Pets Lets Relocation (part of Pets Lets Limited) (“Pets Lets”, “we”, “us”, or “our”), as the data controller, is committed to protecting personal data and the following privacy statement describes why and how we collect and use your personal data and provides information about your personal rights.  It applies to personal data provided to us by you.  We may use personal data provided to us for any of the purposes described in this privacy policy or as otherwise stated at the point of collection.

This Privacy Statement explains:

1. How we collect your personal data

2. How we use your personal data

1. Who we share your personal data with
2. Storage of Personal Data
3. Personal Data Security

6. How long we keep your personal data

7. Deletion of your Personal Data.

8. Access to and correction of personal data

9. Your legal rights

10.Cookies

11.Privacy Queries

12.Privacy Policy Review

1) How we collect your Personal Data

Personal information is any information that can be used to identify you. For example, it can include information such as your name, spouse’s name, date(s) of birth of your child/children, email addresses, postal addresses and telephone numbers.

Data protection law recognizes that certain categories of personal information are more sensitive.  This is known as sensitive personal information and covers health information, racial or ethnic origin, religious beliefs or other beliefs or a similar nature, political opinion and trade union membership.  We would only collect sensitive personal information where there is a clear need to do so to ascertain what services are relevant to you, or to provide other support as needed.  Before we would collect any sensitive personal information about you, we will make it clear to you what information we are collecting and the purpose.

If your children are aged 16 or under, we require a parent/guardian’s permission before any personal information is provided to us.  This is automatically given by you on completion of our Needs Assessment Questionnaire.

We also keep information contained in any correspondence you may have with us either by post or email.

Our policy is to collect only the personal data necessary to provide professional services. 

Scott’s collect personal information from you in a variety of ways, including: 

• Receipt of your completed Needs Assessment Questionnaire.
• When you interact with us electronically (email).
• Communicating via telephone.
• Communicating via WhatsApp. 
• Face to face meetings in person, or via MS Teams / Zoom.

Personal information is provided, for the purposes of providing the services in the legitimate interests of both the data subject and us. 

2) How do we use your Personal Data

In our role as the data controller, Scott’s will use your information to manage and administer our relocation services that are being provided to you and your family, such as home finding, area orientation, school search, settling in and tenancy management.

Personal data may be processed as part of the security monitoring that we undertake; for example, automated scans to identify harmful emails.   

We monitor the services provided to our data subjects for quality purposes, which may involve processing personal data stored on the relevant file.  We collect and hold personal data as part of our client engagement and acceptance procedures.    

We use your personal information to provide you with information, support and services to help you with your relocation.

We use your personal information to gain a full understanding of your relocation, so we can offer you the best personalised service.

Scott’s may also use personal information for internal purposes such as auditing, data analysis, and research to improve our products, services, and customer communications. 

3) Who do we share your Personal Data with?

Pets Lets Relocation may have to share your personal data with the parties listed below:

• External Trusted Third parties upon request – such as schooling agencies, pet transport companies, currency agencies, pet insurance companies.

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 purpose and only permit them to process your personal data for specified purposes and in accordance with our instructions.

4) Storage of Personal Data

All data is hosted on the cloud. We will take all reasonable steps to ensure that no person or entity, breaches any relevant privacy laws. 

5) Personal Data Security

We have security measures in place to protect your personal information, which involve detecting, investigating and resolving security threats.   

6) Data Retention

We retain the personal data processed by us for as long as is considered necessary for the purpose for which it was collected (including as required by applicable law or regulation).    

By financial law in the UK data such as your name and associated invoice has to be retained for 7 years.  In the absence of specific legal, regulatory or contractual requirements, our baseline retention period for other records and other documentary evidence created in the provision of services is 2 years.   

7) Deletion of your Personal Data

Scott’s will dispose of personal information that is no longer required. We will be disposed of, or destroyed in a manner that prevents loss, theft, misuse, or unauthorized access. Upon request, we will also delete the data if information is not required to retain by law or for legitimate business purposes. 

8) Access to and Correction of Personal Data

You can request access to personal information we hold about you, via an email request as per below. We will respond to your request within one month as required by law.

If, upon receiving access to your personal information, or at any other time, you believe the personal information we hold about you is inaccurate, incomplete or out of date, please notify us immediately. We will take reasonable steps to correct the information so that it is accurate, complete and up to date.

In some circumstances you can ask us to delete your data, see Your Legal Rights, below for further information.

9) Your Legal Rights

Unless subject to an exemption under the data protection laws, you have the following rights with respect to your personal data:

1. The right to request a copy of the personal data which we hold about you;
2. The right to request that we correct any personal data if it is found to be inaccurate or out of date;
3. The right to request your personal data is erased where it is no longer necessary to retain such data;
4. The right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;
5. The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller/processor (known as the right to data portability), where applicable, i.e. where our processing is based on consent or is necessary for the performance of our contract or where we process your data by automated means;
6. The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
7. The right to object to our processing of personal data, where applicable, i.e. where processing is based on our legitimate interests (or in performance of a task in the public interest/exercise of official authority);

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

Russell Hunt, Managing Director, Pets Lets Relocation, part of Pets Lets Ltd.

Registered address: 4th Floor, Silverstream House, 45 Fitzroy Street, Fitzrovia, London, W1T 6EB

hello@petsletsrelocation.com

Tel: +44(0) 7956 442 632

10) Cookies

You can set your browser to refuse all or some browser Cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of our website might become inaccessible or not function properly. 

11) Privacy Enquiries

If you have any questions or inquiries about our personal information practices or about this Privacy Policy, please feel free to contact James Freeman using the aforementioned contact details.

12) Privacy Policy Review

This Privacy Policy will be reviewed annually and may be amended from time to time without notice to reflect any changes and updates required by law or by any enhancements of our procedures and controls. 

This policy is written in accordance with the Data Protection Act 2018 and UK General Data Protection Regulation “UK GDPR”.