Privacy Policy

This privacy policy applies to our services generally. It should be read alongside our website privacy policy which can be found here.

Our contact details

Name:

Griffith Nobes Lettings and Management Ltd

Address:

Suite 2, Unit 2A The Brunel Centre,
Brunel Way,
Stonehouse,
Gloucestershire.
GL10 3RU.

Phone Number:

01453 799938

E-mail:

hello@griffithnobes.co.uk

(e-mail address may be monitored by multiple staff members and so should not be used for private and confidential communications.)

The type of personal information we collect

We currently collect and process the following information:

• Personal identifiers, contacts and characteristics (for example, name and contact details).
• Unique identifiers and references (for example, National Insurance number, Tax reference, information contained on your passport or ID, including an image of your ID).
• Financial information (for example, bank details, payment details, credit history data).
• Audio Visual recordings or photographs (for example, CCTV recordings at our Address or recorded telephone calls).
• Other information provided to us for legitimate purposes.

How we get the personal information and why we have it

Most of the personal information we process is provided to us directly by you for one of the following reasons:

• To facilitate conducting a business or trade with you or a person or company you represent, or to allow us to consider doing so.
• To allow us to employ you.
• To allow us to build a profile of your needs so that we can recommend relevant properties we think you may be interested in renting or buying.
• To allow us to manage your property and any tenancies for your property if you are a Landlord engaged with us.
• To allow us to manage your tenancy if you are a tenant in a property that we manage.
• To allow us to collect information about the status of a transaction so that we may progress and or follow it up on your behalf.
• For other legitimate purposes.

We also receive personal information indirectly, from the following sources in the following scenarios:

• Public registers (for example, Companies House).
• Credit reference agency data (with your prior consent).
• References or experiences shared with us by your current or previous employers or landlords or similar (with your prior consent).
• From our referencing partners, The Lettings Hub, who obtain information about you from various sources such as credit reference agencies, current or previous employers, landlords or similar, from your bank account where you have shared that information with them, or various other sources they may make enquiries to with your prior consent and for the primary purpose of ascertaining your suitability and/or affordability to rent a property from us or the Landlords that we represent.

We use the information that you have given us in order to comply with statutory requirements, conduct a business or trade, employ staff and contractors and for security and other legitimate purposes.

This information may be accessed by authorised employees, contractors or persons representing Griffith Nobes Lettings and Management Ltd.

This information may be shared with or accessed by third parties such as our Accountants, Solicitors or legal representatives, Insurers, Bankers, Credit or risk referencing agents, Software systems suppliers or other persons required for legitimate purposes.

Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:

(a) Your consent. You can remove your consent at any time. You can do this by contacting us on the contact details provided above. We recommend you contact us by post or e-mail in the first instance and then telephone us to confirm receipt by the appropriate person.
(b) We have a contractual obligation.
(c) We have a legal obligation.
(d) We have a vital interest.
(e) We need it to perform a public task.
(f) We have a legitimate interest.

How we store your personal information

Your information is securely stored.

We keep any personal information we store for as long as is necessary or we are of the opinion that it may need to be relied upon for legitimate purposes.

As a guide:

• We aim to keep employee working time records for 2-3 years.
• We aim to keep payroll records for 3-4 years from the end of the tax year to which they relate. This may include statutory payment records.
• We aim to keep Employee files and records for 6-7 years from the end of the tax year in which they were employed.
• We aim to keep information from prospective job applicants for 6-12 months.
• We aim to keep health & safety records for a minimum of 5 years however will only delete or destroy information we feel is no longer necessary.
• We aim to keep any accounting or company records, including customer and supplier details and transactional information, for a minimum of 7-8 years.
• We aim to keep any personal information detailed in contracts, tenancy agreements, leases or other documents that we feel may be relied upon by the company in the future, indefinitely or until we are satisfied the information is no longer necessary.

Where the information is held in the form of a physical document, where appropriate, we aim to digitise and securely store that document as soon as possible and to destroy the physical document by securely shredding it.

Where we do retain a physical document, it will be stored in a lockable cupboard accessible by authorised personnel only.

Otherwise, we aim to continually review the information we hold to ensure it is still necessary, and where we identify personal information that does not need to be stored anymore, we will then dispose of it by either deleting it from our computer systems or databases or shredding any documents.

It should be noted that where we have deleted information from our live computer systems and databases, it is possible that some information may be archived in backups, which will in turn be deleted as soon as they are identified as being no longer necessary.

Your data protection rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us by post at Griffith Nobes Lettings and Management Ltd, Suite 2, Unit 2A The Brunel Centre, Brunel Way, Stonehouse, Gloucestershire GL10 3RU if you wish to make a request, or you can e-mail us at hello@griffithnobes.co.uk.

How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us by post at Griffith Nobes Lettings and Management Ltd, Suite 2, Unit 2A The Brunel Centre, Brunel Way, Stonehouse, Gloucestershire GL10 3RU. Or, you can e-mail us at hello@griffithnobes.co.uk.

You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

The ICO’s Helpline number: 0303 123 1113

The ICO’s website: https://www.ico.org.uk