Under the new General Data Protection Regulations we are required to have a published policy on how we look after third-party data. That policy is below.
This privacy notice explains how and why we collect personal information and what we do with that information. It also explains your rights in relation to the information.
Who are we?
Kinnordy Farms Partnership, the Gifford 2014 Trust, Kinnordy Estate and Antony Gifford, collectively trading as KFP and Kinnordy Estate, are combined as a small business engaged in letting property, farming, providing shooting and forestry.
We collect information from you, our tenants, customers, suppliers and employees.
What type of information is collected from you?
The personal information that we collect may include your name, address, email address, date of birth, gender and passport details.
We review the data that we hold, and we will only hold your personal information on our systems for as long as is necessary for the relevant activity. There are some occasions when this period might be indefinite.
Our Legal Grounds for using your information
- Legitimate Interests
This means that the processing is necessary for legitimate interests, we retain private information for the legitimate interest of facilitating our business and our business relationship with you.
You have the right to object to us processing your data for our legitimate interests. If you wish to object, please contact us by sending an email to firstname.lastname@example.org with details of your objection.
Where we need the information to effectively carry out the services that we supply, as a result of the contract that we have with you.
- Legal Obligation
Where we need to use your information to comply with a legal obligation, for example to prove that we checked that a tenant had the right to reside in the UK.
- Legal Claims
Where the processing of information is necessary for the establishment, exercise or defence of legal claims. This allows us to share information with our legal advisors and insurers.
- Who has access to your information?
We will not sell or rent your information to third parties, or share your information with third parties for marketing purposes.
Your rights are as follows:
- If information is incorrect, you can ask us to correct it.
- You can also ask what information we hold about you and be provided with a copy.
- You can ask us to delete information that we hold about you in certain circumstances, for example where we no longer need the information.
- You can ask us to send you, or another organisation, certain types of information about you.
When you give us personal information, we make our best effort to ensure its security on our systems. The data that we hold is held in various forms including paper files, PC stored documents and spreadsheets and in cloud-based form. Where personal information is transmitted normally over the internet/by email (for example your email address), we cannot guarantee the security of any information you transmit to us, and you do so at your own risk.
We may change this Policy from time to time. This Policy was last updated in May 2018.