Privacy Notice

Privacy Notice – For Tenants, Suppliers, Contractors, Business Contacts and Potential

Tenants.

1.We are B & P Properties Limited (B & P Properties)

We are a private real estate investment company.

We promise:

• To do our best to keep your data safe, in addition to respecting the privacy of clients and others.
• Never to sell your data to third parties.
• To give you ways to control the use of your data whenever we can.

02008068 a company registered in England and Wales. Our company registration number is and our registered office is at 19-23 High Street, Kidlington, Oxfordshire, OX5 2DH

2. We are a Data Controller.

This means that we are responsible for deciding how we hold and use personal information about you and explaining it clearly to you. In some circumstances, we are a Joint Controller, meaning that the organisation who provides the data to us, or the organisation we share that data with will also be responsible for deciding how the personal data is held and used.

3. This Privacy Notice applies to all tenants.

(including prospective and former tenants along with employees and representatives of business tenants) of B & P Properties; current, former and prospective contacts for both individuals and businesses; referrers; individuals who request information from us; any person who provides services to B & P Properties or the tenants of B & P Properties, either as an individual or as the employee or representative of a corporate service provider; third parties acting for our tenants.

4. We reserve the right to update this notice at any time.

We will notify you of any substantial updates. Should there need to be any additional processing or personal data, we will notify you separately.

5. Data Protection Contact

If you have any queries about Data Protection in relation to B & P Properties please contact Andrew Ponting:

By email: andrew@bp-properties.co.uk

By post: 118 Churchill Road, Bicester, Oxfordshire OX26 4XD

By telephone: 01869 252606

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6. How we collect information

We collect personal information directly from our tenants, our tenants’ professional advisers, our suppliers and contractors and our business contacts both at the start of the relationship and throughout.

Where the personal data is not collected directly from the data subject, it will have been obtained from one of the following sources: a.the supplier or contractor– for contact details of individuals within the supplier’s or contractor’s organisation
b.credit reference agencies – where we carry out sue diligence on a tenant or supplier
c.professional website – for details of professional accreditations and contact details of suppliers.

We may also collect information about tenants, our suppliers, contractors and business contacts from public sources, such as social media, online searches and Companies House.

7. Purpose for Processing Personal Data

The purpose of processing personal data is to fulfil our contractual duties towards our tenants in respect of the establishment of contracts and maintenance of the properties.

The personal data collected and processed are:

a. email address
b. name
c. address
d. mobile number
e. telephone number
f. professional registrations (as applicable)
g. VAT registration (as applicable)
h. gas safety registration (as applicable)
i. qualifications (as applicable)
j. information revealed during due diligence checks (may include nationality and date of birth)

8. Special Category Personal Data

We do not collect or process information relating to special category personal data as part of our day to day work (eg sex life, ethnicity, religion, political opinions, health, trade union membership etc).

Such information may become necessary in order to comply with our legal obligations (such as Health and Safety, Money Laundering Regulations or Equality Act claims). Where it does, such personal data will only be collected, processed and retained for such specific purposes.

9. Children’s Information

Our services are directed at adults. The only reason we would collect and process personal information relating to a child were if it was a legal requirement. If you suspect we hold or process any information relating to children under the age of 13, please notify us.

10. Lawful Basis for Processing

The majority of the processing of personal data we carry out is on a contractual basis, in order to fulfil our contracts with our tenants to let and maintain property and to carry out acquisitions.

We will process the data of potential tenants, suppliers and contractors on the basis of legitimate interests, in order to potentially enter into a contract for the letting or property or the supply of goods or services. This may include personal data such as names, telephone numbers and email addressed.

Occasionally, we will process personal data in accordance with our legal obligations. This may include special category personal data as detailed above. Where we do so, it may be without your knowledge or consent as required or permitted by law.

11. The Legitimate Interests for the Processing

Processing on the basis of legitimate interest is purely in order to potentially enter into a contract for the letting of property or the supply of goods or services.

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12. The Recipients or Categories of Recipients of the Personal Data

We do not sell or rent personal data to third parties. We do not share personal data for marketing purposes.

We do pass on personal data, such as name, address and contact number, to third party suppliers as necessary to fulfil our contractual obligations.

For the purpose of fulfilling our legal obligations, we will pass on personal data to Government Agencies and local authorities, or our legal advisors as required.

We use a wide range of third party companies to assist with fulfilling our contractual and legal duties. Below is a table containing the third party companies and organisations B & P Properties typically contracts with and a list of the data that would typically be provided to them.