This Privacy Notice applies to tenants of Llanarth Estate properties. This document explains how and for what purposes the estate collects and processes information supplied by you in order to conduct business activities as a landlord. Our routine business activities include:
Llanarth Estate is the Data Controller under the terms of the UK Data Protection Bill and General Data Protection Regulations (2018) whose office is located at 23A Gold Tops, Newport, NP20 4UL. Tel: 01633-263036. Email: office@goldtops.com
The information we require from you, the tenant(s) or leaseholder(s), may include any of the
following:
If you do not provide this information we may not be able to provide all our services to you, and ultimately you may not be able to hold a tenancy or lease with us or purchase a property through us. In this respect, we would be grateful if you would keep us updated with changes to your personal details.
Llanarth Estate usually communicates with tenants by post, email, telephone or face to face. The estate collects information from you when you apply for one of our properties, complete our forms, when you call, write, email or meet our staff. We may also receive personal data about you from third parties including:
We operate a CCTV system at 23A Gold Tops, Newport, for the detection and prevention of crime. It operates continuously and recordings are stored for 30 days previous to the current day.
The personal data we require from you is used to manage your tenancy or leasehold agreement or any other contract between you and the Llanarth Estate. The performance of this contract is the legal basis for processing your personal data and carrying out our business activities. The processing activities we conduct can be summarized as:
Llanarth Estate operates a range of IT systems for efficient operation of business activities. Personal data is stored and managed within those systems which are protected and maintained to achieve a high level of confidentiality and information security. All paper and electronic data is held within the UK.
Much of the information we process relates to our properties and their maintenance and repair. We do not consider property information used in conjunction with a property address to be your personal information. For example, the age of the kitchen, results from an asbestos survey,
planning to replace windows or a repair to a tap. We may also take photographs of our properties to assist with general maintenance and repair.
Llanarth Estate shares limited personal information such as contact details with our contractors who are carrying out services on our behalf, for example central heating boiler services. Our contractors are required to comply with the law to ensure data is managed appropriately and for specified purposes.
The estate may need to share personal data with government departments and agencies, with utility companies or with other organizations and agencies where we are legally allowed to do so. We may also need to share information with solicitors, surveyors, estate agents, mortgage
brokers, financial advisors, court agents and insurers relating to a property sale.
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 an initial period of six years afterwards.
At that point the basic history of the tenancy including who held the tenancy and all expired legal documents will be held permanently in our estate archives due to the nature of the Llanarth Estate being a part of a historic estate.
Under the UK Data Protection Bill and General Data Protection Regulations (2018) you have a number of rights with regard to your personal data. You have the right to update and correct it and request a copy of the data we hold. Whenever we process your personal information we will ensure that we always keep your personal rights in high regard and take account of these rights. Please bear in mind that if you object this may affect our ability to fulfil our obligations as your landlord.