Privacy Policy | Parkhill Solutions

Please read this privacy policy carefully and revisit this page periodically to review any changes. Parkhill Property Solutions Ltd is committed to protecting the privacy of the Personal Information you provide to us, either when signing a tenancy agreement or through the use of our website. By using the website, you consent to the collection and use of the information you provide to us in accordance with this privacy policy.

Overview

1.1

Parkhill Property Solutions Ltd (“Parkhill Property Solutions Ltd”, “we” or “us”) may collect, store, and use information in accordance with GDPR, which came into effect on 25 May 2018.

1.2

By using our services and providing any personal information to us, you consent to our use of your personal information as outlined in this privacy policy. Please do not provide us with any personal information if you do not want that information to be used by us in this manner.

1.3

Some of the data we process will be personal information. By ‘personal information’, we mean all information that relates to, identifies, or may identify you. For the purposes of GDPR, we are the data controller of any personal information we process about you. This policy details how we process data related to you.

1.4

This privacy policy applies to all personal information we gather or use in connection with your relationship with us, including when you use our website parkhillpropertysolutions.co.uk. We will only use your personal information in accordance with this privacy policy.

Contacting Us

If you have any questions or comments on this policy, or if you wish to withdraw your consent for data processing, you can contact us in writing to:

Data Protection Officer
Parkhill Property Solutions Ltd
85 Great Portland Street, London, W1W 7LT

Personal Information

You acknowledge that Parkhill Property Solutions Ltd may collect, store, and use informationprovided by you. This includes the following:

Contact details such as address, telephone numbers, email address, and proof ofaddress (e.g., bank statement and/or utility bill).

Biographical information such as your title, name, and gender.

Personal information including banking details and passport number, required under the terms of your tenancy agreement.

Details of your visits to the Parkhill Property Solutions Ltd website, including traffic data and data related to the resources you access on the website.

Information you provide when you visit the Parkhill Property Solutions Ltd website.

Data Breach

We have implemented appropriate security measures to prevent your personal data from being accidentally lost, used, or accessed in an unauthorized way, altered, or disclosed. Additionally, we limit access to your personal data to employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal data on our instructions and are subject to a duty of confidentiality.

We have established procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Disclosures Of Your Personal Data

We may need to share your personal data with relevant third parties for the operation of your contract with us, such as to provide maintenance and service facilities. We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and inaccordance with our instructions.

Your Legal Rights

Under certain circumstances, you have rights under data protection laws concerning your personal data. Please see these within the glossary below. If you wish to exercise any of the rights set out above, please contact us in writing to:

Data Protection Officer
Parkhill Property Solutions Ltd
85 Great Portland Street, London, W1W 7LT
Telephone: +44(0)20 3576 5766

No fee is usually required. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

6.1

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask for further information related to your request to expedite our response.

6.2

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally, it may take us longer than a month if your request is particularly complex or if you have made several requests. In this case, we will notify you and keep you updated.

International Transfers

We do not transfer your data outside the European Economic Area.

Data Retention

We will only retain your personal data for as long as necessary to fulfill the purposes wecollected it for, including satisfying any legal, accounting, or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorized use or disclosure, the purposes for which we process your personal data, whether we can achieve those purposes through other means, and applicable legal requirements. By law, we have to keep basic information about our leaseholders, clients, and occupiers (including Contact, Identity, Financial, and Transaction Data) for seven years after they cease being leaseholders,clients, or occupiers.

In some circumstances, you can ask us to delete your data: see "Request Erasure" below for further information. In some circumstances, we may anonymize your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

Glossary

9.1

Lawful Basis

Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service and the best and most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before processing your personal data for our legitimate interests. We do not use your personal data for activities where our interests
are overridden by the impact on you (unless we have your consent or are otherwise required or permitted by law). You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.

Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.

Comply with a legal or regulatory obligation means processing your personal data where it is necessary for compliance with a legal or regulatory obligation to which we are subject.

9.2

Third Parties

Service providers [acting as processors] based within the EU who provide IT and system administration services.

Professional advisers [acting as processors or joint controllers] including lawyers, bankers, auditors, and insurers based within the EU who provide consultancy, banking, legal, insurance, and accounting services.

HM Revenue & Customs, regulators, and other authorities [acting as processors or joint controllers] based in the United Kingdom [who require reporting of processing activities in certain circumstances].

9.2

Your Legal Rights

You have the right to:

Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and check that we are lawfully processing it.

Request correction of the personal data we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us to continue processing it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully, or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request for erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation that makes you want to object to processing on this ground as you feel it impacts your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information that override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:

(a) if you want us to establish the data's accuracy;

(b) where our use of the data is unlawful but you do not want us to erase it;

(c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise, or defend legal claims; or

(d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information that you initially provided consent for us to use or where we used the information to perform a contract with you.