Privacy notice

Who we are

Licence Prep is a trading name of DemandOS Ltd, registered in England and Wales, company number 17351268, registered office 26 North Parade, York, YO30 7AB. DemandOS Ltd is the controller of the personal data described in this notice. Contact us at hello@licenceprep.co.uk or at the registered office.

We are an independent business. We are not a council, and this notice does not cover what a council does with a licence application once it has been made. The council is a separate controller and has its own privacy notice.

What we collect

When you send the portfolio check form or email us: your agency or company name and company number, your name, your work email address, your website, the number of properties you manage, the postcodes or areas you give us, and anything you write in your message.

When we prepare a licence application for a customer:

• property details: the address, type, layout and room sizes, how the property is let, and how many people and households live there;
• details of the people the council's form asks about: the proposed licence holder, the landlord or owner, the manager, and anyone else the form requires to be named, with their names, addresses, contact details and their connection to the property;
• the documents supplied to support the application, such as the floor plan, safety certificates and tenancy documents;
• our correspondence with the customer, and a record of the order and payment. We do not take card details through this website or by email.

Where it comes from. Most of this is given to us by the letting agent or landlord company that is our customer, not by the individuals themselves. If you are a landlord and your agent has asked us to prepare an application for your property, your agent gave us your details for that purpose. We ask customers to tell the people concerned that they have done so and to point them to this notice.

Tenants. We ask customers not to send tenants' names or contact details unless the council's form asks for them. Certificates and tenancy documents sometimes contain them. If the form does not need them, we do not use them.

Convictions and conduct. Licence applications ask about the convictions and past conduct of the proposed licence holder and manager. We do not collect these answers. The person making the declaration answers those questions themselves. Please do not send us this information. If you do, we will delete it.

When you visit this website: we do not use analytics or advertising cookies. The company that hosts the website processes technical data such as your IP address and browser type in its server logs, to deliver the pages and keep the site secure. See the cookies page.

Why we use it and our lawful basis

• To run a portfolio check and reply to an enquiry. It is in our legitimate interests, and our customer's, to answer a request made to us.
• To prepare an application and hand it to our customer. Where the customer is an individual acting in their own right, this is necessary to perform our contract with them. In every other case, including the details of landlords, managers and other people named in an application, it is in our legitimate interests, and those of our customer and the landlord, to prepare accurately the licence application our customer has asked for.
• To keep business, tax and accounting records. This is necessary to comply with our legal obligations.
• To deal with complaints and legal claims, and to keep the website secure. This is in our legitimate interests in running the business properly.

We do not send marketing emails unless you have asked us to. We do not make decisions about anyone by automated means, and we do not sell personal data.

Who we share it with

We give the prepared application and its documents to the customer who ordered it. We do not send applications to the council: the proposed licence holder or managing agent does that, and the council then holds the information as a controller in its own right.

We use service providers to host this website, to send and receive email, to receive and store documents and to keep accounts. They process personal data only on our instructions and under contract. Ask us if you would like the names of our current providers. We may also share information with our professional advisers, and with a regulator, court or public authority where the law requires it.

If a provider processes personal data outside the United Kingdom, we make sure a lawful transfer mechanism is in place, such as UK adequacy regulations or the International Data Transfer Agreement.

How long we keep it

• Portfolio checks and enquiries that do not become an order: up to 12 months from our last contact with you.
• Application files, meaning the documents supplied, the details of the people named and the prepared application: 12 months from the date we hand the application over, so that we can answer questions about what we prepared. We then delete them.
• A record of each order, what was delivered and when, and related correspondence: 6 years from handover.
• Accounting records: 6 years from the end of the financial year they relate to.

A customer can ask us to delete an application file sooner, and we will do so unless the law requires us to keep it.

Your rights

Under UK data protection law you have the right to ask for a copy of your personal data, to have it corrected, to have it erased, to restrict or object to our use of it, and to receive it in a portable format where that applies. You can object at any time to processing that we carry out on the basis of legitimate interests. Where we rely on your consent you can withdraw it at any time. To use any of these rights, email hello@licenceprep.co.uk. We will reply within one month. There is no charge.

These rights apply to you whether you are our customer or a person named in an application, such as a landlord.

How to complain

Please tell us first, so we can try to put it right. You also have the right to complain to the Information Commissioner's Office, the UK regulator for data protection: ico.org.uk/make-a-complaint, or write to the Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.

Changes to this notice

We will update this page if what we do with personal data changes, and change the date at the top.