Privacy Notice

Big Rock Estates Ltd

Effective Date: 1 Jan 2020

Big Rock Estates Ltd (referred to as "we," "us," or "our") is committed to protecting your privacy and complying with the UK General Data Protection Regulation (GDPR). This Privacy Notice explains how we collect, use, store, and protect your personal data in connection with your tenancy.

1. Data Controller

Big Rock Estates Ltd is the data controller for your personal data. If you have any questions about this Privacy Notice or how we handle your personal data, please contact us:

Address: 95 Hocombe Road, Chandler’s Ford, Eastleigh, SO53 5QB

Email: lettings@bigrockestates.co.uk

Phone: 07702 673730

2. Personal Data We Collect

We collect and process the following types of personal data:

  • Identity Data: Name, date of birth, passport/ID copy, and nationality.

  • Contact Data: Email address, phone number, and residential address.

  • Financial Data: Bank details, payment history, and credit checks (if applicable).

  • Tenancy Data: Details of your tenancy agreement, rental history, and communication records.

  • Maintenance Data: Records of reported repairs and service requests.

3. How We Use Your Data

We use your personal data for the following purposes:

  • Tenancy Management: To manage your tenancy agreement, including rent collection, maintenance requests, and communication.

  • Legal Obligations: To comply with legal requirements, such as Right to Rent checks and providing information to authorities when required.

  • Financial Management: To process payments and ensure compliance with financial regulations.

  • Communication: To contact you about your tenancy, repairs, or other relevant updates.

  • Compliance Monitoring: To ensure we meet our obligations under health and safety laws and landlord regulations.

4. Legal Basis for Processing

We process your personal data under the following legal bases:

  • Performance of a Contract: Processing is necessary for the performance of your tenancy agreement.

  • Legal Obligation: Processing is necessary to comply with legal requirements.

  • Legitimate Interest: To manage and improve our business operations, including responding to tenant requests and maintaining property standards.

  • Consent: Where you have explicitly provided consent, such as for marketing communications (if applicable).

5. Data Sharing

We may share your personal data with:

  • Service Providers: Contractors, tradespeople, or agents involved in property maintenance or tenancy management.

  • Legal Authorities: When required by law, such as for Right to Rent checks or legal disputes.

  • Third Parties: Payment processors, referencing agencies, or IT service providers to facilitate the management of your tenancy.

We do not sell or rent your data to third parties.

6. Data Retention

We will retain your personal data for as long as necessary to:

  • Fulfil the purposes outlined in this Privacy Notice.

  • Comply with legal, tax, and regulatory requirements.

  • Resolve disputes or enforce agreements.

After the retention period, your data will be securely deleted or anonymized.

 

7. Your Rights

Under the GDPR, you have the following rights:

  • Access: Request access to your personal data.

  • Rectification: Request correction of inaccurate or incomplete data.

  • Erasure: Request deletion of your data, subject to legal obligations.

  • Restriction: Request a restriction on processing your data.

  • Portability: Request transfer of your data to another data controller.

  • Objection: Object to processing based on legitimate interests or direct marketing.

  • Withdraw Consent: Withdraw consent where processing is based on consent.

To exercise your rights, please contact us using the details provided above.

8. Data Security

We implement appropriate technical and organizational measures to protect your data against unauthorized access, loss, alteration, or destruction. These measures include encryption, access controls, and regular security assessments.

9. Complaints

If you believe we have not handled your data in accordance with GDPR, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

Website: https://ico.org.uk/
Phone: 0303 123 1113

10. Updates to This Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our practices or legal requirements. Please review this notice periodically for any updates. The latest version will always be available on our website.

Thank you for trusting Big Rock Estates Ltd. We are committed to handling your personal data responsibly and transparently.