1. Introduction
MAGN Group LTD ("we", "our", or "us") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and share your personal data when you visit our website, enquire about our services, or enter into a tenancy or business relationship with us.
MAGN Group LTD is the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Our properties are fully managed by professional letting agencies who may collect and process personal data on our behalf as data processors.
2. Information We Collect
We, or our appointed letting agencies acting on our behalf, may collect and process the following categories of personal data:
- Identity Data: Name, title, date of birth, and photographic identification where required for tenant referencing or Right to Rent checks.
- Contact Data: Email address, telephone number, and postal address.
- Financial Data: Bank account details, credit check information, and employment or income details provided in connection with tenancy applications.
- Technical Data: IP address, browser type and version, time zone setting, operating system, and other technology on the devices you use to access our website.
- Usage Data: Information about how you use our website, including pages visited and navigation paths.
- Communication Data: Records of correspondence, enquiries, and any feedback or complaints you provide to us.
3. How We Use Your Data
We use your personal data for the following purposes:
- To manage tenancy applications, references, and Right to Rent checks as required by law (carried out by our appointed letting agencies on our behalf).
- To administer and manage existing tenancy agreements, including rent collection, maintenance requests, and statutory compliance (managed day-to-day by our letting agencies).
- To respond to enquiries submitted via our website or email.
- To comply with legal and regulatory obligations, including HMRC tax reporting, landlord licensing, and Companies House filings.
- To improve our website and ensure content is presented in the most effective manner.
- To protect the security of our properties and the safety of our tenants.
4. Lawful Basis for Processing
We rely on the following lawful bases under the UK GDPR to process your personal data:
- Contract: Processing necessary for the performance of a tenancy agreement or to take steps prior to entering into such an agreement.
- Legal Obligation: Processing necessary to comply with UK law, including landlord obligations, tax law, and immigration checks.
- Legitimate Interests: Processing necessary for our legitimate business interests, such as maintaining our properties, managing our portfolio, and improving our services, provided these interests do not override your rights.
- Consent: Where we rely on your consent (for example, for analytics cookies), you may withdraw consent at any time.
5. Data Sharing
We may share your personal data with the following categories of third parties, only to the extent necessary:
- Professional letting agents and property management companies who fully manage our properties on our behalf and act as data processors under appropriate data processing agreements.
- Tenant referencing and credit check agencies (engaged by our letting agents as part of the application process).
- Government-approved deposit protection schemes.
- HMRC, Companies House, and other regulatory authorities as required by law.
- Professional advisers, including accountants and solicitors.
- Maintenance contractors who require access to property or tenant contact details to carry out works.
We do not sell your personal data to any third party. We do not transfer your personal data outside the United Kingdom unless appropriate safeguards are in place.
6. Data Retention
We retain personal data only for as long as necessary to fulfil the purposes for which it was collected, or as required by law. Tenancy-related records are typically retained for six years after the end of a tenancy to comply with limitation periods and regulatory requirements. Website analytics data is retained in anonymised form.
7. Your Rights
Under the UK GDPR, you have the following rights in relation to your personal data:
- Access: The right to request a copy of the personal data we hold about you.
- Rectification: The right to request correction of inaccurate or incomplete data.
- Erasure: The right to request deletion of your data in certain circumstances.
- Restriction: The right to request restriction of processing in certain circumstances.
- Portability: The right to receive your data in a structured, machine-readable format.
- Objection: The right to object to processing based on legitimate interests.
To exercise any of these rights, please contact us at info@magngroup.com.
8. Cookies
Our website uses cookies. For full details on the cookies we use and how to manage your preferences, please see our Cookie Policy.
9. Security
We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, alteration, disclosure, or destruction. However, no method of transmission over the internet or electronic storage is completely secure, and we cannot guarantee absolute security.
10. Changes to This Policy
We may update this Privacy Policy from time to time. Any changes will be posted on this page with an updated revision date. We encourage you to review this policy periodically.
11. Contact
If you have any questions about this Privacy Policy or wish to exercise your data protection rights, please contact us:
MAGN Group LTD
2 Frederick Street, King's Cross, London, WC1X 0NF
Email: info@magngroup.com
You also have the right to lodge a complaint with the Information Commissioner's Office (ICO) if you believe your data protection rights have been breached. Visit ico.org.uk for further information.