Tenants Privacy Policy

Policy Statement

This privacy notice provides information on how Premier Marinas collects and processes personal data relating to our tenants (current and former) and prospective tenants where they are working with us in an individual capacity.

It is important that you read this privacy notice together with our website privacy policy which contains more detailed information about our data processing and can be accessed via our website by visiting our Privacy Policy.

Important information and who we are

Premier Marinas is the controller and responsible for personal data.

We have appointed a data privacy manager (contact details below). If you have any questions about this privacy notice or our data protection practices please contact the data Privacy Manager .

For the purpose of the Data Protection Act 2018 (the Act) and the General Data Protection Regulation 2018 (the Data Protection Legislation), the data controller is Premier Marinas Limited of Swanwick Marina, Swanwick, Southampton, Hampshire, SO31 1ZL (company registration 02973858). Premier Marinas Holdings Limited (company registration number 05524290) is the holding company for Premier Marinas Limited.

CONTACT DETAILS

Address - The Data Privacy Manager, Premier Marinas Limited, Swanwick Marina, Swanwick, Southampton, SO31 1ZL

Email - marketing@premiermarinas.com For the attention of The Data Privacy Manager.

The data we collect about you

We may collect, use, store and transfer different kinds of personal data about you as follows:

• Identity Data (such as your full name and date of birth).
• Contact Data (such as your phone and email).
• Financial Data (such as credit and bank details).
• Transaction Data (such as anyone authorised to act on your behalf)
• Technical Data (such as business information).
• Profile Data (such as personal referees).
• Usage Data (when using our website, or our services).
• Marketing and Communications Data.

  We use different methods to collect data about you, for example, when you sign a new tenancy as a new or ongoing tenant, complete one of our forms, use our website or when you call, write, email or meet us.

  We may receive information about you from third parties including:

  • Prior landlords.
  • Companies House.
  • Credit agencies and other financial institutions.

    How we use your personal data

    We will only use your personal data for the purpose for which we collected it which include the following:

• To grant you a tenancy.
• To process and deliver the services/premises subject to the tenancy.
• To manage your relationship with us and for you to provide feedback to us.
• To improve our website, products/services, marketing or customer relationships.
• To recommend products or services that may be of interest to you, such as advertising in our marina guides or of details of potential tenancies and premises that become, or may become, available.

We have set out below, in a table format, a description of all the ways we could use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

Please note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Disclosures of your personal data

We may share your personal data with the parties set out below for the purposes set out in the table above.

• External Third Parties such as auditors, valuers, debt collectors, utility companies, IT service providers, professional advisers, including lawyers, accountants, bankers and insurers, or with other organisations and agencies where we are legally allowed to do so.
• Third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy.

We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

International transfers

We do not transfer your personal data outside the European Economic Area (EEA).

Data security

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Data retention

Data will be stored in a range of different places, including in your tenancy file, in the estates property management system and in other IT systems.

We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting or reporting requirements. We may retain your personal data for a longer period in the event of a complaint or if we reasonably believe there is a prospect of litigation in respect to our relationship with you.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.

By law we have to keep basic information about our tenants (including Contact, Identity, Financial and Transaction Data) for six years after they cease being tenants for legal and tax purposes.

In some circumstances you can ask us to delete your data: see your legal rights below for further information.

In some circumstances we will anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes, in which case we may use this information indefinitely without further notice to you.

If you fail to provide personal data

Where we need to collect personal data by law, or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with the tenancy). In this case, we may have to cancel a service you have with us but we will notify you if this is the case at the time.

Your legal rights

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These are to:

• Request access to your personal data.
• Request correction of your personal data.
• Request erasure of your personal data.
• Object to processing of your personal data.
• Request restriction of processing your personal data.
• Request transfer of your personal data.
• Right to withdraw consent.

If you wish to exercise any of the rights set out above, please contact us via the details provided at above.

No fee usually required

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we could refuse to comply with your request in these circumstances.

What we may need from you

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.

Time limit to respond

We try to respond to all legitimate requests within one month. Occasionally it could take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.