Privacy Policy

Privacy Policy for Modbury Estates Ltd.

This privacy policy outlines how Modbury Estates Ltd. collects, uses, processes, and protects your personal data. It also explains your rights under the General Data Protection Regulation (GDPR) and how you can exercise them.

Introduction

When we collect and use your personal data, we are regulated under the General Data Protection Regulation (GDPR), which applies across the European Union (including the United Kingdom). As the ‘controller’ of your personal data, we are responsible for its protection and will comply with the GDPR and other relevant UK and EU data protection laws.

We take your privacy seriously and are committed to safeguarding your personal data. Please carefully read this privacy policy, which contains important information about how and why we collect, store, and use your personal data, as well as your rights regarding this data.

Key Definitions

We, Us, Our: Modbury Estates Ltd.
Personal Data: Any information relating to an identified or identifiable individual.
Special Category Personal Data: Includes genetic and biometric data, personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, data concerning health, sex life, or sexual orientation.

Personal Data We Collect

The personal data we collect depends on the services we provide, but may include:

Your name, address, and contact details (phone number, email address).
Information to verify your identity (e.g., date of birth, passport details).
Information relevant to the service you seek, so we can direct your inquiry to the appropriate person.
Information about your use of our IT systems, including CRM and document management systems.
Data collected via our website, including cookies (for more details, please refer to our Cookie Policy).

How We Collect Your Data: We primarily collect your data directly from you, but may also collect it from publicly accessible sources (e.g., Companies House), third-party service providers (e.g., HMRC, AML checking services), or from your employer or financial institution with your consent.

How and Why We Use Your Personal Data

Under GDPR, we can only process your personal data if we have a valid reason to do so. These include:

To comply with legal and regulatory obligations.
To fulfill our contractual obligations with you.
For legitimate business interests, such as improving efficiency and service quality.
Where we have your consent, particularly for special category data or marketing communications.

We use your personal data for purposes including:

Handling your inquiry and directing it to the appropriate team member.
Verifying your identity (e.g., AML checks).
Complying with professional, legal, and regulatory obligations.
Providing customer support and responding to inquiries.
Improving operational efficiency, training, and quality control.
Preventing unauthorised access to our systems and data.

Sharing Your Personal Data

We may share your personal data with third parties such as:

Our insurers and brokers.
Banks and financial institutions.
External service providers, such as marketing agencies or IT contractors.
Regulatory bodies and law enforcement agencies as required by law.

When sharing personal data with third parties, we ensure they are GDPR-compliant and contractually bound to protect your data.

Third-Party Systems: We may also share your personal data with third-party platforms like Fixflo, Blocks Online, PandaDocs, used for managing maintenance requests. These systems are GDPR-compliant, and we ensure appropriate safeguards are in place for data protection.

Data Transfers Outside the UK/EEA

If your personal data is transferred outside of the UK or the European Economic Area (EEA), we ensure that appropriate safeguards are in place, such as Standard Contractual Clauses, to protect your data in accordance with GDPR.

How Long We Keep Your Personal Data

We will retain your personal data for as long as necessary to fulfil the purposes set out in this policy, or as required by law. Once no longer needed, we will securely delete or anonymise your data.

Retention Periods: Different types of data are retained for different periods. For example:

We will keep records of your initial inquiry to address any subsequent questions or complaints.
We retain personal data related to services you subscribe to until you unsubscribe.

Your Rights Under GDPR

You have several rights regarding your personal data, including:

Access: The right to receive a copy of your personal data.
Rectification: The right to request correction of any inaccuracies.
Erasure: The right to request deletion of your personal data in certain circumstances.
Restriction of Processing: The right to limit how we process your data.
Data Portability: The right to receive your personal data in a structured, machine-readable format.
Objection: The right to object to processing for direct marketing purposes or other legitimate interests.
Automated Decisions: The right not to be subject to decisions based solely on automated processing, including profiling, that significantly affects you.

To exercise your rights, please contact us using the details provided below.

Promotional Communications

We may use your personal data to send you updates or marketing communications related to our services, but we will always respect your preferences. You have the right to opt out of marketing communications at any time by:

Using the “unsubscribe” link in emails.
Contacting us at info@modburyestates.co.uk.

If we need your consent for marketing, we will ask for it separately.

Keeping Your Data Secure

We take the security of your personal data seriously and implement appropriate measures to protect it from unauthorized access, loss, or misuse. We limit access to your data to only those who need it for legitimate business purposes. In the event of a data breach, we will notify you and relevant authorities as required by law.

How to Contact Us

If you have any questions or concerns about how we process your personal data, please contact us at:

Modbury Estates Ltd.
Email: info@modburyestates.co.uk
Phone: 01752 981994
Address: 31 Genesis, 235 Union Street,
Plymouth, PL1 3HN

If you’re not satisfied with how we handle your data, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) at ico.org.uk or by phone at 0303 123 1113.