Privacy Notice & Statement

This Privacy Notice explains what personal data (information) we hold about you, how we collect it, and how we use and may share information about you during our management of the development of which you own a property and after it ends.  We are required to notify you of this information under the General Data Protection Regulation (GDPR).   

Please ensure you read this Privacy Notice, and any other similar Notice we may provide you with from time to time, when we collect or process personal information about you. 

This Privacy Notice contains important information on who we are, how and why we collect information, store that information, use it and share personal information; your rights in relation to your personal information and on how to contact us and supervisory authorities in the event you have a complaint on how we handle your data. 

Who We Are

The Fairfield Trust collects, uses and is responsible for certain personal information about you. When we do so we are regulated under the General Data Protection Regulation (GDPR) which applies across the European Union, including the United Kingdom, and we are responsible as ‘controller’ of that personal information for the purposes of those laws.   In this Privacy Notice, references to “we” or “us” means The Fairfield Trust. 

Data Protection Principles

We will comply with the data protection principles when gathering and using personal information and ensure:

  • We are lawful, compliant, open and accountable in our processing.

  • The data we collect is for the purposes specific to our contracts and business.

  • That data we collect is necessary for the purposes of processing.

  • The data we hold is accurate and up to date wherever possible. Any amendments will be amended or destroyed.

  • We will not hold data for longer than is necessary.

  • The way in which we process data is to ensure appropriate security of personal data including protection against unauthorised or unlawful processing, accidental loss, destruction or damage.

Personal Information We Collect and Use (Information Collected By Us)

In the course of acting as a managing agent, or as a consultant, we collect the following personal information when you provide it to us: 

  • Name, contact address, any other address, telephone number, mobile number, email address, any emergency contact name and telephone number. 

  • We may also collect your date of birth, your next of kin details, and any vehicle registration number. 

  • If you claim benefits from the local authority, we will collect information that relates to your housing benefit, in connection with your rent, service charge or any other costs that are charged to your account. 

The provision of the above personal data is required from you to enable us to perform our contractual duties as managing agent. 

The Personal Information We Collect and Use (Information Collected From Other Sources)

We also obtain personal information from other sources as follows: 

  • The name address and contact details of your GP, for use in an emergency, or at your request.

  • Previous landlords(s) when seeking references. 

  • Right to Rent report

  • Credit Check (only in respect of financial criminal activity, such as fraud, embezzlement, money laundering etc.).

How We Use Your Personal Information

We will typically collect and use this information for the following purposes: 

  • For the performance of a contract you have with us, such as an Assured Shorthold Tenancy Agreement. 

  • For the purposes of our legitimate interests or those of a third party, but only if these are not overridden by your interests, rights or freedoms. 

We seek to ensure that our information collection and processing is always proportionate.  We will notify you of any material changes to information we collect or to the purposes for which we collect and process it.   

Who We Share Your Personal Information With

We routinely share the following categories of personal data: 

  • Name, addresses, telephone number, mobile, email address, car registration number. 

This personal information may be shared with the following categories of recipients: 

  • Contractors, service providers (eg, surveyors), solicitors, insurers, insurance brokers, trustees, auditors, any staff or employee of the companies, debt collectors, courts/tribunals, a new agent if appointed, legal authorities such as the police, your mortgage lender, parking patrol companies, Charities Commission. 

This data sharing enables us to perform our contract as Landlord.  

We will share personal information with law enforcement or other authorities if required by applicable law. 

We will not share your personal information with any other third party. 

Where Your Personal Information May Be Held

Information will be held at our offices, third party agencies, service providers, by contractors, representatives and agents as described above. 

We have security measures in place to seek to ensure that there is appropriate security for information we hold including those measures detailed in our GDPR data protection policy.   

Or, for example, a set number of years after a data subject ceases to be associated with the Trust. 

How Long Your Personal Information Will Be Kept

We will hold your personal data for so long as you are a tenant at Fairfield or Fairfield West for which we are Landlord, for a maximum period of five years thereafter and for any further period as required by law.

Reasons We Can Collect and Use Your Personal Information

We rely on contract as the lawful basis on which we collect and use your personal data.  
We do not use personal data for marketing unless we have your consent.  

Your Rights

Under the General Data Protection Regulation (GDPR) you have a number of important rights free of charge.  In summary those include rights to: 

  • Fair processing of information and transparency over how we use your use personal information. 

  • Access to your personal information and to certain other supplementary information that this Privacy Notice is designed to address. 

  • Require us to correct any mistakes in your information which we hold.

  • Require the erasure of personal information concerning you in certain situations. 

  • Receive the personal information concerning you which you have provided to us in a structured, commonly used and machine-readable format, and the right to transmit the data to a third party in certain situations. 

  • Object at any time to processing of personal information concerning you for direct marketing.

  • Object to decisions being taken by automated means which produce legal effects concerning you or similarly significantly affect you. 

  • Object in certain other situations to our continued processing of your personal information.

  • Otherwise restrict our processing of your personal information in certain circumstances.

  • Claim compensation for damages caused by our breach of any data protection laws.

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 us at office@fairfieldtrust.org or phone 01803 606560, or write to us at ,The Fairfield Trust, Second Floor, Hyde Hill, 146 Above Town, Dartmouth, TQ6 9RH.

  • Provide us with sufficient information so we can identify you, eg. full name and address.

  • Provide us with proof of your identity and address (eg. copy driving licence or passport and a recent utility or bank statement), and 

  • Provide us with information to which your request relates, including any reference numbers if you have them.

Keeping Your Personal Information Secure

We have appropriate security measures in place to prevent personal information being accidentally lost or used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of care and confidentiality. 

We will also follow established procedures to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so. 

Safeguarding

Please ask for our Safeguarding Policy, available on request.

How to Complain

Please ask for our Complaints Policy, available on request.

Registered Office

The Fairfield Trust, Second Floor, Hyde Hill, 146 Above Town, Dartmouth, Devon, TQ6 9RH.

Changes to This Privacy Notice

This privacy notice was last updated in November 2023.  We may change this Privacy Notice from time to time.  Please check for updates.