GDPR Privacy Policy

HillburyProperty.com is a website for advertising the properties and services provided by Hillbury Property Management Ltd. No personal information is required to be entered in order to use this website. We do employ the use of website analytics to record and analyse website usage and statistics, purely for internal use only within Hillbury Property Management Ltd.

Personal data:

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:

“any information relating to an identified or identifiable natural person ('data subject'); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.”

The personal data that we collect and store is provided from the “Contact Us” submission form, or from emailing us via our email address: Admin@HillburyProperty.com.

How we use your information:

This privacy notice tells you how we, Hillbury Property Management Ltd. will collect and use personal data for providing information on rental properties that we offer through our service as property managers.

Why does Hillbury Property Management Ltd. need to collect and store personal data?

In order for us to provide you with the rental/management information we only require basic contact information to respond to your request. To proceed with granting you a tenancy or management service, we will we need to collect certain personal and financial information to decide on the grant of a tenancy or management service. Your consent and co-operation in providing the data is requested in order to offer and continue a tenancy/management contract with you. You don't have to provide personal information but without it there will be insufficient information upon which to grant a tenancy/management service. In the event the tenancy/management service does not proceed, we may retain this data for a period of up to a year. In any event, we are committed to ensuring that the information we collect and use is appropriate for this purpose, and does not constitute an invasion of your privacy. In terms of being contacted for marketing purposes, Hillbury Property Management Ltd. would contact you for additional consent.

Will Hillbury Property Management Ltd. share my personal data with anyone else?

We may pass your personal data on to third-party service providers contracted to Hillbury Property Management Ltd. to act on our behalf in the course of dealing with you (i.e. Trades-persons to effect repairs, Tenant Referencing Organisations). In that case, any third parties that we may share your data with are obliged to keep your details securely, and to use them only in relation to the contracted services. When they no longer need your data to fulfill this service, they will dispose of the details in line with Hillbury Property Management Ltd. procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally or contractually required to do otherwise.

How will Hillbury Property Management Ltd. use the personal data it collects about me?

Hillbury Property Management Ltd. will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and will not keep it for longer than is necessary or than we are contractually obliged to. Hillbury Property Management Ltd. is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

Under what circumstances will Hillbury Property Management Ltd. contact me?

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise unauthorised access or disclosure.

Can I find out the personal data that the organisation holds about me?

Hillbury Property Management Ltd. at your request, can confirm what information we hold about you and how it is processed. If Hillbury Property Management Ltd. does hold personal data about you, you can request the following information:

Identity and the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU.
Contact details of the data protection officer, where applicable.
The purpose of the processing as well as the legal basis for processing.
If the processing is based on the legitimate interests of Hillbury Property Management Ltd. or a third party, information about those interests.
The categories of personal data collected, stored and processed.
Recipient(s) or categories of recipients that the data is/will be disclosed to.
If we intend to transfer the personal data to a third-party country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
How long the data will be stored for.
Details of your rights to correct, erase, restrict or object to such processing.
Information about your right to withdraw consent at any time.
How to lodge a complaint with the supervisory authority.
Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
The source of personal data if it wasn’t collected directly from you.
Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

What forms of ID will I need to provide in order to access this?

For identification purposes, Hillbury Property Management Ltd. will require the following, when information on your personal data is requested:

Full Name.
Date of birth.
Email Address.
Mobile phone number.
Passport number.
Address of the property which you are/were a tenant or landlord.

Data Protection Officer (DPO) contact details:

David Selwyn

66 Moyser Road

London

SW16 6SQ

Email: Admin@HillburyProperty.com

+44 (0) 7933 369 157

Document Owner and Approval:

The Data Protection Officer (DPO) is the owner of this document and is responsible for ensuring that this record is reviewed in line with the review requirements of the GDPR.

Company registration number 9160771 Registered office: 66 Moyser Road, London, SW16 6SQ