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Let Mii Help Privacy Policy

Privacy Policy

Last Updated: 2024-12-20

1. Introduction

At Wenlock-Simpson Management LTD, trading as Let Mii Help, we are committed to protecting the privacy and data security of our customers, employees, and partners. This Privacy Policy outlines how we collect, use, and safeguard personal data in compliance with the General Data Protection Regulation (GDPR) and other applicable laws in the United Kingdom.

We collect and process personal data to provide our AI-powered property management services. This includes data such as names, addresses, phone numbers, email addresses, bank account details, transaction histories, property details, maintenance requests, and communication records.

2. Data Collection and Purpose

We collect personal data for the following purposes:

  • Identity verification of landlords and tenants.
  • Tenant application and screening processes.
  • Property management and maintenance workflows.
  • Rent tracking and financial reporting.
  • Late payment reminders and follow-ups.
  • Communication facilitation between landlords, tenants, and contractors.
  • Escrow management for maintenance payments.
  • Marketing communications (with explicit consent).
  • Compliance with legal and regulatory obligations.

Personal data is collected directly from users (landlords, tenants, and contractors) through the platform and associated services.

3. Lawful Basis for Data Processing

We process personal data based on lawful grounds under GDPR, including:

  • Consent: Explicit consent for activities like marketing communications.
  • Contractual Obligations: To fulfill agreements with users, such as tenancy management and contractor engagement.
  • Legal Compliance: Compliance with property laws and regulations, such as right-to-rent checks.
  • Legitimate Interests: For core services like rent monitoring, tenant support, and operational improvements.

Consent is managed separately from other terms, and individuals can withdraw it at any time.

4. Data Minimisation

We only collect personal data necessary for our services. Efforts are made to keep data accurate and up to date, with outdated or incorrect information rectified or deleted promptly.

5. Data Security

We employ robust technical and organizational measures to safeguard data against unauthorized access, loss, or misuse. Only authorized personnel have access to personal data.

6. Data Transfers

Where personal data is shared with service providers for operational purposes, we ensure compliance with GDPR standards, including secure data transfer mechanisms.

7. Data Retention

Personal data is retained for as long as required to fulfill the purpose for which it was collected or as required by law. For example:

  • Rent tracking and financial records are retained to meet regulatory requirements.
  • Contractor management records are kept until no longer relevant to active properties.

After the retention period, data is securely deleted or anonymized.

8. Specific Service Safeguards

  • Bank Transaction Monitoring: Data is processed securely through open banking integrations for rent tracking. Only transactions relevant to rental payments are monitored.
  • Chatbot Interactions: Data from AI-driven communications is used solely to assist tenants and streamline property management workflows.
  • Escrow Payments: Payment information for maintenance work is held securely until approval, ensuring funds are protected.

9. Data Subject Rights

Individuals have the right to:

  • Access, rectify, or erase their personal data.
  • Restrict processing or request data portability.
  • Withdraw consent for specific activities.
  • Object to processing where applicable.

To exercise these rights, contact our Data Privacy Officer at data@letmiihelp.com.

10. Data Breach Notification

In the event of a data breach that poses a risk to individuals' rights and freedoms, we will notify affected parties and relevant authorities promptly in compliance with GDPR.

11. Updates and Amendments

This Privacy Policy may be updated periodically to reflect changes in our operations or legal obligations. The latest version will always be available on our website.

12. Cookies and Tracking Technologies

We use cookies to improve user experience and provide personalized content. Users can manage their cookie preferences through browser settings.

13. Complaints and Dispute Resolution

If you believe your data protection rights have been violated, you can lodge a complaint with the UK Information Commissioner's Office (ICO). We also encourage resolving disputes amicably through our internal processes. Contact complaints@letmiihelp.com for assistance.

14. User-Provided Data Accuracy

Users are responsible for ensuring the accuracy of the data they provide. Inaccurate data may impact services, including rent tracking and contractor management.

15. Monitoring and Reporting

We may use anonymized or aggregated data for service improvements and operational efficiency. No identifiable user data is included in such reporting.