Cullen Property Limited
Privacy Notice
November 2021
Contents
1. Introduction
2. Legislation
3. Data
4. Processing of personal data
5. Data sharing
6. Data storage and security
7. Breaches
8. Data protection responsibility
9. Data subject rights
10.Privacy impact assessments
11.Archiving, retention and destruction of data
1. Introduction
Cullen Property Limited is committed to ensuring the secure and safe
management of data held by us in relation to customers, staff and other
individuals. Our staff members have a responsibility to ensure compliance
with the terms of this policy, and to manage individuals’ data in accordance
with the procedures outlined in this policy and documentation referred to
herein.
We need to gather and use certain information about individuals. These can
include customers (tenants, landlord clients etc.), employees and other
individuals that we have a contractual relationship with. We manage a
significant amount of data, from a variety of sources. This data contains
“personal data” and “sensitive personal data” (known as “special categories of
personal data” under the GDPR).
This policy sets out our duties in processing that data, and the purpose of this
policy is to set out the procedures for the management of such data.
2. Legislation
It is a legal requirement that we process data correctly; we must collect,
handle and store personal information in accordance with the relevant
legislation.
The relevant legislation in relation to the processing of data is:
(a) the UK General Data Protection Regulations (UK GDPR), tailored by the Data Protection Act 2018;
3
(b) the Privacy and Electronic Communications (EC Directive) Regulations
2003 (as may be amended by the proposed Regulation on Privacy and
Electronic Communications); and
(c) any legislation that, in respect of the United Kingdom (UK), replaces the Privacy and Electronic Communications (EC Directive) Regulations 2003.
3. Data
3.1 We hold a variety of data relating to individuals, including customers
and employees (also referred to as “data subjects”) which is known as
personal data. The personal data held and processed by us is detailed
within our Privacy Notice at Appendix 1 and the Privacy Notice for
Employees at Appendix 2.
3.1.1 Personal data is that from which a living individual can be
identified either by that data alone, or in conjunction with other
data held by us.
3.1.2 We also may hold some personal data that is sensitive in nature
(i.e. reveals a data subject’s racial or ethnic origin, religious
beliefs, political opinions, or relates to health or sexual
orientation). This is special category personal data or sensitive
personal data.
4. Processing of personal data
4.1 We are permitted to process personal data on behalf of data subjects
provided it is doing so on one of the following grounds:
• processing with the consent of the data subject (see clause 4.4
hereof);
• processing is necessary for the performance of a contract to which
the data subject is party or for entering into a contract with the data
subject;
• processing is necessary for our compliance with a legal obligation;
• processing is necessary to protect the vital interests of the data
subject or another person; or
• processing is necessary for the purposes of legitimate interests.
4.2 Privacy notice
4.2.1 We have produced a privacy notice which we are required to
provide to all customers whose personal data is held by us. Our
privacy notice must be provided to the customer from the outset
of processing their personal data and they should be advised of
the terms of the privacy notice when it is provided to them.
4.2.2 The privacy notice at Appendix 1 sets out the personal data
processed by us and the basis for that processing. This
document is provided to all our customers at the outset of
processing their data.
4.3 Employees
4.3.1 Employee personal data and, where applicable, special category
personal data or sensitive personal data, is held and processed
by us. Details of the data held and processing of that data is
contained within our Privacy Notice for Employees which is
provided to employees at the same time as their contract of
employment.
4.3.2 A copy of any employee’s personal data held by us is available
upon written request by that employee from our Chairman or
Managing Director.
4.4 Consent
Consent as a ground of processing will require to be used from time to
time by us when processing personal data. It should be used by us
where no other alternative ground for processing is available. In the
event that we require to obtain consent to process a data subject’s
personal data, we shall obtain that consent in writing. The consent
provided by the data subject must be freely given and the data subject
will be required to sign a relevant consent form if willing to consent.
Any consent to be obtained by us must be for a specific and defined
purpose (i.e. general consent cannot be sought).
4.5 Processing of special category personal data or sensitive
personal data
In the event that we process special category personal data or
sensitive personal data, we must do so in accordance with one of the
following grounds of processing:
• the data subject has given explicit consent to the processing of this
data for a specified purpose;
• processing is necessary for carrying out obligations or exercising
rights related to employment or social security;
• processing is necessary to protect the vital interest of the data
subject or, if the data subject is incapable of giving consent, the vital
interests of another person;
• processing is necessary for the establishment, exercise or defence
of legal claims, or whenever courts are acting in their judicial
capacity; and
• processing is necessary for reasons of substantial public interest.
5. Data sharing
5.1 We share our data with various third-parties for numerous reasons in
order that day to day activities are carried out in accordance with our
relevant policies and procedures. In order that we can monitor
compliance by these third-parties with data protection laws, we will
require the third-party organisations to enter in to an agreement with us
to govern the processing of data, security measures to be implemented
and responsibility for breaches.
5.2 Data sharing
5.2.1 Personal data is from time to time shared amongst us and thirdparties who require to process personal data that we process as
well. Both us and the third-party will be processing that data in
their individual capacities as data controllers.
5.2.2 Where we share in the processing of personal data with a thirdparty organisation (e.g. for processing of the employees’
pension), we shall require the third-party organisation to enter in
to a data sharing agreement with us in accordance with the
terms of the model data sharing agreement set out in Appendix
3 to this policy.
5.3 Data processors
A data processor is a third-party entity that processes personal data on
behalf of us (e.g. for payroll, or maintenance and repair works).
5.3.1 A data processor must comply with data protection laws. Our data
processors must ensure they have appropriate technical security
measures in place, maintain records of processing activities and
notify us if a data breach is suffered.
5.3.2 If a data processor wishes to sub-contact their processing, our prior
written consent must be obtained. Upon a sub-contracting of
processing, the data processor will be liable in full for the data
protection breaches of their sub-contractors.
5.3.3 Where we contract with a third-party to process personal data held
by us, it shall require the third-party to enter in to a data processing
agreement with us in accordance with the terms of the model data
processing agreement set out in Appendix 4 to this policy.
6. Data storage and security
All personal data held by us must be stored securely, whether electronically or
in paper format.
6.1 Paper storage
If personal data is stored on paper it should be kept in a secure place
where unauthorised personnel cannot access it. Employees should
make sure that no personal data is left where unauthorised personnel
can access it. When the personal data is no longer required it must be
disposed of by the employee so as to ensure its destruction. If the
personal data requires to be retained on a physical file then the
employee should ensure that it is properly secured within the file (e.g.
stapled, or the documents are put on a Treasury Tag within the file)
which is then stored in accordance with our storage provisions.
6.2 Electronic storage
Personal data stored electronically must also be protected from
unauthorised use and access. Personal data should be password
protected when being sent internally or externally to our data
processors or those with whom we have entered in to a data sharing
agreement. If personal data is stored on removable media (CD, DVD,
USB memory stick) then that removable media must be stored securely
at all times when not being used.
7. Breaches
7.1 A data breach can occur at any point when handling personal data and
we have reporting duties in the event of a data breach or potential
breach occurring. Breaches which pose a risk to the rights and
freedoms of the data subjects who are the subject of the breach require
to be reported externally in accordance with clause 7.3 hereof.
7.2 Internal reporting
We take the security of data very seriously and in the event of a breach
we will take the following steps:
• As soon as the breach or potential breach has come to light, and in
any event no later than six (6) hours afterwards, the Chairman or in
his absence the Managing Director, must be notified in writing of the
breach; how it occurred; and what the likely impact of that breach is
on any data subject(s);
• we must seek to contain the breach by whatever means available;
• the Chairman or Managing Director must consider whether the
breach is one which requires to be reported to the Information
Commissioner’s Office (ICO) and to the data subjects affected and
do so in accordance with this clause 7;
• we must notify third parties in accordance with the terms of any
applicable data sharing agreements
7.3 Reporting to the ICO
The Chairman or Managing Director is required to report any breaches
which pose a risk to the rights and freedoms of the data subjects who
are the subject of the breach to the ICO within 72 hours of the breach
occurring. The Chairman or Managing Director must also consider
whether it is appropriate to notify those data subjects affected by the
breach. Further information about our data breach procedure is set out
in Appendix 5.
8. Data protection responsibility
8.1. Data protection is the responsibility of the Chairman, the Managing
Director, the Board of Directors and all our employees. The Chairman
has an over-arching responsibility and oversight over compliance by us
with data protection laws.
8.2 The Chairman will be responsible for:
8.2.1 Monitoring our compliance with data protection laws and this
policy;
8.2.2 co-operating with and serving as our contact for discussions with
the ICO;
8.2.3 reporting breaches or suspected breaches to the ICO and data
subjects in accordance with part 7 hereof.
9. Data subject rights
9.1 Certain rights are provided to data subjects under the GDPR. Data
subjects are entitled to view the personal data held about them by us,
whether in written or electronic form.
9.2 Data subjects have a right to request a restriction of processing their
data, a right to be forgotten and a right to object to our processing of
their data. These rights are notified to our customers in our FPN.
9.3 Subject access requests
Data subjects are permitted to view their data held by us upon making
a request to do so (a subject access request). Upon receipt of a
request by a data subject, we must respond to the subject access
request within one month of the date of receipt of the request. We:
9.3.1 must provide the data subject with an electronic or hard copy of
the personal data requested, unless any exemption to the
provision of that data applies in law;
9.3.2 where the personal data comprises data relating to other Data
subjects, must take reasonable steps to obtain consent from
those data subjects to the disclosure of that personal data to the
data subject who has made the subject access request; or
9.3.3 where we do not hold the personal data sought by the data
subject, must confirm that we do not hold any personal data
sought by the data subject as soon as practicably possible, and
in any event, not later than one month from the date on which
the request was made.
9.4 The right to be forgotten
9.4.1 A data subject can exercise their right to be forgotten by
submitting a request in writing to us seeking that we erase the
data subject’s personal data in its entirety.
9.4.2 Each request received by us will require to be considered on its
own merits and legal advice will require to be obtained in
relation to such requests from time to time. The Chairman or
Managing Director will have responsibility for accepting or
refusing the data subject’s request in accordance with this
clause and will respond in writing to the request.
9.5 The right to restrict or object to processing
9.5.1 A data subject may request that we restrict our processing of the
data subject’s personal data, or object to the processing of that
data.
9.5.1.1 In the event that any direct marketing is undertaken from
time to time by us, a data subject has an absolute right
to object to processing of this nature by us, and if we
receive a written request to cease processing for this
purpose, then we must do so immediately.
9.5.2 Each request received by us will require to be considered on its
own merits and legal advice will require to be obtained in
relation to such requests from time to time. The Chairman or
Managing Director will have responsibility for accepting or
refusing the data subject’s request in accordance with clause
9.5 and will respond in writing to the request.
10. Privacy impact assessments
10.1 Privacy impact assessments (PIAs) are a means of assisting us in
identifying and reducing the risks that our operations have on personal
privacy of data subjects.
10.2 We shall:
10.2.1 Carry out a PIA before undertaking a project or processing activity
which poses a high risk to an individual’s privacy. High risk can
include, but is not limited to, activities using information relating to
health or race, or the implementation of a new IT system for storing
and accessing personal data.
10.2.2 In carrying out a PIA, include a description of the processing
activity, its purpose, an assessment of the need for the processing,
a summary of the risks identified and the measures that we will take
to reduce those risks, and details of any security measures that
require to be taken to protect the personal data.
10.3 We will require to consult the ICO in the event that a PIA identifies a
high level of risk which cannot be reduced. The Chairman will be
responsible for such reporting, and where a high level of risk is
identified by those carrying out the PIA they require to notify the
Chairman within five (5) working days.
11. Archiving, retention and destruction of data
We cannot store and retain personal data indefinitely. We must ensure
that personal data is only retained for the period necessary. we shall
ensure that all personal data is archived and destroyed timeously and
at the point that we no longer need to retain that personal data in
accordance with the periods specified within the table at Appendix 6
hereto.
List of appendices
1. Privacy notice
2. Privacy notice for employees
3. Model data processor agreement
4. Model data sharing agreement
5. Data breach procedure
6. Table of duration of retention of certain data