Definition of terms

“Personal Information” or “Personal Data” means data on an individual as defined in the Data Protection Act 1998 and the GDPR (General Data Protection Regulation)

“We” means Park Mill Properties Limited.

 Applicability.  This Privacy Policy applies to Personal Information we collect on this site, and any other information we may collect relating to our business.

Why do we collect your personal information?

To provide you with services and products.

These will vary according to your requirements and to what they are applicable.

To provide you with information about products we believe may be of interest to you.

This will only be done with your agreement, you can withdraw your agreement at any time by sending an email to arthur@parkmillproperties.co.uk.

Personal information we receive from third parties

If you apply for a tenancy, as part of the application checks we receive information from the company we use to carry out credit checks, from your employer to confirm employment and salary, and from previous landlords where applicable. If a guarantor is used these checks also apply.

It may be necessary at other times to request additional information from a third party in relation to a tenancy, property, or other matters that may be required for us to meet the obligations of our agreements.

Collected and stored information

Registering for property updates.

If you are looking for a home to rent and register to receive updates on property via our website, we capture your data that includes personal information such as name, email and phone number that are submitted through our website, and cookie data collected when browsing our website. All information is provided by you on a voluntary basis, and at all times you have the option of having such data removed from our system by making a formal request to  arthur@parkmillproperties.co.uk

What do we do with this information?

We use it to send you information on property that you have registered to receive. 

Who sees your personal information?

Park Mill Properties Limited and our software provider Castus see your personal data. We do not pass your personal information on to third parties.

Applying for a tenancy.

When you apply for a tenancy  we capture your data that includes personal information such as name, email, phone number, previous address, bank details, employer details, guarantor details, that are submitted through our forms, and cookie data collected when browsing our website.

What do we do with this information?

Your personal information is used as part of the tenancy application checks which may include credit checks, contacting employers to confirm salary and contacting your previous landlord for reference. Your relevant personal information is passed to the appropriate third parties for the tenancy application checks to be carried out, to utility companies when your tenancy starts and ends, to inventory providers, to software provider we use and any others required to meet the requirements of your applicationt/tenancy. Subject to your agreement we pass your details to an insurance company who will provide you with a contents insurance quote.

Who sees your personal data?

Park Mill Properties Limited and our software provider Castus see your data. We share it with third parties to carry out the required tenancy application checks and to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority.

If we are managing the property which you are tenanting we may need to pass your personal information to third-party contractors who we engage to carry out maintenance on the landlord's behalf.

Letting your property via Park Mill Properties Limited.

As a landlord we capture the data you provide when completing our landlord questionnaire. This will include personal information such as name and address, telephone numbers, email address, bank details, next of kin and proof of ownership of the property you wish to let.

What do we do with this information?

Your personal information is used by us to fulfil our agreement in letting your property. Your relevant personal information is passed to the insurance company for whom we act as an Introducer to provide you with a buildings and contents insurance quote subject to your agreeing to this and to utility providers so that we may deal with these on your behalf.

Who sees your personal data?

Park Mill Properties Limited  and our software provider Castus see your personal data. We share it with third parties such as utility companies and other companies where relevant to the management and upkeep of your property and to comply with applicable laws, regulations and codes of practice or in response to a valid request from a competent authority.

Looking after your personal information

We have measures in place to protect personal information we collect both online and offline, from destruction and loss, alteration, improper access and use. All data is kept on inhouse computers and on paper files locked away in cabinets which have systems and protections in place to protect against both unauthorised access, and other external factors that could cause damage to your personal data. There are access requirements in place and access is restricted to those absolutely necessary. Access to personal information is restricted to our employees and other persons instructed to carry out work by us on a need to know basis.

You can update the personal information we hold about you or request details of the personal information we hold about you, exercise any of your data rights including the right of access, rectification, restriction of processing, erasure, and objection by making an email request to arthur@parkmillproperties.co.uk

How long do we keep your personal information? 

Personal information held for people who have registered online to receive information about properties to Let will be deleted after 6 months.

For tenants who enter into an agreement with us we retain personal information for the period of the tenancy and until the tenancy has ended and all matters related to the tenancy have been concluded to the  agreement of all parties. Personal information and records relating to the tenancy may be kept for up to 7 years from the date the original tenancy was entered into, this is so we may respond to any complaints or disputes that might arise in this period.

For landlords who enter into an agreement with us we retain personal information for the period in which Park Mill Properties Limited  are instructed to act as the landlords agent and all matters related to the tenancy have been concluded to the agreement of all parties. Personal information and records relating to the landlord may be kept for up to 7 years from the end of the last tenancy, this is so we may respond to any complaints or disputes that might arise in this period.

Your rights in relation to your personal information

You have a number of rights in relation to your personal information, these include the right to: 

1. Be informed about how we use your personal information.

2. Obtain access to your personal information we hold. 

3. Request that your personal information is corrected if you believe it is incorrect, incomplete or inaccurate. 

4. Request that we erase your personal information in the following circumstances:

(i) if we continue to process personal information beyond the period when it is necessary to do so for the purpose  for which it was originally collected.

(ii) if we are relying on consent as the legal basis for processing and you withdraw consent.

(iii) if we are relying on legitimate interests as the legal basis for processing and you object to this and there is no overriding ground which enables us to continue with the processing.

(iv) personal information has been processed unlawfully and in breach of the data protection legislation.

(v)  if it is necessary to delete personal information to comply with the legal obligation.

       5. Ask that we restrict our data processing activities when you consider that:

(i)  personal information is inaccurate.

(ii) our processing of your personal information is unlawful.

(iii) we no longer need the personal information but you require us to keep it to enable you to establish, exercise or defend a legal claim.

(iv) you have raised an objection to our use of your personal information.

       6. Request a copy of certain personal information that you have provided to us in a commonly used        electronic format. This right relates to personal information that you have provided to us that we need in order to perform our agreement with you and personal information where we are relying on consent to process your personal information.

       7. Object to our processing of your personal information where we are relying on legitimate interests or exercise of a public interest task to make the processing lawful. If you raise an objection we will carry out an assessment to determine whether we have an overriding legitimate ground which entitles us to continue to process your personal information; and not be subject to wholly automated decisions which produce legal effects or which could have a similarly significant effect on you.

If you wish to exercise any of your rights please contact arthur@parkmillproperties.co.uk

1. Your right to raise a complaint

   If you wish to raise a complaint about the way in which we process your personal information we can be contacted as detailed below. Alternatively you may raise a formal complaint with the Information Commissioners Office.

   Write to:

   Data Protection Officer Park Mill Properties Limited High Street House Newmarket Street Skipton BD23 2HU.

   email - arthur@parkmillproperties.co.uk

Our Use of Cookies

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  For a useful resource on the subject of cookies visit www.allaboutcookies.org, which provides good general advise on how you can manage cookies on your computer.