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 European and 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 use the links on the left hand side of the page, or scroll down, to obtain further details of how we process your personal information.)

Job applicants

What information do we collect?

When you apply for a job with Gascoyne Estates, we ask you to provide personal information as part of your application. This is usually in the form of a CV and cover letter, and may include your name, contact details, education, previous employment and referees, as well as other relevant information that you choose to tell us. We may add personal information (in the form of our evaluation of your ability to undertake the role advertised) during the shortlisting and interview process. Information may be collected by us from 3rd parties, including recruiting specialists, and your former employer or other people that you know for reference purposes.

How we use your personal information

Any personal information that we collect through the recruitment process will be used to assess your suitability for job roles and to contact you in relation to those roles. If you are successful, we need to process your information prior to entering into a contract with you. We may also need to process information from job applicants to respond to legal claims about the recruitment process.

Reasons we can collect and use your personal information

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

We will only process your personal information where the process is necessary for our legitimate interests of assessing your suitability for employment and communicating with you in relation to that employment. If you are successful in your application, we will also process your personal information in order to enter into a contract of employment with you or to comply with legal obligations relating to your employment We will provide you with our Privacy Notice for Staff at this point.

Who we share your personal information with

All business records, including recruitment records, 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 and it is in our legitimate interests to share it with your referees for the purposes of gaining references prior to employment. We may need to share your personal information with our legal advisers in order to respond to legal claims about the recruitment process. We will share personal information with law enforcement or other authorities if required by applicable law.

How long your personal information will be kept

If your application is unsuccessful, we will retain your personal information for 6 months from the date of the completion of the recruitment process, after which it will deleted or destroyed. We retain a backup of our digital files for up to 180 days, for business continuity purposes.

If your application is successful, your personal information will be kept in accordance with our Privacy Notice for Staff.

Prospective tenants

What information do we collect?

When you submit your information through our Property Enquiry Form on the Hatfield House, 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.

We will use sensitive information

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.

People who use the contact form on the Cranborne website

What information do we collect?

When you submit an enquiry through our contact form, we collect your name, email address and telephone number.

How we are likely to use your personal information

We collect your information for the purpose of responding to your enquiry.

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:

Your personal information will be processed in relation to our legitimate interests in responding to your enquiry.

Who we share your personal information with

All business records, including emails, are stored in the Cloud, hosted by an external IT Support Company, with servers in the UK and the Republic of Ireland. 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

The retention of your personal information will depend upon the nature of your enquiry and will be determined in accordance with our retention schedule, which we can provide you with details of on request. We retain a backup of our digital files for up to 180 days, for business continuity purposes.

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:

• be informed about the collection and use of your personal information;

• access your personal information and certain other supplementary information that this privacy notice is already designed to address;

• have inaccurate information held about you emended or completed if it is incomplete;

• have personal information erased in certain circumstances.

• request the restriction of your personal data in certain circumstances.

• 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.
• object to processing of your personal information where your interest in stopping the processing overrides ours.
• 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.

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

• email, call or write to us (please see ‘how to contact us’ below),

• let us have enough information to identify you,

• 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

• 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 dataprotection@gascoyne.org or write to Records Manager, Gascoyne Estates, Hatfield Park Estate Office, The Melon Ground, Hatfield, Herts, AL9 5NB