Privacy Notice 

The Elvetham Estate, including Elvetham Charities & The Elvetham Farm Partnership

The Elvetham Estate is committed to protecting your privacy.  We will use the personal information that we collect about you in accordance with the Data Protection Act 1998 and the Privacy and Electronic Communications Regulations 2003, and, from 25th May 2018, the General Data Protection Regulation.  This notice applies to you if we process your personal information and is relevant to prospective website enquiries, suppliers, customers, tenants or prospective tenants, employees, or someone who is affected by our activities.  This privacy notice sets out how we collect, use and share your personal information.  This notice does not form part of any contract relating to properties which are rented from us, or any contract the organisation you work for has.

 For the purposes of this privacy notice the controller is the relevant Entity listed on Appendix A.  References to we, our, or us in this privacy notice are to the relevant Entity as noted in Appendix A.

Personal Information We Collect 

We may collect the following types of personal information about you:

  • Contact details: information that allows us to identify and contact you directly such as your name, title, address, email address, telephone numbers and emergency contact details, family members, referees, guarantors, date of birth, and dates of availability.
  • We keep a record of the emails we may send you and in some cases, we may track whether you receive or open them (if your email software provides this information).  We hold contact details so that we may enter into a contract with you.
  •  Identification information: passport and other official identification details, information from a third-party money laundering check provider, Companies House information.
  • Financial information: Bank details for paying our suppliers, payment and receipt details, rents and service and/or estate charges, financial status
  • Details of your work history: This includes may include positions, roles and responsibilities 
  • Personal history and information: This includes hobbies, interests, marital status, family details and in some cases, dietary requirements.
  • Creditworthiness: We may undertake investigations into your creditworthiness in order to establish whether to enter into or continue a business relationship with you or in the event that you wish to rent an Estate property.  Credit referencing companies will have their own Data Protection policies and Privacy Notices which will deal with data collected from prospective tenants.
  • Details of your performance: when working with or for us or in relation to any project or work we are engaged in.
  • How you use our website: we collect information about the pages you look at and how you use them (via cookies)
  • Details of the correspondence (including e-mail correspondence) you send and receive from us: this includes faxes, letters and emails, SMS, MMS and other electronic communication
  • Website Enquiry Form Data: for example when you enter your details onto our website to request for information
  • IP address information: your computer’s IP address allows us to track your usage of our website.

Special Categories Of Personal Information 

    We do not generally collect, store and use the following “special categories” of more sensitive personal information regarding you except when we need to comply with a legal obligation, you have given consent, or it relates to a dispute:
  • information about your race or ethnicity, religious beliefs, sexual orientation and political opinions; 
  • information about your trade union memberships;
  • information about your health, including any medical condition, (unless this is to show that you meet the independent living criteria in order to be eligible for almshouse accommodation), health and sickness records, medical records and health professional information; and
  • biometric information about you, for example fingerprints, retina scans
  • we will not collect, store and use any criminal records information in relation to you except the extent we are legally required to carry out money laundering or other checks relating to you, or you have given your consent.

SOURCES WE COLLECT YOUR INFORMATION FROM

    We will collect personal information from a number of sources. These include the following:
  • Directly from you: from yourself, when you indicate that you wish to obtain information, rent from us, complete forms we provide to you, use our website, provide money laundering information to us, contact us by phone, email or communicate with us in some other way or provide information to us directly in some other way.
  • Third parties authorised by you; a family member, managing agents, letting agents, a business you work for or someone else authorised by you.
  • Our website: provides us with information about how you use it and the devices that you use to connect to our website.
  • Providers of information: which may include credit reference agencies, money laundering check providers, the Land Registry and other providers of information.
  • Portals and other web platforms: for example Rightmove, Zoopla, social media.
  • Professional advisors: such as lawyers, accountants, financial advisors and surveyors.

If you are providing us with details of referees, family members and emergency contacts they have a right to know and to be aware of how what personal information we hold about them, how we collect it and how we use and may share that information.  Please share this privacy notice with those of them whom you feel are sufficiently mature to understand it. They also have the same rights as set out in the “Your rights in relation to personal information” section below.

What We Use Your Personal Information For

The list below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this. This will depend upon the nature of your relationship and interactions with us.

  • Identity and money laundering checks and passing details of our money laundering checks to third parties and to carry out credit checks 
  • Personal information used: All the personal information we collect 
  • Lawful basis: We may have a legal obligation to undertake identification and money laundering checks and to provide those details to third parties. We and a third party also have a legitimate interest in knowing your identity and carrying out money laundering checks and ensuring that we are likely to be paid
  • Enter into and perform contracts and/or rental agreements, where we may be supplying premises or products/services to you and/or you may be supplying premises or products/services to us or we may be involved in similar arrangements with third parties
  • Personal information used: All the personal information we collect 
  • Lawful basis: To enter into and perform contracts with either yourself or the organisation that you represent. We have a legitimate interest to properly perform contracts with third parties. 
  • Deal with your queries or complaints or raise queries or complaints with you or the organisation you represent 
  • Personal information used: All the personal information we collect 
  • Lawful basis: This may be necessary to perform a contract with you or the organisation that you represent. We have a contractual obligation to improve the premises, services and/or products we provide. 
  • Maintain and improve our premises, and services 
  • Personal information used: All the personal information we collect 
  • Lawful basis: We have a contractual obligation to improve the premises, services and/or products we provide. 
  • To provide you with requested information 
  • Personal information used: Contact details and services and products or other information that you have requested we provide to you or your organisation 
  • Lawful basis: To comply with any request made by you or the organisation that you represent. 
  • To comply with our legal and regulatory obligations 
  • Personal information used: All the personal information we collect 
  • Lawful basis: To comply with any legal and regulatory obligation or requirement
  • Fraud, crime prevention and debt collection 
  • Personal information used: All the personal information we collect 
  • Lawful basis: We have a legitimate interest to detect and prevent crime and to collect debts.
  • To manage our relationship with you and/or the organisation you represent and to operate our business
  • Personal information used: All the personal information we collect 
  • Lawful basis: We have a legitimate interest to operate our business in an efficient way and to expand our business. To enter into and perform contracts with either yourself or the organisation that you represent. 
  • Storage of records relating to you or the organisation you represent and also records relating to our business 
  • Personal information used: All the personal information we collect 
  • Lawful basis: To be able to manage and fulfil any contract with you or the organisation you represent, we may have a legal obligation to do so and we also have a legitimate interest to keep proper records. 

For some of your personal information we may have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to properly perform our contract with you or the organisation you represent or comply with legal obligations and we may have to terminate our relationship. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our arrangements with you or the organisation you represent.

Security

Although we restrict the information we hold to essential information only, all personal information we hold is held securely, strictly controlled and restricted to those who need it.  We will delete personal information when we no longer need it.  We have numerous security measure in place to protect the loss, misuse and alteration of information under our control such as passwords and firewalls.  We cannot, however, guarantee that these measures are, or will remain, inadequate. Our systems are password protected, back-up data is encrypted and all files are held in a locked filing room, locked filing cabinets or secure safe.  In some instances, third parties may ask for or want referrals eg future or previous landlords.  Other information providers with whom we may share information include The Land Registry, Companies House, Police and law enforcement agencies to assist with the investigation and prevention of crime.  We do take data security very seriously and will use all reasonable endeavours to protect the integrity and security of the personal information we collect about you.

We do not disclose personal information to anyone else except as set out above, unless we have your consent or we are legally obliged to do so.  We do not sell your data and nor do we transfer to, or store information in countries outside of the UK and the European Union.

Your Rights
  • You have the right to object to the processing of your personal information 
  • You have the right to access the personal information we hold about you
  • If the personal information we hold about you is incorrect you can ask us to correct it
  • You have the right to ask us to delete personal information that we hold about you
  • If we change the way that we use your personal information at any point, we will amend this privacy notice
  • You have the right to know what personal information we are holding about you, including in a format which is compatible with your computer system
  • You have the right to withdraw any consent given by you in relation to processing your personal information by contacting us via the details set out below

How Long Will We Keep Your Personal Information For?
We will keep your personal information for only as long as we need to and in accordance with our legal and regulatory requirements and Estate archiving policy.

Legal Grounds for Using Your Personal Information

Necessary for a contract
We will need to use your personal information in order to perform our obligations under our contracts with you.  For example, The Estates’ Managing Agents, FowlerFortescue, require your personal information in order to be able to prepare tenancy agreements and facilitate property repairs, to attend to routine maintenance matters and in order to deal with all relevant compliance and contractual matters; we need your name and contact details to pass to our Approved Contractors when requiring access to a property.  For Approved Contractors working for the Estate, we will require your contact details to put you in touch with tenants, bank details for processing payments and for obtaining compulsory insurance certification etc.

Legitimate Interests
This means that processing of data is necessary for our legitimate interests.  The Elvetham Estate relies on this right to hold and use personal information to pursue its legitimate business interests.

Legal Compliance
In order to comply with our obligations under Right To Rent legislation we have to process your personal data to establish your Right To Rent.

Contact Us: 

By Enquiries via our website http://www.elvetham.co.uk

By telephone (01252) 844817 

For a full copy of the Estate’s GDPR policy please contact Alison Parr on 01252 844817 

You can view our Cookie Policy by clicking here . 

Appendix A:

Calthorpe Estates Group and Entities

Elvetham Estate

North Ormsby Farm Partnership privacy policy – click here to find out more

Ballintomb Farm Partnership privacy policy – click here to find out more

Muckrach Estate privacy policy – click here to find out more

Elvetham Farm Partnership privacy policy – click here to find out more

The Elvetham Charities