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Privacy

Peter Reynolds Properties is committed to ensuring that your privacy is protected and our use of your personal information is governed by this Privacy Notice. On this site, “Peter Reynolds Properties”, “our” and “we” each mean all the UK companies in the Peter Reynolds Properties group (including but not limited to Peter Reynolds Properties Limited, M4 Industrial Estates Limited, Peter Reynolds LLP and their respective subsidiaries) which collect and use your information in the manner set out in this Privacy Notice. Any reference to “you” or “your” refers to anyone whose personal information we process.

1. Introduction

Our use of your personal data will be governed by this Privacy Notice.
Peter Reynolds Properties is a controller for the personal information that it collects and uses about you. We will treat your personal information as confidential and in accordance with applicable data protection legislation and your personal information will only be shared with others in accordance with this Privacy Notice.
This Privacy Notice explains:

  • what personal information is;
  • how we collect your personal information;
  • the types of personal information we collect;
  • how we use your personal information;
  • the legal basis for processing your personal information;
  • how we share your personal information;
  • how long we keep your personal information;
  • how we keep your personal information secure;
  • your rights in relation to your personal information; and
  • how to make complaints.

If there are any changes to the way in which your personal information is used, this Privacy Notice will be updated.

2. What is personal information

Personal information is any information that tells us something about you. This could include information such as name, contact details, date of birth, bank account details or any information about your needs or circumstances which would allow us to identify you.
Some personal information is classified as “special” data under data protection legislation. This includes information relating to health, racial or ethnic origin, religious beliefs or political opinions and sexual orientation. This information is more sensitive and we need to have further justifications for collecting, storing and using this type of personal information. There are also additional restrictions on the circumstances in which we are permitted to collect and use criminal conviction data.
Any references to personal information in this privacy notice will include personal data, and where relevant, special categories of personal data.

3. What personal information do we collect?

We may collect your full name and contact details (such as phone number, email address and postal address) from you whenever you engage with us.
In addition, if we are providing a service to you, or on your behalf, where we are required to do so by law, we may collect information relating to your identity, which will be at least one form of photographic identification (such as a passport, a driving licence or an identification card) and one form of documentation with proof of your place of residence (such as a recent utility bill).
We may also collect additional personal information as detailed below:

  • If you are letting a property with us we will collect a contact telephone number to get in touch with you about organising viewings.
  • Where you engage with Peter Reynolds Properties, we may collect information required to identify you to meet anti-money laundering and counter terrorist financing requirements. If we are dealing with an entity such as a company, trust or charity, we may need to obtain personal information for the beneficiaries of the entity and those in a position of control. This will include, but is not limited to, identity and address documents. We may also need to collect information on other individuals who have an interest in the property who are not considered to be our customers.
  • We may collect your bank account details to arrange refunds of rental payments, service charge or insurance premiums.
  • We may also need to collect specific identity documents from you for the purpose of preventing and detecting crime, fraud or money laundering.
  • Where we operate CCTV in a property, we may capture your image which would constitute your personal data.
  • If you subscribe to receive research, news or other market updates from us, then in addition to the above we will collect details about the sector in which you work and the type of content that you would like to receive.

4. How we use your personal information

What is the legal basis of our data processing?
Under data protection legislation we are only permitted to use your personal information if we have a legal basis for doing so. We rely on the following legal bases to use your information;

  • For employment-related purposes
  • Where we need information to perform the contract we have entered into with you
  • Where we need to comply with a legal obligation
  • Where the processing is necessary for us to carry out activities for which it is in Peter Reynolds Properties’ legitimate interests (or those of a third party) to do so and provided that your interests and fundamental rights do not override those interests, including:
    • Processing that is necessary for us to promote our business, brands and products and measure the reach and effectiveness of our campaigns – this will include sending you marketing information from time to time after you have engaged us to provide services or received services from us either which may be similar and of interest to you or where you have expressly indicated that you would like to receive such information. You have the right to opt out of receiving this information at any time.
    • Processing necessary for us to operate the administrative and technical aspects of our business efficiently and effectively – this will include verifying the accuracy of information that we hold about you and create a better understanding of you as a customer; processing for network and information security purposes i.e. in order for us to take steps to protect your information against loss, damage, theft or unauthorised access or to comply with a request from you in connection with the exercise of any of your rights outlined below.

In more limited circumstances we may also rely on the following legal bases:

  • Where we need to protect your interests (or someone else’s interests); and/or
  • Where it is needed in the public interest or for official purposes

We may process special categories of personal information and criminal conviction information in the following limited circumstances:

  • With your explicit consent, in which case we will explain the purpose for which the information will be used at the point where we ask for your consent.
    Specific information on how your personal information will be used for the particular services you have requested from us is provided below.

Letting

  • We use your personal information for the purposes of fulfilling our obligations to you for the purposes of arranging viewings, obtaining feedback, and arranging a contract for a lease for you.
  • We will use your personal information to conduct due diligence in accordance with other legal or regulatory obligations
  • We will share your personal information with your appointed solicitors and our solicitors and agents as is necessary to facilitate the letting.
  • We may share your personal data with third party referencing agencies for the purposes of the prevention and detection of crime, fraud and/or money laundering and checking your suitability to rent that property. In such circumstances, the third party referencing agency may act as a data controller for your information.

Property Management

  • We operate CCTV in properties based on our legitimate interest in protecting the property and ensuring the safety of visitors, tenants and clients, as well as to assist with the prevention and detection of crime.

Other uses of your personal information

  • If we sell any part of our business and/or integrate it with another organisation your details may be disclosed to our advisers and to prospective purchasers or joint venture partners and their advisers. If this occurs the new owners of the business will only be permitted to use your information in the same or similar way as set out in this privacy notice.
  • We will share personal information with our regulators, governmental or quasi-governmental organisations, law enforcement authorities and with courts, tribunals and arbitrators as may be required from time to time in order to comply with our regulatory and legal obligations.
  • Where we use third party services providers who process personal information on our behalf in order to provide services to us. This includes IT systems providers and IT contractors as well as third party referencing or screening agencies for the purposes of the prevention and detection of crime.
  • We may share your personal information with any person working within the Peter Reynolds Properties Group on a need to know basis to ensure we are able to perform our obligations to you.

5. How we keep your information secure

The security of information is very important to us and we have measures in place which are designed to prevent unauthorised access to your personal information including but not limited to:

  • Our client files are stored on our secure client management systems. Access is restricted on our client systems to those within the business who are required to have access to your information for legitimate business purposes.
  • Hard copy documentation is stored in locked cabinets.

We ensure access to personal information is restricted to Peter Reynolds Properties employees and workers or other persons working within the Peter Reynolds Properties Group on a need to know basis. Training is provided to any of those Peter Reynolds Properties employees and workers who need access to personal information.

6. For how long do we keep your personal information

The period for which we will keep your personal information will depend on the type of service you have requested from us. The retention period may be longer than the period for which we are providing services to you where we have statutory or regulatory obligations to retain personal information for a longer period, or where we may need to retain the information in case of a legal claim.

7. Your rights in relation to your personal information

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

  • Be informed about how we use your personal information
  • Obtain access to your personal information that we hold
  • Request that your personal information is corrected if you believe it is incorrect, incomplete or inaccurate
  • Request that we erase your personal information in the following circumstances:
    • If Peter Reynolds Properties is continuing to process personal information beyond the period when it is necessary to do so for the purpose for which it was originally collected
    • If Peter Reynolds Properties is relying on consent as the legal basis for processing and you withdraw consent
    • If Peter Reynolds Properties is relying on legitimate interests as the legal basis for processing and you object to this processing and there is no overriding compelling ground which enables us continue with the processing
    • If the personal information has been processed unlawfully (i.e. in breach of the requirements of the data protection legislation)
    • If it is necessary to delete the personal information to comply with a legal obligation
  • Ask us to restrict our data processing activities where you consider that:
    • personal information is inaccurate
    • our processing of your personal information is unlawful
    • where 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
    • where you have raised an objection to our use of your personal information
  • 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
  • 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 would like to exercise any of your rights please contact enquiries@prproperties.co.uk.
Please note that we will keep a record of the fact that you have made a request to exercise your rights, and our response to your request, in order to demonstrate compliance with our data protection obligations and so that we can handle any queries, complaints or claims in relation to your request. This record will be kept in accordance with our retention policies at section 6 above.

8. Complaints

If you have any complaints about the way we use your personal information please contact us at enquiries@prproperties.com who will try to resolve the issue. If we cannot resolve any issue, you have the right to complain to the data protection authority in your country (the Information Commissioner in the UK).

10. The use of cookies by Peter Reynolds Properties

What is a cookie?
A cookie is a small text file that is downloaded onto your computer when you visit certain websites and allows a website to recognise a user’s computer. Cookies are used to help users navigate websites more efficiently and to perform certain functions, as well as to provide information to the owners of the website.
What cookies do Peter Reynolds Properties use?
When browsing our website, cookies that are strictly necessary for the performance and function of the website are automatically utilised.