Privacy Policy for Property Occupiers

What information do we hold about you and why?

Enquiring about a letting

When you submit an enquiry about a letting, we will collect the following information from you:

Your name – to effectively process your enquiry
Your telephone number – to contact you about your enquiry
Your email address – to contact you about your enquiry
The number of adults who would be looking to stay at one of our properties
The number of children who would be looking to stay at one of our properties

We will also ask if there are any special requirements to assess the suitability of our properties.

Our legal grounds in relation to this processing is contract in that it is necessary to take steps at your request prior to entering into a contract.

When we use your email address to send you other communications about the Trust, we do so because you have told us that you would like to receive these communications. Our legal grounds in relation to this processing is your consent and you have the right to withdraw your consent at any time.

Submitting a tenancy application

When you complete an application for a tenancy, we will collect the following information from you:

The names of the prospective lead tenants – to manage your application and tenancy
The email addresses of the prospective lead tenants – for credit referencing purposes and to contact you regarding your application
The contact telephone numbers of the prospective lead tenants – to contact you regarding your application and tenancy
The current address of the prospective lead tenants – to contact you regarding your application and tenancy
The current employer and annual income of the prospective lead tenants – to assess your suitability as prospective tenants
The names of any other occupiers and whether they are under 18 or not – for insurance purposes

We will also ask if there are any special requirements to assess the suitability of our properties.

Our legal grounds in relation to this processing is contract in that it is necessary to take steps at your request prior to entering into a contract.

If your application is successful you may be offered the tenancy, subject to reference checks. We use a third party to conduct reference checks on our behalf and will contact any applicant by email in the first instance.

Booking to stay at one of our holiday lets

When you book to stay at one of our holiday lets, we will collect the following information from you:

Your full name – to manage the booking
Your address – to manage the booking
Your email address – to send you a copy of your booking
Your telephone number – to contact you regarding your booking
Your payment card details (if paying by credit or debit card) – to pay for the booking

We may also receive your information from third party booking websites.

Our legal grounds in relation to this processing is contract, in that the processing is necessary for the performance of a contract (the provision of the service/booking).

If we use your personal information to tailor our communications to you, for example by letting you know that we have certain offers available on similar products or services, we will only do so because you have told us you would like to receive these communications. Our legal grounds in relation to this processing is your consent and you have the right to withdraw your consent at any time.

Who will have access to your data and who will we share it with?

Access to your personal data will be restricted to Trust employees and volunteers on a need-to-know basis only. Access will be provided for the purposes of supporting your relationship with us.

We will never sell your data to third parties.

To make your interactions with us as efficient as possible, we will share your information with:

Our website host – for the purposes of managing your bookings and enquiries/applications submitted through our website
Our payments processors – for the purposes of processing secure card payments online. Please refer to the Privacy Policies of Sage Pay, Worldpay and Verifone for further information.
Our property management company – for the purposes of supporting you when you let one of our properties
Our facilities contractors – for the purposes of resolving any property issues or faults (for example, electricity, plumbing)
Our electronic newsletter provider – for the purposes of delivering our newsletter and gathering statistics around email opening and clicks to help us monitor and improve content
Our core systems provider – for the purposes of maintaining accurate customer records

Where these third parties are acting as data controllers, they are required to handle your personal data in accordance with all applicable data protection laws. For further information about how they do this, please refer to their privacy policies.

Where the third parties are acting as data processors, processing personal data on behalf of the Trust, we have contracts in place with these third parties which require them to process your personal data on our instructions only. They will not process your personal data for any other purpose and they will retain it securely.

In some cases, your data will be processed outside of the UK. Where this is the case, we will ensure that there are adequate safeguards in place (for example, the use of Standard Contractual Clauses) for the protection of your personal data.

How long will we keep your personal data?

Credit/Debit Card payments: held until the transaction is successfully completed
Bank details (account number and sort code) where a regular Direct Debit is arranged: 6 years from the end of our financial year during which the Direct Debit came to an end
Letting enquiries and applications which do not result in a property being let – retained for 6 months after the enquiry has been received
Letting enquiries and applications which result in a property being let – 12 years from the end of the tenancy
Information held on your record (including contact details, enquiries): 6 years from the end of our financial year