GDPR Privacy Notice

GDPR and Privacy Notice

An overview of how Butterworth Estate Services collect and use your information

This is an overview of the types of information we collect about you; how we collect and use it; who we might share it with; the steps we will take to make sure it stays private and secure and, last but not least, your rights to your information.

Who are we?

Butterworth Estate Services is a business owned by Ailsa Butterworth, the sole director, employing persons to carry out letting services (inventories, check-in, check-out and property inspections) and report typing. This means we are the Data Processor, the person who processes the information you give us.

The information we collect

We collect information about you from different places including:

• directly from you

• from a third party acting on your behalf e.g. letting agent or a landlord

• from publicly available sources

• from other organisations.

The specific information we collect will usually include name, address, telephone number and email address. We collect no other information.

We will only collect your information in line with relevant regulations and law and this may relate to any of our services that have been requested, currently or in the past.

All agencies are responsible for making sure we are given accurate and up to date information. If you provide information for another person you will need to tell them how to find our Privacy Notice and make sure they agree to us using their information for the purposes set out in it.

Copies of this notice can be found on our website:

How we will use your information

We will use it to provide any service that has been requested and for other purposes, for example:

• to carry out the service requested

• to provide the completed report/s

• to bill for the service requested.

• to comply with any legal requests in cases of dispute

All information we collect is sent via email. We use Google Calendar for bookings and completed reports are kept on a cloud server with security passwords. Data is also backed up to HUBIC, a cloud based storage. Our invoices are processed via Quickbooks Accounting. All of which are GDPR compliant.

Landlord, tenant and agent email addresses may be kept in Google Contacts. This is also GDPR compliant.

These are not used for marketing. Should we ever decide to undertake any marketing our lists will include all relevant opt in/out options.

We will only use your information where we are allowed to by law, e.g. carrying out an agreement we have with you, your landlord or your agent, fulfilling a legal obligation, because we have a legitimate business interest or where you agree to it.

Who we can share your information with

This is a fairly short list: landlords, tenants, deposit schemes and third parties with legitimate needs, e.g. the courts, in case of disputes.

We may also share information with The Association of Independent Inventory Clerks (https://theaiic.co.uk), property dispute or arbitration services. In matters of dispute or complaint.

Cookies Policy

A cookie is a very simple text file that gets downloaded onto your PC when you visit our website. They generally contain two bits of information: our site name and a unique user ID. Once the cookie is on your computer, the site “knows” that you have been there before and can then use that knowledge to tailor the experience that you have.

We use “strictly necessary” cookies to enhance user experience such as faster web page loading. No personally identifiable information is collected by using these cookies.

Google Analytics – we use Google Analytics to collect data about website usage. This data does not include personally identifiable information. You can view the Google Privacy Policy here: www.google.com/policies/privacy/.

You can choose to have your computer warn you each time a cookie is being sent, or you can choose to turn off all cookies. You do this through your browser settings. Since each browser is different, look at your browser’s Help Menu to learn the correct way to modify your cookies.

How long we will keep your information

We will keep your information for as long as we have a business relationship. After that ends we will keep it where we may need it for legitimate purposes e.g. to help us respond to queries or complaints, or for other reasons e.g. dispute services and responding to requests from regulators.

This usually means that we will keep your information for at least 7 years after we are made aware of the end of the tenancy, or any associated legal matters with which our service/s correspond.

Your rights

You have a number of rights relating to your information e.g. to see what we hold, to ask us to share it with another party, ask us to update incorrect or incomplete details, to object to or restrict processing of it, to make a complaint etc.

Should you wish to do so, please contact us, via email in the first instance, and we will respond promptly.