General Data Protection Regulation

In line with new Data Protection regulations we have a duty to safeguard personal information and notify you about how your information is used.

This Privacy Notice is to provide a description of the way Russell Properties (a trading name of Bullen Developments Limited) collects and processes personal information. The processing of your data is necessary under the contractual arrangements in place with you and there is a legitimate interest to do so, in addition to other legal obligations.

What we do

Russell Properties delivers commercial and residential developments in the Eastern region of the UK. We let and manage our own diverse residential property portfolio under the name of Russell Properties.

Reasons/purposes for processing information

We process personal information to enable us

• To carry out our obligations & duties to you in respect of tenancy agreements
• To enable us to supply you with services & information requested
• To help you to manage your tenancy
• To ensure a property meets any specific medical requirements
• For security and health & safety compliance at our offices

How we collect information

• Viewing enquiries
• Tenancy Application Form and supporting documentation, i.e. passports, drivers’ licences, bank statements, previous address information
• Guarantor Form
• Other information provided by you in person/email/telephone/website.
• CCTV cameras at our offices.

Type/classes of information processed

We process information relevant to the above reasons/purposes. This may include:

• Personal details
• Education details
• Financial details
• Health details
• Images of visitors and their vehicles to our offices

Who the information is processed about

We process personal information about:

• Tenants
• Guarantors
• Visitors to our offices

Retention of data

We only retain data for as long as is necessary for us to fulfil our obligations under our contracts with you, or to comply with legal obligations such as HMRC requirements, Health & Safety requirements, etc. This is normally for less than 6 years. All data is held securely. All redundant data is deleted securely.

How your information will be shared

We sometimes need to share the information we process with you and with other organisations. Where this is necessary, we are required to comply with all aspects of the Data Protection Act 2018. Below is a description of the types of organisations we may need to share some of the personal information we process with for one or more reasons.

Where necessary or required we share information with:

• Maintenance suppliers, e.g. electrical, plumbing and general maintenance
• Other Group Companies
• Utility and Council Tax suppliers
• Police forces
• Debt collection and tracing agencies
• Solicitors and high court officers / bailiffs
• Business associates/colleagues
• Deposit Protection Scheme administrators
• Suppliers of other goods or services, e.g. insurance brokers
• Your landlord
• Payment facilitators
• External software providers

We will not transfer your personal data out of the EU.

Changes to our Privacy Notice

From time to time we may amend the way in which we process personal data. This may lead to changes in how we collect and/or use your personal information. We may amend the terms of this Privacy Notice at any time.

Your rights

You have the right at any time to

• Ask for a copy of the information about you held by us
• Request us to correct any inaccuracies in your information
• Make a request to us to delete what personal data of yours we hold.

Note: we are required to retain certain information for a specific period of time, for example to satisfy the Right to Rent legislation and damage deposit protections.

Contact

If you have any concerns about how your data is processed or wish to exercise any of your rights you can contact our Data Protection Officer by email at dpo@rgcarter.co.uk