Introduction
This privacy policy explains how tundra-craft collects, uses, stores, and protects personal information when you use our document verification services. We are committed to protecting your privacy and handling your data responsibly in accordance with UK data protection legislation.
As a data controller registered with the Information Commissioner's Office, we take our obligations under the General Data Protection Regulation and the Data Protection Act 2018 seriously.
Information We Collect
When you request our verification services, we collect and process the following types of information:
Personal Identification Information
- Full name and any previous names
- Date of birth
- Current and previous addresses
- Contact details including email address
- Government-issued identification documents
Employment and Financial Information
- Employment history and current employment details
- Income information and financial documents
- Bank statements and tax documentation
- Credit history and payment records
Tenancy Information
- Previous landlord details and references
- Rental history
- Details of any tenancy-related disputes or issues
How We Use Your Information
We process your personal data for the following purposes:
- To perform document verification services as requested by landlords, letting agents, or property management companies
- To contact employers, referees, and other third parties to verify information provided
- To prepare and deliver verification reports to the party who commissioned the check
- To comply with legal obligations and regulatory requirements
- To maintain records for quality assurance and dispute resolution
- To improve our services and develop new verification methodologies
Legal Basis for Processing
We process your personal data based on the following legal grounds:
- Consent: Where you or the party commissioning the verification has provided explicit consent for us to process your data
- Legitimate Interests: To protect the legitimate interests of landlords and letting agents in assessing tenant suitability
- Legal Obligation: Where processing is necessary to comply with UK laws and regulations
- Contract: To fulfill our contractual obligations to clients who commission verification services
Data Sharing and Disclosure
We share your information only in the following circumstances:
- With clients: We provide verification reports to the landlord, letting agent, or property management company who commissioned the check
- With verification sources: We contact employers, previous landlords, referees, and credit reference agencies to verify information
- With service providers: We use secure third-party services for data storage, encryption, and document management
- Legal requirements: We may disclose information where required by law, court order, or regulatory authority
We do not sell, rent, or trade your personal information to third parties for marketing purposes.
Data Security
We implement comprehensive security measures to protect your personal information:
- End-to-end encryption for all data transmission
- Secure server infrastructure with regular security audits
- Access controls limiting data access to authorized personnel only
- Regular staff training on data protection and security procedures
- ISO 27001 certified information security management system
- Secure destruction protocols for documents no longer required
Data Retention
We retain your personal data only for as long as necessary to fulfill the purposes for which it was collected:
- Verification documents and reports: 6 years from date of verification
- Communication records: 3 years from last contact
- Financial records: 7 years as required by UK tax law
After the retention period expires, we securely delete or anonymize your data in accordance with our data retention policy.
Your Rights
Under UK data protection law, you have the following rights:
- Right of access: Request a copy of the personal data we hold about you
- Right to rectification: Request correction of inaccurate or incomplete data
- Right to erasure: Request deletion of your data in certain circumstances
- Right to restrict processing: Request that we limit how we use your data
- Right to data portability: Receive your data in a structured, machine-readable format
- Right to object: Object to processing based on legitimate interests
- Rights related to automated decision-making: Request human review of automated decisions
To exercise any of these rights, contact us at [email protected] with your request. We will respond within one month.
Cookies and Website Data
Our website uses cookies to improve user experience and maintain preferences. For detailed information about our cookie usage, please see our Cookie Policy.
International Data Transfers
We store and process all data within the United Kingdom. We do not routinely transfer personal data outside the UK. If international transfers become necessary, we will ensure appropriate safeguards are in place.
Changes to This Policy
We may update this privacy policy periodically to reflect changes in our practices or legal requirements. When we make significant changes, we will notify clients via email and update the "Last updated" date at the top of this page.
Contact and Complaints
If you have questions about this privacy policy or wish to exercise your data protection rights, contact us at:
Email: [email protected]
Address: 142 Pentonville Road, London, N1 9JE, United Kingdom
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues:
ICO Website: ico.org.uk
ICO Helpline: 0303 123 1113