JYB Limited Privacy Policy

 

1. Introduction

JYB Limited ("we," "us," or "our") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy describes how we collect, use, and share your personal data when you interact with us in our capacity as a property management company, including when you visit our website jyb.co.uk (the "Website") or apply to rent a property managed by us. You can contact us at +44 07863109013. We are a data controller for the personal data we process.

 

2. What Personal Data We Collect

We may collect and process the following types of personal data about you:

• Information you provide directly:
  • Contact Information: Your name, address, email address, phone number, and other contact details.
  • Identification Information: Copies of your passport, driving license, or other identification documents.
  • Financial Information: Bank account details, salary information, employment details, income statements, and other financial information relevant to your tenancy application.
  • Tenancy Application Information: Information provided in your tenancy application, including previous addresses, landlord references, guarantor details (if applicable), and information about occupants.
  • Communication Records: Records of our correspondence with you, including emails, letters, and phone calls.
  • Marketing Preferences: If you subscribe to our newsletters or marketing communications, we will collect your email address and your preferences for receiving such communications.
  • Website Contact: Information provided when you contact us through the Website (e.g., via a contact form or email).
• Information we collect automatically:

  • Technical Information: When you visit our Website, we may automatically collect certain technical information about your device and browsing activities, including your IP address, browser type, operating system, referring URLs, pages visited, and the dates/times of your visits. We may use cookies and similar tracking technologies to collect this information (please see our separate Cookie Policy for more details).  

  • Usage Data: We may collect information about how you use our Website, such as the features you interact with and the content you view.

• Sensitive Personal Data:
  • Credit Check Information: With your explicit consent, we may collect and process information relevant to creditworthiness, including credit history, financial standing, and any adverse financial information. This information may be obtained from credit reference agencies.

 

 

3. How We Use Your Personal Data

We may use your personal data for the following purposes:

• To manage tenancy applications: To assess your suitability as a tenant, including conducting credit checks and verifying the information provided in your application.
• To enter into and manage tenancy agreements: To prepare and execute tenancy agreements and manage the ongoing tenancy, including rent collection, property maintenance, and communication.
• To provide and improve our services: To operate, maintain, and improve the property management services we provide.
• To respond to your inquiries: To communicate with you and respond to your requests, questions, or feedback.
• To send marketing communications: With your consent (where required), to send you newsletters, property updates, and other marketing materials about our services. You can opt-out of receiving these communications at any time (see "Your Rights" below).
• To personalize your experience: To tailor the information and services we provide to your interests and preferences.
• For analytics and research: To analyze data to improve our services and understand tenant needs.
• For security and fraud prevention: To protect our business and tenants from fraud and other illegal activities.
• For legal and regulatory compliance: To comply with applicable laws, regulations, and legal processes related to property management.

 

4. Legal Basis for Processing Your Personal Data

We will only process your personal data when we have a lawful basis for doing so. These bases may include:

• Consent: Where you have given us your explicit consent to process your personal data for a specific purpose, including for conducting credit checks. You have the right to withdraw your consent at any time.
• Contract: Where the processing is necessary for the performance of a contract with you or to take steps at your request before entering into a contract (e.g., processing your tenancy application and the tenancy agreement).  
• Legitimate Interests: Where the processing is necessary for our legitimate interests or the legitimate interests of a third party (e.g., property owners), provided that your interests and fundamental rights do not override those interests. This may include managing our business, ensuring the suitability of tenants, and maintaining our properties. We will carefully assess our legitimate interests and ensure there is a balance between our interests and your privacy rights.  
• Legal Obligation: Where the processing is necessary for us to comply with a legal obligation (e.g., certain legal requirements related to tenancy management).

 

5. How We Share Your Personal Data

We may share your personal data with the following categories of recipients:

• Property Owners: We may share your personal data, including tenancy application information and credit check results (with your consent), with the owners of the properties we manage.
• Service Providers: We may engage third-party service providers to assist us in providing our services, such as credit reference agencies, referencing agencies, maintenance contractors, and IT support providers. We will ensure that these service providers are contractually obligated to protect your personal data in accordance with applicable data protection laws.
• Guarantors: If you provide a guarantor for your tenancy, we may share relevant information with them.
• Legal Authorities: We may disclose your personal data if required to do so by law or in response to a valid legal request, such as a court order or government investigation.  
• Business Transfers: In the event of a merger, acquisition, or other business transaction, your personal data may be transferred to the acquiring entity or other third party involved.  

 

6. International Transfers of Your Personal Data

Your personal data may be transferred to and processed in countries outside of the UK and the European Economic Area (EEA) that may have different data protection laws than your country of residence. Where we transfer your personal data to such countries, we will ensure that appropriate safeguards are in place to protect your personal data in accordance with UK data protection law. These safeguards may include:  

• Adequacy Decisions: Transferring personal data to countries that have been deemed by the UK to provide an adequate level of data protection.
• Standard Contractual Clauses: Implementing standard contractual clauses approved by the UK's Information Commissioner's Office (ICO) or other appropriate legal mechanisms.  

 

7. How We Protect Your Personal Data

We have implemented appropriate technical and organizational measures to protect your personal data against accidental or unlawful destruction, loss, alteration, unauthorized disclosure, or access. These measures include:  

• Encryption: Using encryption to protect sensitive personal data during transmission and storage.
• Secure Storage: Storing physical documents containing personal data securely.
• Access Controls: Implementing access controls to limit access to personal data to authorized personnel only.
• Regular Security Assessments: Conducting regular security assessments and vulnerability testing.  
• Data Minimization: Storing only the personal data necessary for the purposes outlined in this Privacy Policy.
• While we strive to protect your personal data, please be aware that no method of transmission over the internet or electronic storage is completely secure.  

 

8. How Long We Keep Your Personal Data

We will retain your personal data for as long as necessary to fulfill the purposes for which it was collected, including for the purposes of satisfying any legal, accounting, or reporting requirements. The specific retention periods will depend on the nature of the personal data and the purposes for processing.  

For example, we may retain:

• Tenancy application information for a period after the application process, even if unsuccessful, for potential future opportunities or to defend against legal claims.
• Tenancy agreement information for the duration of the tenancy and for a period thereafter as required by law.
• Credit check information for a limited period after a tenancy decision is made.
• Communication records for a reasonable period for customer service and record-keeping purposes.
• We will periodically review our retention periods and securely dispose of personal data that is no longer needed.

 

9. Your Rights

Under UK data protection law, you have certain rights regarding your personal data, including:

• The right to be informed: You have the right to be informed about the collection and use of your personal data. This Privacy Policy provides this information.  
• The right of access: You have the right to request access to the personal data we hold about you and to receive a copy of it.  
• The right to rectification: You have the right to request that we correct any inaccurate or incomplete personal data we hold about you.  
• The right to erasure ("right to be forgotten"): In certain circumstances, you have the right to request that we erase your personal data.
• The right to restrict processing: In certain circumstances, you have the right to request that we restrict the processing of your personal data.  
• The right to data portability: You have the right to receive your personal data in a structured, commonly used, and machine-readable format and to transmit it to another controller.  
• The right to object: You have the right to object to the processing of your personal data in certain circumstances, including for direct marketing purposes and where the processing is based on our legitimate interests.  
• Rights in relation to automated decision-making and profiling: You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal effects concerning you or similarly significantly affects you, unless this is necessary for entering into or performing a contract, authorized by law, or based on your explicit consent.  
• The right to withdraw consent: If we are processing your sensitive personal data (including credit check information) based on your explicit consent, you have the right to withdraw your consent at any time.

 

10. How to Exercise Your Rights

If you wish to exercise any of your rights, please contact us using the contact details provided in the introduction. We will respond to your request without undue delay and in accordance with applicable data protection law. We may need to verify your identity before processing your request.

 

11. Cookies and Similar Technologies

Our Website uses cookies and similar tracking technologies to enhance your browsing experience, analyze website traffic, and personalize content. 

 

12. Links to Other Websites

Our Website may contain links to other websites that are not operated by us. We are not responsible for the privacy practices of these third-party websites. We encourage you to review the privacy policies of any website you visit.  

 

13. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will post any changes on this page. We encourage you to review this Privacy Policy periodically.  

 

14. Contact Us

If you have any questions, concerns, or requests regarding this Privacy Policy or our data protection practices, please contact us.

 

15. Right to Complain to the ICO

You have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK's supervisory authority for data protection issues, if you believe that we have not complied with applicable data protection laws. You can find more information about how to do this on the ICO's website.

 

16. Effective Date

This policy was last updated and effective as of April 22, 2025