacy policy, including any requests to exercise your legal rights, please contact the data privacy manager using the details set out below.

Contact details

If you have any questions about this privacy policy or our privacy practices, please contact our data privacy manager in the following ways:

Full name of legal entity: Berrys Canterbury Limited

Email address: info@berryscanterbury.co.uk

Postal address: 70 Castle Street, Canterbury, Kent, CT1 2QD

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues ( www.ico.org.uk ). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Changes to the privacy policy and your duty to inform us of changes

We keep our privacy policy under regular review. This version was last updated on 29 July 2020 .

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.


•  The data we collect about you

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

•  Identity Data includes first name, maiden name, last name, passport details, ID card details, immigration status document, marital status, title, date of birth and gender.

•  Contact Data includes, property address, new home address, email address and telephone and fax numbers.

•  Financial Data includes employment history, national insurance number, credit history and credit worthiness check information and bank account details.

•  Property-related Data includes mortgage provider, insurance provider, service charging parties, ground rent charging parties, utility providers, professional adviser details

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your personal data to understand how many people responded to a particular property listing. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you or on behalf of the landlord who has a contract with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or the landlord has or are trying to enter into with you.. In this case, we may have to cancel the service you have with us but we will notify you if this is the case at the time.

•  How is your personal data collected?

We use different methods to collect data from and about you including through:

•  Direct interactions. You may give us your Identity and Contact Data, Financial Data and Property-related Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you instruct us with regards to renting and / or letting a property:

•  apply for information concerning any of the properties available on our website;

•  instruct us to find a suitable property to rent;

•  instruct us to let your property on your behalf;

•  complete tenancy documents

•  complete rent deposit agreements

•  enter into a guarantor agreement on behalf of a tenant ; or

•  give us feedback or contact us.

•  Third parties or publicly available sources. We will receive personal data about you from various third parties and public sources as set out below:

•  Identity and Contact Data from credit reference agencies

•  Identity and Contact Data from publicly available sources such as Companies House and the Electoral Register based inside the EU.

•  Identity and Contact Data from property aggregation websites, such as Rightmove.co.uk

•  Identity and Contact Data which can be found in any property documentation or deeds which may be in our possession at any time.

•  Identity and Contact Data and Financial Data from tenants who have proposed you as a guarantor for them

•  How we use your personal data

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

•  Where we need to perform the contract we are about to enter into or have entered into with you.

•  Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.

•  Where we need to comply with a legal obligation.

Generally, we do not rely on consent as a legal basis for processing your personal data.


Purposes for which we will use your personal data

We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.


Type of data

Lawful basis for processing including basis of legitimate interest

To register you as a new landlord customer

(a) Identity

(b) Contact

(c) Financial

(d) Property-related

Performance of a contract with you

To provide services to our landlord customers such as maintenance of the property

(a) Identity

(b) Contact

(c) Property-related

a) Performance of a contract with you or

(b) Necessary for our legitimate interests (to manage our contract with the landlord)

To provide services to tenants on behalf of landlord customers such as dealing with property maintenance queries

(a) Identity

(b) Contact



a) Necessary for our legitimate interests (to manage our contract with the landlord and to provide services to tenants as the landlord's agent)

To process and deliver payments of rent and other charges from tenants or guarantors including:

(a) Manage payments, fees and charges

(b) Collect and recover money owed to us

(a) Identity

(b) Contact

(c) Financial


(a) Performance of a contract with you

(b) Necessary for our legitimate interests (to recover debts due to us)

(c) Necessary for our legitimate interests (to recover debts on behalf of our landlord customers)

To manage our relationship with you which will include:

(a) Notifying you about changes to our terms or privacy policy

(b) Asking you to leave a review or take a survey

(a) Identity

(b) Contact

(a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

(c) Necessary for our legitimate interests (to keep our records updated)


Marketing and third party marketing

We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising. We will not share your personal data with any third party for marketing purposes.


Change of purpose

We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.

If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.

•  Disclosures of your personal data

We may share your personal data with the parties set out below for the purposes set out in the table

•  Your landlord, where applicable

•  Your tenants, where applicable

•  Public authorities that are legally entitled to such information

•  Third party property maintenance contractors, as and where it is necessary

•  Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets or third parties whom our landlord customers choose to sell, transfer or merge parts of their business or assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

•  International transfers

We do not transfer your personal data outside the European Economic Area (EEA).

•  Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

•  Data retention

How long will you use my personal data for?

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

In some circumstances you can ask us to delete your data: see your legal rights below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.


•  Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data such as:

•  Request access to your personal data .

•  Request correction of your personal data .

•  Request erasure of your personal data .

•  Object to processing of your personal data .

•  Request restriction of processing your personal data .

•  Request transfer of your personal data ]

•  Right to withdraw consent .

If you wish to exercise any of the rights set out above, please contact us.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.