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)

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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.

Process

Data Item

Data Subject

Legal Basis

Purpose for collecting

Third Parties involved

Reason

Data Retention

Entering tenancy

Name Address Telephone number Email address

Tenant (including individuals at business tenant as appropriate)

Contract (tenant)

Legal obligation with Statutory Bodies

To enter into and maintain the tenancy contract/lease

  • Valuer – shared with
  • Statutory bodies –shared with
  • Banks- shared with
  • Insurance brokers –shared with
  • Letting agent –shared with /provided by
  • Credit ReferenceAgencies – sharedwith / provided by
  • Microsoft Exchange– shared with
  • To allow access forvaluation
  • Legalobligation
  • To facilitate the contract
  • To facilitatethe contract
  • To carry outdue diligence.
  • Used for the exchange ofemails

Duration of the tenancy/lease plus maximum archive period

 

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Process

Data Item

Data Subject

Legal Basis

Purpose for collecting

Third Parties involved

Reason

Data Retention

Contract for services

Name Address Telephone number Email

Contractor/supplier (or individual within business)

Legitimate interest – initial contact

Contract

Legal obligation with Statutory Bodies

To engage for services to maintain the property

  • Tenant – shared with
  • Statutory bodies –shared with
  • Letting agent –shared with /provided by
  • Credit ReferenceAgencies – sharedwith / provided by
  • Microsoft Exchange– shared with
  • To arrange entrance togrounds/keep tenant informed
  • Legal obligation
  • To facilitate the ongoingcontract
  • To carry outdue diligence.
  • Used for the exchange ofemails

Duration of the maintenance of the property plus 6 years

Contract for services and property management

Name Address Telephone number Email

Tenant

Contract

To engage for services to maintain the property

  • Contractor/supplier – shared with
  • Assessors – shared with
  • Microsoft Exchange – shared with
  • To arrange entrance togrounds
  • To arrangeentrance to thegrounds
  • Used for theexchange of emails

Duration of the management of the property plus 6 years

Property management

Name Address Telephone number Email Qualifications Professional registration number

EPC Assessor Electrician
Asbestos Assessor Gas Engineer Plumber (Assessors)

Legitimate Interest / Legal Obligation

To engage for legally required checks of property

  • Tenant – shared with
  • Statutory Bodies –shared with
  • Microsoft exchange– shared with
  • To facilitate entering property
  • To keep informed
  • Legal obligation
  • Used for exchange ofemails

Duration of the management of the property plus 6 years

 

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Process

Data Item

Data Subject

Legal Basis

Purpose for collecting

Third Parties involved

Reason

Data Retention

Use of consultant or professional contact

Name
Address Telephone number
Email Qualifications Professional registration number Insurance details

Consultant
Other professional

Legitimate interest Contract Legal Obligation

To be engaged for professional consultancy or work in their professional capacity

  • Tenant – shared with
  • Other professionals– shared with /provided by
  • Contractors – sharedwith / provided by
  • Statutory Bodies –shared with
  • Microsoft exchange– shared with
  • To keep informed
  • To facilitate the running ofthe business
  • To facilitatethe maintenance of the property
  • Legal obligation
  • Used for exchange ofemails

Duration of the management of the property plus 6 years

13. The Details of Transfers of the Personal Data to any Third Countries or International Organisations

All personal data held or processed by or on behalf of B & P Properties is held and processed within the UK and the European Union.

14. Security of Personal Data

15. The Rights Available to Individuals in Respect of the Processing

Individuals have the following rights in relation to the personal data used for marketing information:

a. The Right to be Informed – this Data Protection Notice tells you about the processing or personal data, your rights and our responsibilities.

b. The Right to Access – you can write to Andrew Ponting using the above contact details to request what personal data is held about you. We will confirm that you are the correct Data Subject and it will take up to 30 days from the original request to send a full response.

We treat all personal data as confidential and take appropriate steps to protect that information from accidental or unlawful destruction, loss, alteration, or unauthorised access.

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c. The Right to Rectification –if any of your data is incorrect or requires updating, please notify Andrew Ponting using the above contact details and the data will be rectified with 72 hours.

d. The Right to Restrict Processing – you have the right to request that the processing of your personal data be restricted. We may not have to grant this right where processing is for the purpose of contractual or legal obligations. Any request for restriction will receive a response within 14 calendar days.

e. The Right to Erasure – you have the right to request that data held on you be erased. We may not have to grant this right where processing is for the purpose of contractual or legal obligations. Any request for erasure will receive a response within 14 calendar days

f. The Right to Data Portability – you have the right to request to take your data with you. We may not have to grant this right where processing is for the purpose of contractual or legal obligations. Any request a data transfer will receive a response within 14 calendar days

g. The Right to Object to Processing – you have the right to object to processing of your personal data. We may not have to grant this right where processing is for the purpose of contractual or legal obligations. Any objection to processing will receive a response within 14 calendar days

h. Rights in Relation to Automated Decision Making and Profiling – you have rights in relation to automated decision making and profiling. We do not use any automated decision making or profiling.

16.The Right to Withdraw Consent

Where processing is based on consent, you have the right to withdraw such consent whenever you choose.

17.The right to lodge a complaint with a supervisory authority

Please let us know if you are unhappy with how we have used your personal information. You also have the right to complain to the Information Commissioner’s Office.

Details of how to are available on their website: https://ico.org.uk/concerns/

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Or you can write to the ICO at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Or you can telephone the ICO on: 0303 123 1113

18.The details of whether individuals are under a statutory or contractual obligation to provide the personal data

There are no statutory or contractual obligations to provide personal data for the purpose of marketing and subscriptions. This is purely on a consent basis where you wish to receive such information.

Thanks for taking the time to understand how B & Properties will use your data and thank you for trusting us with your personal data.

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