Privacy Policy

Gilyard Scarth Lettings are committed to protecting and processing your personal data in accordance with the General Data Protection Regulations and the Data Protection Act 2018 (the legislation).

For the purpose of the legislation and your personal data, Gilyard Scarth Lettings, are the Data Controller, Saffron Reilly-Stitt is the person responsible for data protection and can be contacted at The Old Coffee Tavern, Salisbury Street, Mere, Wiltshire, BA12 6HA or by phone on 01747 860372 or by email at [email protected]

The General Data Protection Regulations are to safeguard your personally identifiable information or personal data. This privacy notice will be regularly reviewed and updated.

Information held

As a Letting Agent, we may collect personal information on a range of data subjects including, but not limited to:-

In respect of each of the subject classes above, we may gather and hold the following personal information and may also include other sensitive data concerning health, if relevant to your application.  

Where the provision of data is a statutory, a contractual requirement or a requirement necessary to enter into a contract, a refusal to provide the data may mean that we are unable to provide you with our service.

We may collect or hold data from the following sources:

Lawful basis of processing

There are six lawful bases for processing your data including consent, a legitimate interest, contract fulfilment, a legal obligation and a vital interest. For each usage of the data the lawful basis of the processing of your data will be identified below in the recipients of personal data section which is detailed below.

A legitimate interest is when we have a business or commercial reason to process your personal data which needs to be balanced with your interests i.e. what is right and best for you.

In more limited circumstances we may also rely on your explicit consent in which case we will explain the purpose for which the information will be used at the point at which we ask you for consent.

Recipients of personal data

It will be necessary for us to process or share all or some of your personal data with a range of individuals, businesses and organisations and these may include those listed below:-

Contract Fulfilment: To assist in the fulfilment of a contract or service to you, including our current providers of the following services:-

Legitimate Interest: To assist Gilyard Scarth Lettings in the running of our own business, including our current providers of the following services:-

Legal Obligation: As required by authorities or regulators, including:-

To meet the legitimate interests of others, including:-

Where is the data stored?

The security of your personal data is very important to Gilyard Scarth Lettings and we have measures in place which are designed to prevent unauthorised access to personal information including but not limited to:-

Your personal data is always stored within the European Union or outside of the European Union but with an organisation operating under the General Data Protection Regulations.

Retention period and criteria used to determine the retention period

The period for which we will keep your personal information will depend on the type of service you have requested from Gilyard Scarth Lettings.  The retention period may be longer than the period for which we are providing services to you where we have a statutory or regulatory obligations to retain personal information for a longer period, or where we may need to retain the information in case of a legal claim.  If the lawful basis for processing your data was consent then you may withdraw consent at any time.

Online identifiers, IP addresses and cookie identifiers

When you visit our website we may collect information about your computer, including (where available) your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns.

We may obtain information by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:

You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site. You can find more information about cookies at www.allaboutcookies.org

This policy only applies to our site. If you leave our site via a link or otherwise, you will be subject to the privacy policy of that website provider. We have no control over that privacy policy or the terms of the website and you should check their privacy policy before continuing to access the site.

Your rights

You have a right of access to check your personal data to verify the lawful basis of processing. We are obliged to respond to an access request within 30 days and may not charge a fee unless the request is unfounded, excessive or repetitive. If a fee is charged it is to be a reasonable fee based upon the administrative cost of providing the information.

You have a right to rectification if the data we hold is either inaccurate or incomplete. If your data has been disclosed to third parties then we must inform them of the rectification, where possible.

You have a right to require erasure of your data when consent is our basis of processing (the right to be forgotten). You may request that your personal data be erased, for example, where there is no compelling reason for its continued processing or where you withdraw consent. We will comply with your request unless we have another basis of processing justifying our retaining the data (for example a legal requirement or the defence of a legal claim).

You have some rights to ask us to restrict processing i.e. to block or supress processing where, for example, the data may be incorrect and whilst the accuracy is verified. We are permitted to store the data.

Your right to object

You do have a right to object to further processing of your personal data. We may be required to stop processing unless there is some other legitimate basis of processing such as a legitimate interest or a requirement for the exercise or defence of a legal claim.

Withdrawal of consent

Where the lawful basis for processing is your consent, you may withdraw consent at any time by writing to, Saffron Reilly-Stitt, Gilyard Scarth Lettings at The Old Coffee Tavern, Salisbury Street, Mere, Wiltshire, BA12 6HA or by email to [email protected].

Complaints about the use of your personal data

If you wish to raise a complaint on how we have handled your personal data, you can have your matter investigated by writing to Saffron Reilly-Stitt at The Old Coffee Tavern, Salisbury Street, Mere, Wiltshire, BA12 6HA.

The supervisory authority responsible for data protection is the Information Commissioners Office (ICO) to whom concerns may be reported by phone on 0303 123 1113 or +44 1625 545 745 if calling from outside the UK, by email using the form on the website ico.org.uk or the livechat function.