Privacy Notice

The Ballintomb Farm Partnership

The Ballintomb Farm Partnership is committed to protecting your privacy. We will use the personal information that we collect about you in accordance with the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations 2003, and, from 25th May 2018, the General Data Protection Regulation. This notice applies to you if we process your personal information and is relevant to prospective website enquiries, suppliers, customers, tenants or prospective tenants or someone who is affected by our activities. This privacy notice sets out how we collect, use and share your personal information.

Personal Information We Collect

We may collect the following types of personal information about you:

Contact details: information that allows us to identify and contact you directly such as your name, address email address, telephone numbers and addresses.
We keep a record of the emails we may send you and in some cases, we may track whether you receive or open them (if your email software provides this information). We hold contact details so that we may enter into a contract with you.
Identification information: passport and other official identification details, information from a third party money laundering check provider, Companies House information.
Bank details for paying our suppliers
Details of your work history: This includes may include positions, roles and responsibilities
Personal history and information: This includes hobbies, interests, marital status, family details and in some cases, dietary requirements.
Creditworthiness: We may undertake investigations into your creditworthiness in order to establish whether to enter into or continue a business relationship with you. Credit referencing companies will have their own Data Protection policies and Privacy Notices which will deal with data collected from prospective tenants.
Details of your performance: when working with or for us or in relation to any project or work we are engaged in.
Details of the correspondence (including e-mail correspondence) you send and receive from us: this includes faxes, letters and emails, SMS, MMS and other electronic communication
Website Enquiry Form Data: for example when you enter your details onto our website to request for information
IP address information: your computer’s IP address allows us to track your usage of our website.

Special Categories Of Personal Information

We do not generally collect, store and use the following “special categories” of more sensitive personal information regarding you however in certain circumstances we may need to collect this to comply with legal requirements eg accident reporting:

information about your race or ethnicity, religious beliefs, sexual orientation and political opinions;
information about your trade union memberships; information about your health, including any medical condition, health and sickness records, medical records and health professional information; and
biometric information about you, for example fingerprints, retina scans.

What We Use Your Personal Information For

The list below describes the main purposes for which we process your personal information, the categories of your information involved and our lawful basis for being able to do this. This will depend upon the nature of your relationship and interactions with us.

Identity and money laundering checks and passing details of our money laundering checks to third parties and to carry out credit checks
Personal information used: All the personal information we collect
Lawful basis: We may have a legal obligation to undertake identification and money laundering checks and to provide those details to third parties. We and a third party also have a contractual obligation in knowing your identity and carrying out money laundering checks and ensuring that we are likely to be paid

Enter into and perform contracts and/or rental agreements, where we may be supplying premises or products/services to you and/or you may be supplying premises or products/services to us or we may be involved in similar arrangements with third parties
Personal information used: All the personal information we collect
Lawful basis: To enter into and perform contracts with either yourself or the organisation that you represent. We have a contractual obligation to properly perform contracts.

Deal with your queries or complaints or raise queries or complaints with you or the organisation you represent
Personal information used: All the personal information we collect
Lawful basis: This may be necessary to perform a contract with you or the organisation that you represent. We have a contractual obligation to improve the premises, services and/or products we provide.

Maintain and improve our premises, and services
Personal information used: All the personal information we collect
Lawful basis: We have a contractual and legal obligation to improve the premises, services and/or products we provide.

To provide you with requested information
Personal information used: Contact details and services and products or other information that you have requested we provide to you or your organisation
Lawful basis: To comply with any request made by you or the organisation that you represent.

To comply with our legal and regulatory obligations
Personal information used: All the personal information we collect
Lawful basis: To comply with any legal and regulatory obligation or requirement eg "Right To Rent"

Fraud, crime prevention and debt collection
Personal information used: All the personal information we collect
Lawful basis: We have legal and contractual obligations to detect and prevent crime and to collect debts.

To manage our relationship with you and/or the organisation you represent and to operate our business
Personal information used: All the personal information we collect
Lawful basis: We have to operate and expand our business in an efficient manner. To enter into and perform contracts with either yourself or the organisation that you represent.

Storage of records relating to you or the organisation you represent and also records relating to our business
Personal information used: All the personal information we collect
Lawful basis: To be able to manage and fulfil any contract with you or the organisation you represent, we may have a legal obligation to do so and we also have legal obligations to keep proper records.

For some of your personal information we may have a legal, contractual or other requirement or obligation for you to provide us with your personal information. If you do not provide us with the requested personal information we may not be able to properly perform our contract with you or the organisation you represent or comply with legal obligations and we may have to terminate our relationship. For other personal information you may not be under an obligation to provide it to us, but if you do not provide it then we may not be able to properly perform our arrangements with you or the organisation you represent.

Although we restrict the information we hold to essential information only. All personal information we hold is held securely, is strictly controlled and restricted to those who need it. We will delete personal information when we no longer need it. Our systems are password protected, back-up data is encrypted and all physical files are held securely. In some instances, third parties may ask for or want referrals eg future or previous landlords. Other information providers with whom we may share information include The Land Registry, Companies House, Police and law enforcement agencies to assist with the investigation and prevention of crime.

We do not disclose personal information to anyone else except as set out above, unless we have your consent or we are legally obliged to do so. We do not sell your data and nor do we transfer to, or store information in countries outside of the UK and the European Union.

Your Rights

You have the right to object to the processing of your personal information
If the personal information we hold about you is incorrect you can ask us to correct it
You have the right to ask us to delete personal information that we hold about you
If we change the way that we use your personal information at any point, we will amend this privacy notice
You have the right to know what personal information we are holding about you, including in a format which is compatible with your computer system

How Long Will We Keep Your Personal Information For?

We will keep your personal information for only as long as we need to and in accordance with our legal and regulatory requirements and Estate archiving policy.

Legal Grounds for Using Your Personal Information

Necessary for a contract

We will need to use your personal information in order to perform our obligations under our contracts with you. For example, The Farm’s Managing Agents, Strutt & Parker, require your personal information in order to be able to prepare tenancy agreements and facilitate property repairs, to attend to routine maintenance matters and in order to deal with all relevant compliance and contractual matters; we need your name and contact details to pass to our Approved Contractors when requiring access to a property. For approved contractors working for the Ballintomb Farm Partnership, we will require your contact details, bank details for processing payments and for obtaining compulsory insurance certification etc.

Necessary To Comply With the Law

To comply with legal obligations such as HMRC, Right to Rent, Money Laundering and Employment Regulations

Legitimate Interests

This means that processing of data is necessary for our legitimate interests. The Ballintomb Farm Partnership relies on this right to hold and use personal information to pursue its legitimate business interests.

Contact Us: By telephone (01252) 844817
For a full copy of our GDPR policy please contact the Mark Woods of Strutt & Parker 01635 576912

The Ballintomb Farm Partnership Privacy Notice