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The Grosvenor Rural Estates strongly believes in protecting your privacy and the confidentiality of your personal information. In order to explain how the Grosvenor Estate collects, uses and protects personal information in connection with tenant management we have developed the following privacy notice. In this privacy notice, ‘We’ and ‘Us’ means the Grosvenor Rural Estates.
The data controller for the purposes of the Data Protection Act and the General Data Protection Regulation is the 4th Duke of Westminster’s 1964 Settlement Trust.
This privacy notice applies to tenancy applicants, tenants, former tenants and owners of 'enfranchised' properties.
You can contact us with any questions you may have about privacy and/or data protection. Our contact details are as follows:
We collect personal information as part of the tenant application process, and if you become a tenant, during your tenancy. We explain in detail below the types of information that we collect, how and why we use that information, and what rights you have in connection with your personal information.
We must have a lawful basis to process your personal information, and this notice explains what our lawful basis is in respect of each purpose for which we keep and use personal information about you. Generally, we are allowed to process your personal information where it is necessary in connection with a contract between us (such as a lease or maintenance agreement), where it is necessary for us to comply with our legal obligations as your landlord, or where we have a legitimate interest to do so (but we will always consider whether your right to privacy overrides our interest).
We may keep certain, limited personal information about you for our historical records, on the basis that there is a public interest in our doing so. Occasionally, we may also use your personal information on the basis that you have given us consent to do so, such as where you provide us with particularly sensitive personal information.
We will require you to provide certain personal information to us where it is necessary, both as part of your tenancy application and if you are a tenant, in connection with your tenancy contract. If you fail to provide certain personal information when requested, we may not be able to offer you a tenancy contract, perform the contract if we have entered into one with you, or it may prevent us from complying with our legal obligations.
We may collect personal information through the application process, either directly from applicants or a background check provider. We also may collect additional personal information from third parties including employers, credit reference agencies or other background check agencies.
We will collect additional personal information as required.
We may collect and use the following personal information about you:
For those with commercial tenancies we may collect contact information, such as your organisation’s postal address, email address and telephone number.
We may collect personal information about you from other sources. This may include the following:
This list is not exhaustive. In specific instances, we may need to collect additional personal information for the purposes set out in this notice.
The senior management of the Reay Forest is undertaken on the Grosvenor Estate’s behalf by CKD Galbraith LLP (company number SO300208). CKD Galbraith LLP manage the tenancy application process on Grosvenor Rural Estate’s behalf.
We take data protection law seriously. We have set out in the table below how and why we use your personal information, and what our legal basis is to be able to use your personal information in each way. The principal legal bases on which we use your personal information are as: (a) to Allow us to enter into and perform a contract, (b) to enable us to comply with legal obligations, and (c) in order to pursue legitimate interests of our own or those of third parties (provided your interests and fundamental rights do not override those interests).
Basis for processing personal information
Allow us to enter into and perform a contract
Enable us to comply with legal obligations
In order to pursue legitimate interests of our own or those of third parties (provided your interests and fundamental rights do not override those interests)
Administering a tenancy if we have entered into one with you
Checking you are legally entitled to reside in the UK
Complying with our health and safety obligations
Dealing with any complaints you may have
Dealing with legal disputes involving you, or other tenants or other residences, including accidents on the Grosvenor Rural Estates
Determining the terms on which you will be granted tenancy
Estate management and planning, including accounting and auditing
Making a decision about your application for a tenancy
Making decisions about rent reviews
Making decisions about your continued residency
Making arrangements for the termination of your tenancy or residency
Making repairs, alterations, and improvements to your property
To detect and prevent fraud, money-laundering and other crimes
To inform you about the Grosvenor Rural Estates including news that may be of interest to you as part of the community and events that may be happening on or around the Grosvenor Rural Estates
To interact and respond to any communications you send us, including social media posts that you tag us in
To let you know about any important changes to our business or policies
We may use your personal information to identify and tell you about events and activities that we think may be of interest to you. We will only do this by email where you have informed us that you would like to receive these communications via email. Whether you choose to receive this information via email is entirely up to you. Your choice will not affect your tenancy. You can update your preferences by responding to our emails to you, or by contacting us (see contact details above).
We may also use your information to invite you to participate in market-research. If we do contact you about market-research, you do not have to participate. If you tell us that you do not want to receive market-research communications, we will respect this.
For those with residential and farming tenancies, we will also use some of your personal information for the purposes of keeping and maintaining Grosvenor's historical records. These date back hundreds of years and there is a public interest in retaining these records, as such personal information may be used in certain circumstances for historical and genealogy research.
In respect of current or recent personal information about you, we believe that your fundamental right to privacy is more important than any public interest in our records. We have a legitimate interest in keeping this personal information as it will later become an important historical record but, to protect your privacy, the personal information that we collate for use in our historical records will be kept confidential for a period of 100 years after collection. During that period, access to your personal information will be restricted to certain individuals within Grosvenor and will not be made available to the public.
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal information without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Personal information concerning health requires higher levels of protection. We need to have further justification for collecting, storing and using this type of personal information. We may process this personal information in the following circumstances:
Less commonly, we may process this type of personal information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else's interests) and you are not capable of giving your consent, or where you have already made the personal information public.
We do not need your consent if we use personal information concerning health in accordance with this privacy notice to carry out our legal obligations, or exercise specific rights, in the field of property and landlord and tenancy laws. In limited circumstances, we may require your written consent to allow us to process certain particularly sensitive personal information. If we do, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent. You should be aware that it is not a condition of your contract with us that you agree to any request for consent from us (but, where we require such consent in connection with a particular service, we may not be able to provide that service to you without such consent).
We may only use personal information, relating to criminal convictions where the law allows us to do so. We may use this information:
Where we process such information it shall be in accordance with this privacy notice and subject to appropriate safeguards.
We may share your personal information with our employees where this is necessary, such as for internal administration purposes. Your personal information will only be shared with such employees as are reasonably necessary for these purposes.
We may need to share your personal information with certain third parties, including third-party service providers, and we require third parties to respect the security of your personal information and to treat it in accordance with the law.
We will share your personal information with third parties where required by law, where it is necessary to administer your tenancy, support our relationship with you or where we have another legitimate interest in doing so. The following activities are carried out by third-party service providers:
There are also certain exceptional circumstances in which we may disclose your personal information to third parties. This would be where we believe that the disclosure is:
The senior management of the Reay Forest is undertaken on the Grosvenor Rural Estate’s behalf by CKD Galbraith LLP (company number SO300208). CKD Galbraith LLP handle the tenancy management process at the Reay Forest on Grosvenor Rural Estate’s behalf.
Our property management IT system is provided by MRI Software Limited (company number 03341304). We may allow MRI Software Limited to access your personal information where it is necessary in order for them to provide this service. This may include preventing or addressing service or technical problems and dealing with support issues.
We will not make any personal information concerning you available to the public, except in the case of our historical records (please see 'Grosvenor Rural Estates Historical Records' above). These records will be stored securely and confidentially for a period of 100 years before being made available to the public.
We will only keep your personal information on our mailing list, where you want to be kept informed about our residential properties, for only as long as you want to receive this information.
If you do not become a tenant or decide you no longer want to take up a tenancy then we will not retain your personal information.
For residential and farming tenancies, once you have ceased being a tenant, we will retain your personal information indefinitely, for the purposes of keeping and maintaining Grosvenor’s historical records. Please note that these records will remain confidential for a period of 100 years. The following information will only be kept for 6 calendar years after a tenant has vacated:
There are several exemptions to the 6 calendar year retention period after the tenant has vacated:
If you provide us with your personal information in relation to a commercial tenancy and you then leave that organisation, and we are then made aware of this, we will then remove your contact details and replace them with another contact. In all other circumstances we will retain your personal information for six years after the end of your tenancy with us.
We will take all steps reasonably necessary to ensure that your personal information is treated securely and in accordance with this notice.
All personal information you provide to us is stored securely, including in a physically secure environment, on our secure servers.
Access to your personal information will be restricted to such employees and other individuals as are necessary for the purposes for which the information was collected.
We have a legal obligation to provide you with concise, transparent, intelligible, and easily accessible information about your personal information and our use of it. We have written this notice to do just that, but if you have any questions or require more specific personal information, you can contact us (see contact details above).
You have the right to ask us to confirm whether or not we hold any of your personal information. If we do, you have the right to have a copy of your information and to be informed of the following:
To maintain the security of your personal information, we will have to verify your identity before we provide you with a copy of the information we hold.
You have the right to amend any inaccurate personal information about you which we hold. If you need any support please contact us (see contact details above).
There may be times where it is no longer necessary for us to hold personal information about you. This only relates to the following:
In these situations, you have the right to have your personal information deleted. If you believe one of these situations applies to you, please contact us (see contact details above).
Also known as Data Portability, you have the right to obtain a copy of your personal information for your own purposes. This right allows you to move, copy or transfer your personal information more easily from one IT system to another, in a safe and secure way. This right shall only apply where:
If you would like us to transfer a copy of your personal information to you or another organisation in a structured, commonly used, and machine-readable format, please contact us (see contact details above).
You can tell us at any time that you would prefer that we do not use your email address to be contacted about events and activities. If you would like to stop receiving emails about events and activities, please contact us (see contact details above) or respond to the emails that we send, and we will stop sending these immediately.
Sometimes, we use your personal information to pursue our own legitimate interests, or those of third parties (please see ‘How do we use your personal information?’ above for more information about such interests).
We aim to always ensure that your rights and personal information are properly protected. If you believe that the way we are using your personal information is not justified due to its impact on you or your rights, you have the right to object. Unless we have a compelling reason to continue, we must stop using your personal information for these purposes.
To exercise your right to object to our use of your personal information for the purposes above, please contact us (see contact details above).
You have the right to ask us to stop using your personal information in any way other than simply keeping a copy of it. This right is available where:
If you believe any of these situations apply, please contact us (see contact details above).
If you wish to make a complaint about our collection or use of your personal information, please contact us (see contact details above) in the first instance so that we may seek to resolve your complaint.
If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO), the statutory body which oversees data protection law in the UK. This is the link to the ICO website if you wish to lodge a complaint with the ICO.
This privacy notice was updated in March 2022.