DARRAS HALL ESTATE COMMITTEE
How We Collect Personal Information
What Information We Hold
When you become a Darras Hall Owner, we will ask you for certain information to enable us to register you as an owner. We will only ask you for the minimum data possible. This is likely to include full name, address and possible telephone number and email address.
We will record information whenever you contact us or use our services and we will note any action taken, for example keeping a record of annual rent payment, planning applications and supporting documents, objections to planning applications made by yourself or others, all correspondence between us whether in writing or by phone.
How We Use Our Records
We keep records to allow us to:
- Collect the rent charge.
- Process planning applications.
- Keep in touch with owners, understand their needs and preferences and invite them to events.
- Prevent and detect fraud and money laundering.
- Provide information you request from us.
- Meet our legal obligations.
Sensitive Personal Information
Under the GDPR, certain personal information is classified as sensitive. Sensitive data is information relating to physical or mental health, sex life, religious or philosophical beliefs, political opinions, membership of a Trade Union, biometric information, allegations of criminal offences and criminal convictions and offences.
It is unlikely that we would ever process your sensitive personal data unless you provided us with this information in correspondence between us.
Retention of Your Data
We will retain your data for as long as you remain an owner and for 7 years after your ownership has ended unless we are required to retain it for longer by law.
Sharing Your Information
We will keep your information secure and confidential. The Committee have restricted access to personal information on a “need to know” basis. We will also disclose information as required by law.
In particular, please be aware:
- If you default on your rent charge, we may provide information about you to authorised debt or recovery agencies to enable them to recover the debt. This may affect future applications for credit and insurance.
- We may pass information you to external contractors who are working on our behalf.
You have the right to ask us in writing not to process your personal information if it is causing or likely to cause substantial damage or distress, or for direct marketing. There may be other specific circumstances where you may wish us to stop processing your data, if for example, you signed up to an optional service. However, we need to maintain certain records to enable us to provide you with the services you enjoy as an owner.
You have the right to access any personal information we hold about you under the GDPR, this is known as a Subject Access Request (SAR).
What You Need to Know about Making a SAR
- The right of subject access under the GDPR is an individual one. This means that we cannot process joint requests – they have to be treated separately.
- You can write or email to make your request.
- We may require proof of your identity and address – we will let you know when we receive your request.
- When we receive your request and have confirmed your identity to our satisfaction, we shall respond and provide your information within one month.
Changes to our Privacy Notice
- We will update this privacy notice to reflect changes wither to the way in which we operate or changes to data protection legislation.
You can contact us at:
Darras Hall Estate Committee, Estate Office, Old Station Court, Darras Hall, Ponteland,
Newcastle upon Tyne. NE20 9NT
Telephone: 01661 825 750
The Information Commissioner’s Office (ICO) is the UK’s independent body who upholds information rights in the public interest. Darras Hall Estate Committee is registered as a Data Controller with the ICO. Their contact details are:-
Information Commissioners Office
Wycliffe House, Water Lane, Wilmslow, Cheshire. SK9 5AF
Telephone: 0303 123 1113