GDPR & Privacy Policy

Effective date: 01/08/2023

  1. Introduction
    At Patten Estates, we are committed to protecting the privacy and security of your personal data. This GDPR Policy outlines how we collect, use, disclose, and store your personal information in compliance with the General Data Protection Regulation (GDPR) and other applicable data protection laws in the United Kingdom.
  2. Data Controller
    Patten Estates is the data controller responsible for the processing of your personal data. Our contact information is as follows:
    Patten Estates Endeavour House 7 Enterprise Way, Pinchbeck, Spalding, England, PE11 3YR 01775 661555
  3. Information We Collect
    We may collect the following categories of personal data from landlords, tenants, and other relevant parties:
    • Contact information (name, address, email address, phone number)
    • Financial information (bank account details)
    • Identification information (passport, driving license, or other ID documentation)
    • Property information (property address, details, and related documents)
    • Communication records (emails, correspondence)
    • Payment records and transaction details
    • Legal information (tenancy agreements, contracts)
  4. Purpose and Legal Basis for Processing
    We process your personal data for the following purposes:
    • To provide our letting agency services to landlords and tenants
    • To manage tenancy agreements and related documentation
    • To process rental payments and deposit refunds
    • To comply with legal and regulatory obligations
    • To communicate with you regarding property-related matters
    • To market our services with your consent
    • To handle maintenance and repair requests
    The legal basis for processing your personal data includes:
    • Performance of a contract (e.g., tenancy agreement)
    • Compliance with legal obligations (e.g., tax regulations)
    • Legitimate interests pursued by Patten Estates or a third party
    • Consent, where applicable, for marketing purposes
  5. Data Retention
    We will retain your personal data for as long as necessary to fulfil the purposes outlined in this policy, or as required by law. Once your data is no longer necessary, we will securely delete or anonymize it.
  6. Data Sharing and Disclosure
    We may share your personal data with the following parties for legitimate purposes:
    • Landlords, tenants, and property-related third parties involved in tenancy agreements.
    • Third-party service providers (e.g., maintenance contractors, referencing agencies)
    • Regulatory authorities, law enforcement agencies, and legal advisors when required by law or to protect our legal rights.
  7. Data Security
    We take data security seriously and implement appropriate technical and organizational measures to safeguard your personal data from unauthorized access, alteration, disclosure, or destruction. However, no data transmission over the Internet is entirely secure, and we cannot guarantee the absolute security of your information.
  8. Your Rights
    As a data subject, you have the following rights under GDPR:
    • Right to access: You can request access to your personal data that we process.
    • Right to rectification: You can request the correction of inaccurate or incomplete data.
    • Right to erasure: You can request the deletion of your personal data under certain circumstances.
    • Right to restrict processing: You can request the limitation of data processing under certain conditions.
    • Right to data portability: You can request to receive your data in a structured, commonly used, and machine-readable format.
    • Right to object: You can object to the processing of your personal data in certain situations, such as direct marketing.
    • Right not to be subject to automated decision-making: You can request human intervention in decisions based solely on automated processing.
  9. Changes to the Policy
    We may update this GDPR Policy from time to time to reflect changes in our data practices or applicable laws. We will notify you of any significant updates through appropriate communication channels.
  10. Contact Us
    If you have any questions, concerns, or requests regarding our GDPR Policy or the processing of your personal data, please contact us using the information provided in section 2.
    By using our services, you acknowledge that you have read, understood, and agreed to the terms of this GDPR & Privacy Policy.
    Patten Estates

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Patten Estates - Spalding 01775 661555