We collect information about you our clients or prospective clients in order to process your requirements, manage your account and to email you about other similar services we provide. We also collect information when you voluntarily complete customer surveys and provide feedback. The lawful purpose for this processing has been identified as in the Legitimate interest of the business. Legitimate interest has also been identified as the lawful purpose for the processing of personal data for our Block Management services.

Personally Identifiable Information (PII) is also collected and processed in order to undertake the engaging of tenants, contractors and administering our contracts. In these processes, the lawful basis for processing has been established as the pursuance of a contract or to enter into a contract.

Each category of data subject is identified in our data inventory and the PII collected specified in detail along with the legal basis for processing and the retention period. If you do not provide Helen Breeze LLP with the personal data requested, we may not be able to offer you the services you require.

In identifying ‘Legitimate Interest’ as the lawful basis, we have conducted a ‘Legitimate Interest Assessment’ in order to be satisfied that the interests of Helen Breeze Property Management LLP do not override your own legitimate rights and freedoms.

The processing of personal data is undertaken in order to engage commercially and offer the most appropriate level of service. Helen Breeze LLP and the client benefit from this processing activity as it provides opportunities to establish and sustain commercial relationships and to provide the most focused advice for the benefit of the client. If processing this data were not permitted, then the company could not operate and provide services. The same rationale is applied to the Block Management service.

The data collected will not be used for any unlawful or unethical purpose.

Personal information is shared with third party service providers, the recipients of your data are:

In addition, we share appropriate personal data with other service providers such as utility companies, tradesmen and women and inventory clerks.

Helen Breeze Property Management LLP does not process special category data as defined by Article 9 of the GDPR.

Helen Breeze Property Management LLP processes personal data from a range of data subjects. We have listed the categories below for ease of reading.

We process the following data of our Landlords:

We process the following data of our Tenants:

We process the following data of our Block Management Clients:

We process the following data of our Contractors:

To make our website work properly, we sometimes place small data files called cookies on your device. You can get an explanation about the cookies we use and how to control them by viewing our cookie policy on our website.

Personal Data is transferred to the EU by some of our data processors through their cloud service provision. Additionally, data is transferred to the USA on a cloud hosted digital signature platform and to a service provider based in Canada. Both of these comply with the GDPR international transfers requirements through adequacy decisions awarded by the European Data Protection Board. Access to personal data is restricted to those who have a legitimate reason to retrieve it, e.g. company directors, managers and nominated individuals.

The data we collect directly from you is the minimum we require to facilitate the lawful processing described above. Personally Identifiable Data placed on our system will be deleted in accordance with legal obligations, such as HMRC rules (7 years) or sector specific regulation. Outside of that Helen Breeze Property Management has developed a retention policy to ensure personal data is held only for as long as is required to continue processing it. If you consent for us to process your data for the purpose of marketing, we will retain your contact details for as long as the consent lasts.

The regulations provide a number of rights to you as the Data Subject. Helen Breeze Property Management LLP is committed to upholding those rights and those applicable to the personal information we collect and process are listed below. In addition to these rights, you have the right to escalate any concern to the Supervisory Authority, which in the UK is the Information Commissioners Office https://ico.org.uk. A full and detailed explanation of all rights can be found at https://ico.org.uk/for-the-public/.

• The Right to be Informed – you should be clear about what, why and in what way your personal information will be processed at the time it is processed. This privacy policy sets out that information

• Right of Access – you have the right to know what personal information is held, by whom and why.

• The Right to Rectification – If the information we have collected and processed is inaccurate or incomplete, you have the right to have it rectified.

• Right to Erasure – You have the right to have your personal data erased and to prevent processing in some specific situations.

• Right to Restrict Processing – If you contest the accuracy of the personal data we hold, we will restrict the processing of your data until accuracy is verified.

• Right to Data Portability – You have the right to move, duplicate or transfer your data easily from one IT environment to another in a safe and secure way.

You also have the right to lodge a complaint with the UK’s supervisory body, The Information Commissioners Office www.ico.org.uk.

Helen Breeze Property Management LLP does not conduct any profiling or automated decision making.