GMS Estates Limited understands that your privacy is important and that you care about how your personal data is used. We respect and value the privacy of all of our tenants, shareholders, contractors and others with whom we have a relationship. We will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.
GMS Estates Limited
Private Limited Company registered in England under company number 210378
Registered address and Head Office 32 Great James Street, London WC1N 3HB
Residential Office: 127a Queensway, London, W2 4SJ
Main Switchboard telephone number: 020 7831 8041
Data Protection Officer: Bernadette Griffin, email address: email@example.com
This Privacy Notice explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’. Personal data is, in simpler terms, any information about you that enables you to be identified. The personal data that we use is set out in Part 5 below.
The personal data that we use is set out in Part 5 below.
Under the GDPR, you have the following rights, which we will always work to uphold:
Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.
If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
We may collect some or all of the following personal data (this may vary according to your relationship with us):
On occasion personal data may be obtained from third parties, such as managing agents, referees, reference checking agencies or others providing services to us.
Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for the performance of a contract with you, because you have consented to our use of your personal data, for legal compliance 3 purposes or because it is in our legitimate business interests to use it. Depending on your relationship with us, your personal data may be used for one or more of the following purposes:
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. This will usually be for the duration of our relationship and then for a period of six years thereafter. In some cases, we may retain your information for longer but only if there is a relevant or legal reason for doing so.
We will only store or transfer your personal data in the UK. This means that it will be fully protected under the GDPR.
We may share your personal data with other companies in our group for tenancy or property management or transactional purposes. The group comprises GMS Estates Limited, as the parent company, and our subsidiaries.
We may sometimes contract with third parties to supply services on our behalf. These may include payment processing, tenancy or property management, contract works or professional services and advice. In some cases, those third parties may require access to some or all of your personal data that we hold.
If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law.
In some circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11, together with proof of your identity.
We will respond to your subject access request within one month of receiving it.
We will respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following contact details:
Bernadette Griffin (Company Secretary)
Email address: firstname.lastname@example.org
Telephone number: 020 7831 8041.
Postal Address: 32 Great James Street, London WC1N 3HB.
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be made available on our website: www.gms-estates.co.uk.
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