This policy (together with our terms of use and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. We will retain information collected about you for as long as permitted for legitimate business purposes.

Our Cookie Policy can be found here.

1. About this document

1.1  At Gascoyne Estates, we are committed to protecting and respecting individuals’ privacy. This privacy notice explains what information we collect about you, how and why we process (collect, store, use and share) your personal information, your rights in relation to your personal information and how to contact us or make a complaint.

1.2  When we process your personal information, we are responsible as ‘controller’ of that information and recognise the need to treat it in an appropriate and lawful manner, in accordance with UK data protection laws.

1.3  Your personal information is information relating to you as an individual. It does not include information relating to organisations.

2. Who are we?

For the purposes of data protection legislation the data controller is:

Gascoyne Estates Limited,
Hatfield Park Estate Office,
Hatfield Park,
Hatfield,
Hertfordshire,
AL9 5NF

ICO registration: Z9750760

3. How Do We Collect And Use Your Information?

(The Personal Information we collect and the use we make of it varies depending on our relationship with you. Please click on the appropriate link to expand, and obtain further details of how we process your personal information)

– Visitors To Our Website

What information do we collect?

We collect information about your visits to our sites including, but not limited to, traffic data, location data, logs and other communication data, and the resources that you access. We may also collect information about your computer, including (where available) your IP address, operating system and browser type. This information is gathered through the use of a third party service: Google Analytics.

How we use your personal information

We collect the information to understand who and how people are visiting our website, so that we can improve user experience of our websites. We do not use your personal information to target you with a personalised experience of our website.

Reasons we can collect and use your personal information

We rely on the following lawful basis in order to collect and use your personal information:

We collect your personal information under our legitimate interests of making improvements to our website.

Who we share your personal information with

We will share personal information with law enforcement or other authorities if required by applicable law.

How long your personal information will be kept

Your personal information is automatically deleted from Google Analytics’ servers after a period of 38 months.

– Prospective Tenants

What information do we collect?

When you submit your information through our Property Enquiry Form on the Hatfield Park, Cranborne Estate or Gascoyne Holdings Limited websites, we collect your name, current address, telephone number, email address, occupation, family details, details of your requirements (including your budget), and any other information that you voluntary provide. This may include special category data, if for example, you inform us of a disability that may affect your choice of property.

How we use your personal information

Any personal data that you submit through our Property Enquiry Form will be used for the purpose of matching your requirements with our vacant properties.

Reasons we can collect and use your personal information

We rely on the following lawful basis in order to collect and use your personal information:

We use your personal information to send you details of potential properties only where you have provided your consent for us to contact you in this way.

How we will use your sensitive information

This includes information that reveals your racial or ethnic origin, political opinions, religious or philosophical beliefs or trade union membership, genetic information, biometric information used for identification purposes, or information relating to your health, sex life or sexual orientation. It also includes information about your criminal record, offences and related security measures. We will use sensitive information about you in the following ways:

We will only use your sensitive data if you have specifically asked us to use it when matching your requirements to our vacant properties.

Who we share your personal information with

All business records, including property enquiries, are stored in the Cloud, hosted by an external IT Support Company, with servers in the UK and the Republic of Ireland. We will not share your information with any other 3rd parties unless your application is successful, in which case it will be processed in accordance with our Privacy Notice for Tenants. We will share personal information generally with law enforcement or other authorities if required by applicable law.

How long your personal information will be kept

We will retain property enquiries for up to one year, in accordance with our retention schedule. We retain a backup of our digital files for up to 180 days, for business continuity purposes. If your application is successful, your information will be processed in accordance with our Privacy Notice for Tenants.

4. Consequences Of Our Use Of Your Personal Information

Our processing of your personal information allows us to decide whether or not to enter into a contract with you, to perform that contract and manage it in the interest of our business and to manage our internal operations. We cannot do any of these things without that information.

5. Transfer Of Your Information Outside Of The EEA

We use external financial administrators, who are based in Jersey. The administrators have access to our live accounting system and other financial records to be able to ensure that adequate control is being exercised over their assets by the Finance Team at Hatfield. As part of this access to accounting records, they can view some personal data. Jersey has been deemed by the European Commission to provide an adequate level of protection for personal data, in line with those provided under European data protection law.

We do not intend to make any further transfers of your information to anyone else outside the EEA during the course of our general operations. The information we hold is stored in the UK and Republic of Ireland. In the event that we do need to transfer your information overseas, we will inform you accordingly.

6. Your Rights

6.1 Under data protection laws you have a number of important rights, which you can exercise free of charge. In summary, these include the right to:

     6.1.1 be informed about the collection and use of your personal information;
     6.1.2 access your personal information and certain other supplementary information that this privacy notice is already designed to address;
     6.1.3 have inaccurate information held about you emended or completed if it is incomplete;
     6.1.4 have personal information erased in certain circumstances.
     6.1.5 request the restriction of your personal data in certain circumstances.
     6.1.6 receive your personal information which you have provided to us, in a structured, commonly used and machine-readable format and require us to transmit that information to a  third party in certain situations.
     6.1.7 object to processing of your personal information where your interest in stopping the processing overrides ours.

6.2 For further information on each of those rights, including the circumstances in which they apply, see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.

6.3 If you would like to exercise any of those rights, please:

      6.3.1 email, call or write to us (please see ‘how to contact us’ below),
      6.3.2 let us have enough information to identify you,
      6.3.3 let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill), and
      6.3.4 let us know the information to which your request relates.

7. How To Complain

7.1 We hope that we can resolve any query or concern you raise about our use of your information. If you think that our collection or processing of your personal information has been unfair, then please bring this to our attention by contacting us (please see ‘how to contact us’ below).
7.2 You also have the right to complain to the UK Information Commissioner, who may be contacted at https://ico.org.uk/concerns/ or by telephone on 0303 123 1113. If you live or work elsewhere in the EU or EEA, you can also complain to your local supervisory authority.

8. Changes To This Privacy Notice

We may change this privacy notice from time to time and will notify you of significant changes.

9. How To Contact Us

9.1 Please contact us if you have any questions about this privacy notice, the information we hold about you or if you would like exercise any of your rights under data protection law.
9.2 If you wish to contact us please send an email to dataprotection@gascoyne.org, write to Records Manager, Gascoyne Holdings Limited, Hatfield Park Estate Office, The Melon Ground, Hatfield, Herts, AL9 5NB