The Gavil Group consists of the following operating companies:
Woodcote Estates Ltd
Charter Court (New Malden) Ltd
Crown House (Tadworth) Ltd
Edificio Headley Ltd
Farthing Estates Ltd
Willco Properties Ltd
Southern Provincial Ltd
Surrey Highlands Ltd
Landlord Privacy Notice
The Gavil Group is 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, Gavil Group is the Data Controller. David Pay is the person responsible for data protection and can be contacted at Gavil Group, Crown House Mews, Chequers Lane, Walton on the Hill, Surrey, KT20 7ST.
The General Data Protection Regulations are to safeguard your personally identifiable information or personal data. This privacy notice will be regularly reviewed and updated.
The personal data we process may include:
Tenancy details including rent, lease term and property address
Bank Details (name and bank only – we cannot see account number)
Please note that we do not view or retain references.
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. To ensure that we provide you with the best service possible we will need to collect and retain certain personal data.
Personal data will normally be sourced from the agents that have been dealing with the lease or their representatives.
Lawful basis of processing
Your personal data will be used:
To form a contract to lease
To direct maintenance efforts
To share with local councils and utility companies when updating their records
To deal with court representatives, bailiffs, solicitors and other parties in the event of rent disputes
Recipients of personal data
It may be necessary for us to share your data with other parties such as but not limited to:
Contractors supplying services to our properties
The local council
Our employees in the course of carrying out their duties regarding your property
We will never share your details with any parties outside the EU.
Where is the data stored?
Your data will be stored in variety of secure places:
Paper contracts in our secure premises
Gmail email system
Barclays banking software
Retention period and criteria used to determine the retention period
We will retain some elements of your personal data for up to 10 years after we cease to be your landlord. What information can be anonymised will be when no longer required for either contractual fulfilment or a legitimate interest.
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 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 David Pay, Gavil Group, Crown House Mews, Chequers Lane, Walton on the Hill, Surrey, KT20 7ST or by emailing firstname.lastname@example.org.
How to lodge a complaint with the supervisory authority
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.