Patterson Portfolio/Essex Solutions take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.
We are notified as a Data Controller with the Office of the Information Commissioner under registration number Z2348852 and we are the data controller of any personal data that you provide to us.
Our Data Protection Officer is Conor Patterson.
Any questions relating to this notice and our privacy practices should be sent to Geraldine Lunn or Michelle Parsons in the absence of Geraldine Lunn.

The information we collect and how we use it
When you enquire or apply for one of our properties you will provide us with certain personal information which may include; names, address, telephone numbers, email address, nationality, marital status.

For referencing purposes you may provide additional information which will consist of date of birth, National Insurance number, bank and employment/salary details, any hire purchase/loan agreements/credit cards or store cards you may have, any welfare benefits you may be eligible for or are currently on, plus other information as required to carry out full referencing. You may also provide guarantor details, which will consist of name, address, email address, telephone numbers, date of birth, marital status, National Insurance number, employment/salary details plus other information as required to carry out full referencing.

Relevant information provided by you will be used by us

  • to undertake and perform our obligations and duties to you in accordance with the terms of our contract with you;
  • to confirm the identity of you (and guarantor where necessary), carry out referencing and communicate with you and your guarantor;
  • to enable us to supply you with the services and information which you have requested;
  • to help you to manage your tenancy;
  • to carry out due diligence on any prospective tenant, including whether there is any money judgements against them, or any history of bankruptcy or insolvency;
  • to analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer;
  • to contact you in order to send you details of any changes to our or supplies which may affect you; and
  • for all other purposes consistent with the proper performance of our operations and business.

This information may be provided by telephone, by electronic communications, via direct contact with our employees, by completing referencing forms either by hand or online with our referencing company or online through our websites.

Sharing your information: 
The information you provide to us will be treated by us as confidential and will be processed only by any of third party, acting on our behalf, within the UK/EEA.  We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:

  • To carry out due diligence on you as a prospective tenant/ guarantor, including but not limited to the carrying out of affordability checks, due diligence checks and the obtaining of references from relevant parties, whose data you have provided;
  • If you request so, your information shall be disclosed in order to determine if there are any money judgements against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency;
  • To enable the protection of your deposit with Mydeposits, your name, phone number, email address, property address will be supplied to Mydeposits;
  • To enable maintenance/repair works to the property, your name, phone number and the property address will be supplied to our relevant trade/s;
  • If you are unable to make payments under your tenancy, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a tenant; and
  • In the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this;
  • To enable the valuation from time to time by Estate Agents/Letting Agents of the property and show prospective tenants/buyers the property, your name, phone number, email address and property address will be supplied to the Estate Agents/Letting Agents.

Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent.
Information you provide will not be passed onto marketing organisations or used for marketing purposes.

How we protect your information
This information will be stored on our secure computer systems and in our manual records with access by Patterson Portfolio staff only, all computers are password protected.

How long we will keep your information
We will retain your information for the duration of your tenancy and for a reasonable period after termination of your tenancy or for as long as is required by law, data will be disposed of securely.

Your Rights
You have the right at any time to:

  • ask for a copy of the information about you held by us in our records;
  • require us to correct any inaccuracies in your information;
  • make a request to us to delete what personal data of yours we hold;

If you would like to exercise any of your rights above please contact us at
Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information.

The Information Commissioner’s contact details are noted below:
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113

Information Commissioner’s Office
2nd floor, Churchill House
Churchill way, Cardiff, CF10 2HH
Telephone: 029 2067 8400

The accuracy of your information is important to us – please help us keep our records updated by informing  us of any changes to your email address and other contact details.

By submitting your information to us you give your consent to the use of that information as set out in this policy.

If we change our Privacy Policy we will post the changes on our website/s. We will also e-mail you should we make any significant changes. Continuing to be a tenant of Patterson Portfolio will signify that you agree to any such changes.

Where you provide information about individuals other than yourself you warrant that you have obtained that person’s consent to the use of such information.