PRIVACY NOTICE This notice explains what information Cheltine Ltd collects, when we collect it and how we use this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we will recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information. Who are we? Cheltine Ltd takes the issue of security and data protection very seriously and strictly adheres to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted. We are notified as a Data Controller with the Office of the Information Commissioner under registration number A8361326 and we are the data controller of any personal data that you provide to us. Any questions relating to this notice and our privacy practices should be sent to mail@cheltine.co.uk How we collect information from you and what information we collect. We collect the following information about you:- Full name, email address, telephone number, address, tenancy/lease details and payment terms. Why we need this information about you and how it will be used. We need your information and will use your information:- To enable us to supply you with the services and information you may request. To help you manage your account and payments of invoices. To analyse the information we collect so that we can administer, support and improve and develop our business and the services we offer. To contact you in order to send you details of any changes to our supplies which may affect you: and For all other purposes consistent with the proper performance of our operations and business. Sharing of your Information The information you provide to us will be treated by us as confidential and will be processed only by any third party, acting on our behalf, within the UK. We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following: If we enter into a joint venture with or merged with a business entity, your information may be disclosed to our new business partners or owners. If we enter into an agreement with a Managing Agent to undertake responsibilities on our behalf. If required to process any transaction agreed between us. Unless required to do so by law, we will not otherwise share, sell or distribute any of the information you provide to us without your consent. Transfers outside the UK and Europe Your information will only be stored within the UK and EEA Security When you give us information we take steps to make sure that your personal information is kept secure and safe. Your full name, address, telephone number and email address is stored on our computer data accounts system. Any scanned invoices which have been issued are retained here for six years as required by HMRC. Your full name, address, telephone number and email address is also stored on our computer data system. Your name and mobile number may be stored on a password protected mobile phone with a view to giving an out of hours emergency helpdesk. A paper copy of your data may be held on file within the office. Our computer systems are password protected and can be accessed by authorised staff of Cheltine Ltd and Cheltine Ltd.’s accountant, Resolve Tax and Accounts. All paper personal data records are filed in locked filing cabinets and access to all pc’s/laptops is password protected. Our office is locked securely out of office hours. During office hours, access may be gained to our building via a double locked front main entrance door. How long to we keep your information? Personal data is not stored for any longer than is reasonably required: Any financial invoices/terms or payments/copy account applications will be retained for six years as required by HMRC and then securely destroyed. Your personal details will be retained on our computer data systems for six years after the end of your lease as required for a limited company by HMRC. Service charge invoices and accounts will be kept for six years as required by HMRC for a limited company. We will review our data retention periods regularly and will only hold your personal data for as long as is necessary for the relevant activity, or as required by law (we may be legally required to hold some types of information), or as set out in any relevant contact we have with you. Your rights You have the right at any time to: Ask for a copy of the information about you held by us in our records. Require us to correct any inaccuracies in your information. Make reasonable request to us to delete personal data of yours we hold: and Object to receiving any marketing communications from us. If you would like to exercise any of your rights above please contact mail@cheltine.co.uk [mail@cheltine.co.uk](mailto: mail@cheltine.co.uk) Should you with to complain about the use of your information, we would ask that you contact us to resolve the matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information. The Information Commissioner’s contact details are noted below: England Information Commissioner’s Office Wycliffe House, Water Lane Wilmslow, Cheshire SK9 5AF Telephone: 0303 123 1113 Email: casework@ico.org.uk Wales Information Commissioner’s Office 2nd Floor, Churchill House Churchill Way, Cardiff CF10 2HH Telephone: 029 2067 8400 Email: wales@ico.org.uk The accuracy of your information is important to us – please help us keep our records updated by informing us of any changes to your email address and other contact details. back to home