Privacy & lettings information

Renting a flat or a unit from Braeside NW Limited, or placing a building with the company, leaves paperwork sitting in the estates office. This page names that paperwork, gives the purpose behind it, states when it is destroyed, and tells you what the company will do the moment you ask about it.

What sits inside a tenancy file

A file opens when a letting is granted. It carries the agreement itself and the particulars standing behind it: who is renting, an email address or telephone number that reaches them, which property and which unit, the rent and the term, the way the deposit is held, opening meter readings and the condition record made at handover. It then grows through the tenancy with payments received, faults reported and the repair that followed, notes taken at an inspection, and the letters passing in each direction.

What is taken before keys are handed over

A landlord has to satisfy itself about a prospective occupier, so the office takes proof of identity, completes the right-to-rent check, and writes down the outcome of affordability and previous-landlord references. On a commercial letting the equivalent material concerns the business signing the lease and the people standing behind that business.

What an owner sends across

An owner weighing up whether to place a building with the company gives a name, a route for reaching them and the particulars of the property. Those details are filed together with the terms discussed and any agreement that follows from them.

What arrives with an enquiry

A message to the estates office carries the address it was sent from, whatever name is put at the foot of it, and the substance of the question. Where the conversation stops at that point, the message itself is the whole of the record.

Why the office works with any of it

The material is used to decide on and grant a letting, collect rent, arrange repairs and inspections, satisfy the duties that housing, safety and revenue law place on a landlord, and answer the correspondence that comes in. For a tenancy the ground is the contract between the parties alongside those statutory duties; for owner discussions and general enquiries it is the legitimate interest Braeside NW Limited has in operating its property and replying to the people who approach it.

Whose hands it passes through

Handling inside the company rests with those running the estates office. Beyond them it reaches a contractor sent out on a repair, so far as reaching you and finishing the job requires it; the scheme holding a tenancy deposit; the accountants and professional advisers retained by the company; and a public authority where legislation calls for it.

How these pages behave

Every word and every rule of styling on this site travels inside the page your browser has already received, so a visit draws the document and stops there. The estates office learns of you at the moment you choose to send an email to it.

What the company does with a file as time passes

We hold your tenancy file for the whole span of your occupation.

It stays live from the grant of the letting to the day the agreement ends, because that file is what the tenancy is administered from.

We carry the file on for a stretch after the keys come back.

Deposit rules, housing law and accounting law each fix a period outlasting the tenancy, and the file is destroyed once the longest of those periods has run out.

We shelve reference material for the span the check itself dictates.

Identity, right-to-rent and referencing paperwork is held for the term those rules prescribe, and it is destroyed at the close of that term.

We clear an enquiry away when the correspondence reaches its natural end.

A message that leads to no letting is removed from the office mailbox when the conversation behind it has plainly finished.

What the company will do when you ask

We will show you the tenancy file we hold.

Write in and the office assembles a copy of the material recorded against your name and sends it out to you.

We will correct an entry you tell us reads wrongly.

Point to the line, set out what it ought to say instead, and the entry is rewritten so it reads correctly.

We will erase what has outlived the reason it was taken.

Where neither the law nor a live agreement still calls for a piece of information, it comes off the file.

We will hold a use still while you query it.

Raise a doubt about something recorded and its use is suspended until the point between us is settled.

We will send your details onward in a format another system reads.

Material you supplied yourself and that we handle by machine can be issued to you, or to whoever you nominate, as a transferable file.

We will hear an objection to the way a detail is being used.

Say which use troubles you and the office either drops that use or sets out in writing the duty that keeps it going.

How quickly the company answers, and where a complaint goes

Requests of this kind are settled inside the statutory window, and the office writes back to confirm once the work on them is done. Anything left unresolved travels on to the Information Commissioner’s Office, the body charged with information rights in Britain, which can be invited to examine how Braeside NW Limited dealt with you.

Where to write

Email estates@braesidenw.info, or post a letter to Braeside NW Limited at the registered office set out below. Braeside NW Limited decides why this material is held and how it is used, and revised wording for this page appears here whenever it changes.

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