Privacy Policy - Residential Lettings

This privacy notice sets out the way we process your personal information and we’ve created this privacy notice to make sure you are aware of how we use your data when you are an applicant, tenant or leaseholder of a Landlord whose registered office is held at Burghley Estate Office, 61 St Martins, Stamford, Lincolnshire, PE9 2LQ, or whose property is represented and let by Burghley House Preservation Trust Limited, including The Will Trust for the Late Sixth Marquess of Exeter, Burghley Estate Farms Ltd and Lord Burghley Hospital. We will always refer to this notice when we ask for your consent and we’ll keep this notice updated so that you can be confident when sharing your information with us that it will only be used for what we describe here.
Burghley House Preservation Trust Limited (“BHPT Ltd”), Burghley Estate Office, 61 St Martins, Stamford, Lincolnshire PE9 2LQ is a limited company registered in England and Wales (no. 951524) and a charity. Charity registration no. 258489.

BHPT Ltd is the ‘data controller’ of your personal data and is subject to the General Data Protection Regulation (the “GDPR”). BHPT Ltd is registered with the UK Information Commissioner’s Office with registration number Z6132206.

How we collect your information

We may collect your information via a variety sources, namely:

• when you apply for one or our properties or services,
• when you complete one of our forms,
• when you call, write, email or meet with us or respond to a survey.
• when you use our website or make an enquiry via Primelocation or Zoopla.

Our landline calls are not recorded. We do have the facility to record a message on the main contact number (01780 752075) voicemail which operates out of office hours, public holidays or when the office is unmanned. Each staff member’s direct dial has its own voicemail facility for callers to leave a message.

We may take photographs in properties occupied by our tenants for the purposes of general marketing and publicity. We request the consent of individuals before publication.
We may take photographs, both internally and externally, to provide contractors with a more comprehensive description of faults and repairs.

We may also receive information about you from third parties including:-

• Your council or benefits office relating to your housing.
• Prior Landlords and credit agencies when you apply for a property.
• Police, welfare or support organisations dealing with you.
• Financial institutions
• Solicitors
• Guarantors assisting with your application for let property

The types of information we collect

We may collect the following types of personal data about you (and your family members, where relevant):-

• Title, Full Name (including all middle names)
• Address
• Previous address
• Date of Birth
• Contact details (landline, mobile phone number, email or correspondence address)
• Full details of persons attending a viewing appointment, including their contact information, and make, model and car registration prior to a viewing appointment taking place.
• Details of anyone, aged 18 or over, who will reside at the property.
• Proof of house eligibility, any interest or equity in another property.
• Other personal information that will vary to help us resolve a breach of tenancy, alleged anti-social behaviour or fraud.
• Scanned and paper copy of documents to enable the Landlord to satisfy Right to Rent legislation as required by the Immigration Act 2016. Copy documents will be retained for the time you are tenant(s) plus one year after.
• Disabilities or vulnerabilities, where volunteered by you. We use this information to tailor our service to better meet the suitability of the property to your requirements.
• Financial information – we may use this to help resolve referencing applications rejected by credit referencing agencies.
• Criteria for properties to be considered by you – including number and type of pets, number and ages of children, preferred location, location in proximity to schools, number of vehicles, place of work, reason for relocation, current property ownership/rental status.

How we use personal information

Personal information provided to us will be used for the purposes outlined at the time of collection or application in accordance with the preferences you express.
Personal data collected and processed by us may be used for the following purposes:-

• To manage your tenancy or leasehold agreement or other contract between you and one of the Landlords.
• To conduct statistical analysis to help improve our services to others, as well as to evaluate our performance against others. When possible statistical information is anonymised or pseudomised.
• To conduct property inspections, gaining feedback to gauge satisfaction and improve on property management.
• To tailor our messages to our potential and existing tenants and leaseholders to ensure all communications (marketing and service related) you receive from us are relevant;
  where this is necessary for the performance of a contract with you, or where this is necessary for our legitimate interests, or where we send marketing communications by electronic means, where we have your consent to do so.

Children’s information

We do not normally process children’s information as part of a tenancy, as all tenants are adults. However, we record the basic details if they are resident in one of our properties, including their name and date of birth.

Property Information

Much of the data we use relates to our properties and their maintenance and repair. We do not consider property information used in conjunction with the property address to be your personal information. For example, age of a kitchen, results from asbestos surveys, planning to replace fittings.

We are usually happy to provide you with answers to questions you may have about the property you are living in and work done to it.

As soon as your name, contact details or other personal information is used in conjunction with property information, such as to complete a repair visit, then this is treated as personal information.

We operate a range of information and communication systems and technologies for efficient operation of our business. Personal information is stored and managed within those systems and maintained to a high level of security, confidentiality and integrity.

We hold information on IT systems which may be copied for testing, backup, archiving and disaster recovery purposes. Data is held in the cloud, on BHPT server and offsite backup.

Your marketing preferences

Burghley Estate will always act upon your wishes in respect of what type of communications you want to receive and how you want to receive them. There are some communications, however, that we need to send you regardless of your marketing preferences. These are what we would describe as essential communications to fulfil our contractual obligations to you as a tenant or Leaseholder. Examples of this kind of communication would be:

• Transaction notifications, such as payment receipts.
• Tenancy related mailings such as gas and electricity tests and tenancy deposit processes

You are always in control of how we communicate with you. You can update your choices and/or your contact details by contacting us at the details below.

Sharing your information with others

We do not share your personal information with unrelated third parties unless we are allowed or required to do so by law or we have your explicit permission to do so.

Personal data collected and processed by us may be shared with the following groups where necessary for the purposes of administering your tenancy agreement:-

• Burghley employees
• Solicitors
• Letting agents
• Court agents
• Debt collection agencies
• Surveyors and valuers relating to a property sale/remortgage
• Referencing agencies
• Maintenance contractors (including to run our out of office hours telephone service or to complete emergency, responsive or planned property repairs)
• Government departments and agencies
• Regulatory bodies and auditors
• Utility companies
• Other organisations and agencies where we are legally allowed to do so.

All of the above are required to comply with the law and their own data management processes to ensure date is managed appropriately and for specified purposes.

How long your information is kept

We hold your information only as long as necessary for each purpose we use it.
The information compiled for your initial property enquiry will be kept for a period of six months after which the information will be disposed of unless further contact is made by you.
Information relating to a tenancy or lease agreement will be kept for as long as the agreement is active or where money is owed on the account, and for a period of seven years for audit purposes.

The basic history of who held a tenancy at which property will be held in perpetuity, as it pertains to historic records. This basic data is stored but no longer processed.
Your rights

You have a number of rights regarding your data, including the following:-
You have the right to ask us, in writing, for a copy of all the personal data held about you (this is known as a Subject Access Request). A copy will be sent to you as soon as possible and this will be no later than one month after your request.

You have the right to require us to correct the personal data we hold on you if it is inaccurate.
You have the right to request that we erase your personal data.
You have the right to request that we restrict our data processing activities (and, where our processing is based on your consent, you may withdraw that consent at any time).
You have the right to receive from us the personal data we hold about you which you have provided to us, in a reasonable format specified by you, including for the purpose of transmitting that personal data to another data controller.
You have the right to object, on grounds relating to your particular situation, to any of our particular processing activities where you feel this has a disproportionate impact on your rights.

Please note that the above rights are not absolute and we may be entitled to refuse requests where exceptions apply: for example, if we can show our processing is necessary for a lawful purpose set out in this Privacy Notice.

Updating and amending your personal information

We will always try to keep your data as up-to-date as possible. If at any time you want to update or amend your personal data or marketing preferences then you can do so by contacting us at the details below.

The verification, updating or amendment of personal data will take place within 28 days of receipt of your request.

Cookies

In addition to the information that you supply to us, information and data may be automatically collected through the use of cookies. Cookies are small files stored within your web browser from our website. Our website cookies do not collect personal information about you nor do they allow us to access your computer in any way.
We use tracking cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and no personally identifiable information is stored.
 
Links to other websites

Our website may contain links to other websites or services. You should note that we are in no way responsible for the content or privacy policies these websites / services may have in place and advise that you use caution and refer to these websites own privacy statements and terms.
Contact and complaints

If you have any queries about this Privacy Notice or how we process your personal information, or if you wish to exercise your rights under applicable law, you may contact us by:
Telephone: 01780 752075
Email: lettings@burghleyestate.co.uk
Post: Burghley Estate Office, 61 St Martins, Stamford, Lincolnshire PE9 2LQ
You can find out more about your rights under applicable data protection legislation from the ICO website at www.ico.org.uk