Keystone Lettings · Tenant repairs app
Privacy notice
Template: fill in every highlighted blank before tenants use this site. This is a starting point, not legal advice.
Who is responsible
Keystone Lettings, 40 Wharfside Parade, Brennock QZ7 2TU, decides how your information is used (the controller). Page Lemon hosts this site and runs the sign-in, and stores reports and photos for us as our processor.
What we collect
- Your email address, to sign you in. We email you when a repair's status or our reply changes.
- Your name, your home and an optional phone number for contractors, from your profile.
- Each repair report: the kind of repair, the room, what's wrong, the details you write, how urgent it is, how we can get in, the best time for a visit, and any photo you add.
- What we add: the status of each repair, our replies, and contractor visits (date, arrival window, contractor and notes).
- Sign-in records (when and from which browser), to keep your account safe.
Why
To arrange and follow your repairs ([legal basis, for example: our contract with you and our duty to keep the property safe]).
Who sees it
You see your own reports and the updates on them. Our repairs team, your property manager and the contractor booked for a job see the report, its photos and the visit details. We share the information needed to arrange your repair with the contractor booked for the job.
Photos can show people, post or belongings. Cover anything personal before you send a photo. We use photos only for the repair they belong to.
How long we keep it
[For example: repair reports and photos for 6 years after the tenancy ends, the usual period for property records]. When you leave, your sign-in is deleted and your photos are removed, except records we must keep by law.
Your rights
You can ask for a copy of your information, ask us to correct or delete it, or object. Write to privacy@keystonelets.example.com. You can also complain to [your data protection authority, for example the ICO in the UK].
Last updated [date].