{"id":1238,"date":"2023-01-23T09:33:23","date_gmt":"2023-01-23T09:33:23","guid":{"rendered":"http:\/\/southsidemanagement.com\/?page_id=1238"},"modified":"2026-05-15T12:32:24","modified_gmt":"2026-05-15T12:32:24","slug":"our-policies","status":"publish","type":"page","link":"http:\/\/aberdeenlettings.co.uk\/?page_id=1238","title":{"rendered":"Our Policies"},"content":{"rendered":"\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t\t
\n\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t
\n\t\t\t\t\t\t\t\t\t\t\t
\n\t\t\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t\t
\n\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t
\n\t\t\t\t\t\t\t
\n\t\t\t
<\/div>\n\t\t<\/div>\n\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t\t
\n\t\t\t
\n\t\t\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t\t
\n\t\t\t
\n\t\t\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t<\/div>\n\t\t\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t
\n\t\t\t\t\t\t\t
<\/div>\n\t\t\t\t\t\t\t
\n\t\t\t\t\t
\n\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t\t
\n\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t\t
\n\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t
\n\t\t\t\t\t
Our Policies<\/h6>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t\t
\n\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t
\n\t\t\t\t\t
Privacy Policy<\/a><\/h6>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t\t
\n\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t
\n\t\t\t\t\t
Cookie Policy<\/a><\/h6>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t
\n\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t\t
\n\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t\t
\n\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t
\n\t\t\t\t\t

Our Privacy Policy<\/h4>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t\t
\n\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t
\n\t\t\t\t\t\t\t\t\t

Aberdeen Lettings & Management Organisation Privacy Notice<\/h4>

Our contact details<\/strong><\/p>

Name: Aberdeen Lettings & Management Ltd<\/p>

Address: 125 Union Street (1st Floor), Aberdeen, AB11 6NH<\/p>

Phone Number: 01224 673 100<\/p>

E-mail: contact@aberdeenlettings.co.uk<\/p>

Web Address: www.aberdeenlettings.co.uk<\/p>

Main point of contact for data protection matters: Jennifer Cross E-mail: jen@aberdeenlettings.co.uk<\/p>

What type of information we have<\/strong><\/p>

We currently collect and process the following information:<\/p>

\u2022 Personal identifiers, contacts and characteristics (for example, name and contact details)
\u2022 Bank details
\u2022 Occupation status information
\u2022 Guarantor details
\u2022 Council tax account details
\u2022 Utility service details
\u2022 CCTV recordings from within the office
\u2022 Rent and other payments records
\u2022 Employee data
\u2022 IP addresses to track website traffic statistics
\u2022 Any other information necessary for applications<\/p>

How we get the information and why we have it<\/strong><\/p>

Most of the personal information we process is provided to us directly by you for one of<\/p>

the following reasons:<\/p>

\u2022 Applying for a property.
\u2022 Paying rent.
\u2022 Fulfilling other obligations under your tenancy agreement.
\u2022 When accessing our website.<\/p>

We also receive personal information indirectly, from the following sources in the following scenarios:<\/p>

\u2022 Utility companies or service providers.
\u2022 Neighbours in circumstances where they have a concern or complaint.
\u2022 Guarantors, where necessary.
\u2022 Other law enforcement agencies may give us information about you.
\u2022 The local authority may give us information relevant to Council Tax.<\/p>

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on forprocessing this information are:<\/p>

(a) Your consent.<\/p>

\u2022 You are able to remove your consent at any time. You can do this by contacting your designated Property Manager.<\/p>

(b) We have a contractual obligation under your tenancy agreement.<\/p>

What we do with the information we have <\/strong><\/p>

We use the information that you have given us in order to:<\/p>

\u2022 Write references when requested.
\u2022 Send receipts and any relevant documentation.
\u2022 Send any information about our business.<\/p>

We will only use the information that we collect about you lawfully.<\/p>

We will share information we hold on you with others, where this is necessary. This includes:<\/p>

\u2022 Partner companies and contractors to complete works in your property.
\u2022 To your next of kin, if details provided, in case of an emergency.
\u2022 With landlords or other letting agents where you have requested a reference for an application for another property.
\u2022 Utility and service providers to provide information about occupants of the property to enable them to contact you for billing.
\u2022 Guarantors and joint tenants, where it is necessary for your responsibilities under the tenancy agreement.
\u2022 SouthSide Property Management may be approached by law enforcement agencies with a request for data. If this occurs, we will disclose the data without the consent of the data subject.<\/p>

How we store your information<\/strong><\/p>

Your information is stored on our secure internal servers where only authorised persons within the business can access it. Servers and computers which contain data is protected by an approved security software and firewall.<\/p>

Electronic data stored on removeable media is kept locked away when not in use, accessible to authorised members only.<\/p>

We keep electronic personal information for up to 10 years, or as long as the information is relevant to the business. We will then erase your data by deleting it from the server and any offline locations it may be stored.<\/p>

Your data protection rights<\/strong><\/p>

Under data protection law, you have rights including:<\/p>

Your right of access<\/strong> – You have the right to ask us for copies of your personal information.<\/p>

Your right to rectification<\/strong> – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.<\/p>

Your right to erasure<\/strong> – You have the right to ask us to erase your personal information in certain circumstances.<\/p>

Your right to restriction of processing<\/strong> – You have the right to ask us to restrict the processing of your information in certain circumstances.<\/p>

Your right to object to processing<\/strong> – You have the the right to object to the processing of your personal data in certain circumstances.<\/p>

Your right to data portability<\/strong> – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.<\/p>

Subject Access Request <\/strong><\/p>

If any of your personal data is held by SouthSide Property Management, you are entitled to submit a subject access request.<\/p>

This includes:<\/p>

\u2022 What information the company holds on you and why;
\u2022 How to gain access to it;
\u2022 To keep informed how the information is kept up to date;
\u2022 And to keep informed how the company is meeting its data protection obligations.<\/p>

You are not required to pay any charge for exercising your rights. If you make a request,we have one month to respond to you.<\/p>

Please contact Jennifer Cross, at jen@aberdeenlettings.co.uk or phone the office at the above contact details if you wish to make a request.<\/p>

How to complain <\/strong><\/p>

If you have any concerns about data handling within Southside Property Management, you can contact:<\/p>

Jennifer Cross
125 Union Street (1st Floor)
Aberdeen
AB11 6BH<\/p>

You can also complain to the ICO if you are unhappy with how we have used your data.<\/p>

The ICO\u2019s address: Information Commissioner\u2019s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF<\/p>

Helpline number: 0303 123 1113<\/p>\t\t\t\t\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t

\n\t\t\t\t\t\t
\n\t\t\t\t\t
\n\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t\t
\n\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t
\n\t\t\t\t\t

Our Cookie Policy<\/h4>\t\t\t\t<\/div>\n\t\t\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/div>\n\t\t\t\t\t<\/div>\n\t\t<\/section>\n\t\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t\t
\n\t\t\t
\n\t\t\t\t\t\t
\n\t\t\t\t
\n\t\t\t\t\t\t\t\t\t

SouthSide Property Management Organisation Cookie Policy<\/h4>\n\n

This Cookie Policy was last updated on May 15, 2026 and applies to citizens and legal permanent residents of the United Kingdom.<\/i>
<\/p>

1. Introduction<\/h2>

Our website, http:\/\/aberdeenlettings.co.uk<\/a> (hereinafter: “the website”) uses cookies and other related technologies (for convenience all technologies are referred to as “cookies”). Cookies are also placed by third parties we have engaged. In the document below we inform you about the use of cookies on our website.<\/p>

2. What are cookies?<\/h2>

A cookie is a small simple file that is sent along with pages of this website and stored by your browser on the hard drive of your computer or another device. The information stored therein may be returned to our servers or to the servers of the relevant third parties during a subsequent visit.<\/p>

3. What are scripts?<\/h2>

A script is a piece of program code that is used to make our website function properly and interactively. This code is executed on our server or on your device.<\/p>

4. Cookies<\/h2>

4.1 Technical or functional cookies<\/p>

Some cookies ensure that certain parts of the website work properly and that your user preferences remain known. By placing functional cookies, we make it easier for you to visit our website. This way, you do not need to repeatedly enter the same information when visiting our website and, for example, the items remain in your shopping cart until you have paid. We may place these cookies without your consent.<\/p>

4.2 Statistics cookies<\/p>

We use statistics cookies to optimize the website experience for our users. With these statistics cookies we get insights in the usage of our website. We ask your permission to place statistics cookies.<\/p>

4.3 Marketing\/Tracking cookies<\/p>

Marketing\/Tracking cookies are cookies or any other form of local storage, used to create user profiles to display advertising or to track the user on this website or across several websites for similar marketing purposes.<\/p>

4.4 Social media<\/p>

On our website, we have included content from Instagram to promote web pages (e.g. \u201clike\u201d, \u201cpin\u201d) or share (e.g. \u201ctweet\u201d) on social networks like Instagram. This content is embedded with code derived from Instagram and places cookies. This content might store and process certain information for personalized advertising.<\/p>

Instagram are located in the United States.<\/p>

5. Placed cookies<\/h2>
<\/div>

6. Consent<\/h2>

When you visit our website for the first time, we will show you a pop-up with an explanation about cookies. As soon as you click on “Save preferences”, you consent to us using the categories of cookies and plug-ins you selected in the pop-up, as described in this Cookie Policy. You can disable the use of cookies via your browser, but please note that our website may no longer work properly.<\/p>

6.1 Manage your consent settings<\/p>