Our Privacy Policy

This page was last updated on 9 April 2018

Introduction

Lyvly is a trading name of Living Central Limited, registered in England and Wales with company number 09440266 whose registered office is International House, Holborn Viaduct, London, EC1A 2BN. This Policy explains how we use information about you that we collect. Please review this Cookies and Privacy Policy thoroughly before using this Website or our Services as you are agreeing to be bound by this Policy in respect of the information collected about you. We reserve the right to change this Policy from time to time. Any such changes will be reflected here. Your continued use of our services subsequent to such changes will be deemed to be your acceptance of such revised Terms and Conditions. Lyvly is committed to ensuring that your privacy is protected. Information by which you can be identified collected by us when using this Website or other Services will only be used in accordance with this policy. If you have questions about the policy, our use of your personal information or if you do not accept any changes to this Policy or do not wish to receive correspondence from us, please get in touch with the Data Manager at hi@lyvly.uk.

Type of data that may be collected

We may collect the following personal information from you:

  • If you visit our website:
    • Log files and cookie status (see below)
  • If you subscribe to our mailing list or ask to be contacted:
    • Name
    • Contact information (phone number, email address, current/previous addresses)
  • Additionally, if you apply to become a member or partner landlord:
    • Marital status
    • Gender
    • Date of birth
    • Current/previous employment details
    • References from current/previous landlords and employers
    • Evidence of bank statements / utility bills / records of rent payments
    • Demographic information such as preferences and interests
    • Other information relevant to customer surveys, our service and/or offers
    • Other information you generate as a result of site interactions.

How is it collected?

Data could be collected via:

  • Digital forms
  • Email
  • By phone or videocall
  • In person
  • Post
  • Automatically from your computer or device (see 'Information automatically collected from your computer', below)
  • Any other method specific to a landlord-tenant relationship, as laid out by the ICO

Information automatically collected from your computer

Log files/IP addresses: When you visit the Site our web server automatically records your IP address. This IP address is not linked to any of your personal information. We may also gather other non-personal information (from which we cannot identify you) such as the type of your internet browser which we use to provide you with a more effective service.

Cookies: When you visit the Site we may store some information (commonly known as a “cookie”) on your computer. Cookies are pieces of information that a website transfers to your hard drive to store and sometimes track information about you. Cookies are specific to the server that created them and cannot be accessed by other servers, which means that they cannot be used to track your movements around the web. Passwords and credit card numbers are not stored in cookies. A cookie helps you get the best out of the Site and helps us to provide you with a more customised service. We may use cookies for the following purposes:

  • Storing details about any properties you have short-listed;
  • Enabling our web server to track your session between pages of the site and provide a continuity of experience.
  • Measuring the effectiveness of our adverts.

You can block or erase cookies from your computer if you want to (your browser’s help screen or manual should tell you how to do this), but certain parts of the Site are reliant on the use of cookies to operate correctly and may not work correctly if you set your browser not to accept cookies.

Suppliers and other third parties we use in the delivery of our service may also use cookies, web beacons and other storage technologies to collect or receive information from your websites, apps and elsewhere on the internet and use that information to provide services including measurement services and target adverts. If you have any other concerns, please contact the Data Manager at hi@lyvly.uk.

How will it be used?

Data will be used to carry out the processes necessary to deliver services and support. We may use your information to notify you of any changes or developments to Lyvly, your account and your services.

This could include:

  • Contacting you
  • Fulfilling obligations from any contracts between you and us and to provide you with the information, products and services which you request from us
  • Passing messages on to or from other Lyvly customers, including landlords or Members
  • Identify verification, referencing and Right to Rent checks
  • Creation of a tenancy agreement
  • Registering a deposit
  • Managing/maintaining a Property
  • Provision of Prescribed Information
  • Provision of information about goods or services as part of our service to you (either by us or by third party partners required for our service).
  • Notification about changes to our service
  • Collection of fees
  • Improving our products and services
  • Internal record keeping
  • Supporting our own marketing and promotion, including measuring, understanding or delivering advertising to you and others (including via third parties)
  • Resolve disputes and troubleshoot problems
  • Provide you with customer support services
  • Provide you with community engagement services
  • Provide customer support to you and other landlords or Members
  • Comply with the requirements imposed by law or any court order
  • Any other purpose specific to a landlord-tenant relationship, as laid out by the ICO

We may link information you provide with information we collect about you. We may use this combined information as set out above.

How is data shared?

We will not sell or rent to any third party any of the personal information or data that you provide to us. Credit or debit card payments will be collected by our payment processor and is never shared with us. Where we use third-party technology providers we will strive to ensure their privacy practices are consistent with ours.

We work with third parties (both Processors and Data Controllers that can include business partners, landlords, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers, credit reference agencies) and may share and receive information about you from them. Further information can be found in ‘Data storage’ and ‘Who has access to data?‘, below.

We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation, but we will take steps with the aim of ensuring that your privacy rights continue to be protected.Other than as set out above, we will not disclose any of your personal information without your permission unless we are required by law to do so (for example, if required to do so by a court order or for the purposes of prevention of fraud or other crime).

Data storage & retention

All data are stored digitally on cloud-based, password protected systems. Our IT system is accessible only by employees or contractors who have signed Non-Disclosure agreements and who require the information in order to perform a specific job role.

We will retain your information for a reasonable period, or as long as is required by law.

Right to Rent documentation (including ID documents, verification forms and/or photographs) is stored within protected digital files, accessible only by Lyvly employees.

The information we collect from or about you may be transferred to and stored in destinations outside the European Economic Area ("EEA"). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers.

Who has access to data?

Digital and physical data will be collected by the Lyvly team. This data could be shared with third parties in order to complete our service. Lyvly will not pass data to any organisation not governed by the General Data Protection Regulations. If passed to a third party, your data is then governed by their Privacy Policy. You can view the list of the Processors we use, the processing that these organisations undertake on our behalf, the types of data that they hold and their respective Privacy Policies here.

Lyvly will update the list of third parties as and when required. If you do not object to your data being disclosed to any additional Processors within 30 days after the publication of the updated list, you are deemed to have accepted the changes to the list and to this Privacy Policy. If you do not agree with the changes and wish to stop any element of the processing of your data, you can contact Lyvly’s Data Manager at hi@lyvly.uk.

Your data won’t be shared for marketing purposes outside of the Lyvly group.

Legitimate interest

We only use individual’s data in ways they would reasonably expect and will not use an individual’s data in a way that is intrusive or which could cause them harm.We provide an opt-out (unsubscribe button) on every email marketing correspondence. This is a permanent method of removal from our marketing correspondence, unless you register again.

If you are a or have been a customer, or have passed beyond a certain point in application for membership with Lyvly, certain information and correspondence necessary for the provision of our service, such as communication about entering your Property, must be provided and cannot be opted out from.

Data breaches

Procedures are in place to oversee the containment and recovery of data, assessment of ongoing risk, notification of the breach (to the ICO and/or individual if necessary) and an ongoing procure assessment.In line with the requirements of the ICO, Lyvly would report a data breach to the ICO if it was likely to result in a risk to the rights or freedoms of individuals involved. More information about the way the ICO governs the relationship between a landlord or agent and a tenant can be found on their website.

Identity Verification, Right to Rent and Anti-Money Laundering

To become a Lyvly customer, either as a landlord or a Member, you will be required to undergo an identification check, either for Anti-Money Laundering for landlords (checking that you own or manage the property) or as part of the Right to Rent for Members (checking you have the right to live in the UK). This may also include a credit check.

We strictly comply with all applicable Anti Money Laundering rules, with specific emphasis on the Proceeds of Crime Act 2002, the Money Laundering Regulations 2017, the Bribery Act 2010 and the Terrorism Act 2000. We will hold for at least seven years any evidence around our customers' identities and proof of ownership of property and/or source of funds where applicable. We cannot work with you as a customer if we are unable to verify your identity.

Further questions

If at any time you would like to contact us with your views about our privacy practices, or with any enquiry relating to your personal information, you can do so by emailing us at privacy@lyvly.uk.