Privacy policy.
This Privacy Policy sets out how Bulwick Estates collects, uses and protects any personal data you give to us.
Bulwick Estates is committed to ensuring that your personal data is protected and secure. Should we ask you to provide certain information by which you can be identified, you can be assured that it will only be used in accordance with this policy.
Who we are
Our four Estates are registered with the Information Commissioners Office (ICO) under the Data Protection Act 1998 to process personal data. Further information regarding our registration can be found on the ICO website by quoting the registration numbers below.
Bulwick Home Farm Z1085865
Conant Settled Estate Z1085925
GTGC Discretionary Will Trust A8323922
Harringworth Lodge Estate Z1085956
What we collect
Personal data is collected and processed only to the extent that it is needed to fulfil business needs or legal requirements.
The data that we collect includes, but is not limited to,information that you give us though our communication on the telephone, e-mail or otherwise:
Name
Address
Contact details (telephone and email)
If you are a prospective tenant of the Estate we collect further personal data via our Tenant Application Form. In addition to the above, this includes:
Date of birth
Job title
Salary details
Bank details
If you move forward to become a tenant of the Estate, we will collect information relating to your identity, which will be at least one form of photographic identification (such as a passport, a driving licence or an identification card) and one form of documentation with proof of your place of residence (such as a recent utility bill).
What we do with your information
We may use your personal information you supply to us in the following ways:
For internal record keeping purposes. This data is only handled by staff employed by The Bulwick Estate.
To carry out the necessary checks in order to confirm your suitability as a tenant of the Estate. Unless otherwise advised, this is done via the Experian Credit Checking system. For further information about their Privacy Policy, please refer to their website.
To carry out our Landlord Obligations arising from your Tenancy Agreement or Lease and to provide you with the information, products and services that you request from us.
Security of your Data
We are subject to UK law and the Data Protection Act 1998. We will ensure your information is safe and managed appropriately. Personal data is stored on our servers and is not publicly accessible.
In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.
Bulwick Estates understands the importance of protecting your data. While we take the necessary steps to make your information safe, please keep in mind that no method of transmission of data over the internet (for example by email) is 100% secure, however we shall notify you within 24 hours if there is a data breach which is likely to result in a high risk to your rights and freedoms.
Third-party service providers
We manage all the properties, both residential and commercial, on the Estate. We use third party contractors to provide services and maintenance to our properties and therefore, we may need to share your personal details (contact telephone number) with them. We only provide them with the information they require to carry out the services we request. We endeavour to obtain consent from you before sharing any details but in emergency situations (fire, flood etc) prior consent may not be possible.
We require that our contractors protect this information appropriately and do not use it for any other purpose.
Personal Information Retention Period
We will retain specific information about your tenancy, application form and ID documents for the duration of the tenancy and a period of one year after it has ended. However, unless you request otherwise, we will keep to your name, contact number and forwarding address on our system for internal record keeping management only.
Your Rights
You have a right, subject to a number of exceptions, to access your own personal data. No fee will be charged for this. Your personal information will not be disclosed until your identity has been verified.
Legal Disclosure
In some cases we may be required to disclose your personal information to comply with legal requirements and requests from government agencies.
If you have any further questions about our Privacy Policy or would like to make any requests relating to your personal data, please contact the Estate Office on 01780 450 251.