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When you visit the Site we may store some information (commonly known as a "cookie") on your computer. Cookies are pieces of information that a website transfers to your hard drive to store and sometimes track information about you. Cookies are specific to the server that created them and cannot be accessed by other servers, which means that they cannot be used to track your movements around the web. Passwords and credit card numbers are not stored in cookies.

What types of cookies are there?

First Party Cookies

First party cookies hosted on the website you are visiting. They are only set or retrieved by the website while you are visiting it, so they cannot normally be used to track activity or pass data from one site to another. However, the owner of that website can still collect data through their cookies and use that to change how the website appears to the user, or the information it displays.

Third Party Cookies

Third party cookies are where the host domain or address is not the same as the website you are visiting. They are usually placed in a website via scripts or tags added into the web page. Sometimes these scripts will also bring additional functionality to the site, such as enabling content to be shared via social networks.
Online advertising is the most common use of third party cookies. By adding their tags to a page, which may or may not display adverts, advertisers can track a user (or their device) across many of the websites they visit.

How do we categorise cookies?

Strictly Necessary Cookies

These cookies are set to provide the service, application or resource requested. Without these cookies, your request cannot be properly delivered. They are usually set to manage actions made by you, such as requesting website visual elements, pages resources or due user login/logoff. We can also use these cookies to set up essential functionalities to guarantee the security and efficiency of the service requested, like authentication and load balancer request. Consent is not needed to use this category of cookies.

Performance Cookies

These cookies are set to provide quantitative measures of website visitors. Information collected with these cookies is used in operations to measure website or software KPIs, such as performance. With the usage of these cookies, we can count visits and traffic sources to improve the performance of our site and application. If you do not allow these cookies, we will not know when you have visited our site.

Functional Cookies

These cookies are set by us or by third party service providers we use to implement additional functionalities or to enhance features and website performance, however they are not directly related with the service you requested. Services and functionalities implemented by these cookies support features like automatic filled text box, live web chat platform, non-necessary forms, and optional security parameters like a single sign-on (SSO).

Targeting Cookies

These cookies are set by our advertising partners to provide behavioural advertising and re-marketing analytical data. They collect any type of browsing information necessary to create profiles and to understand user habits to develop an individual and specific advertising routine. The profile created regarding your browsing interest and behaviour is used to customize the ads you see when you access other websites.

What are cookies used for?

A cookie helps you get the best out of the Site and helps us to provide you with a more customised service. We use cookies for the following purposes:

So that you will not have to re-enter your details each time you visit the Site: and
To track how the Site is used and to improve and update our content.

What cookies does this Site place?

When you visit the Site, the following cookies may be placed on your computer:

ASP.NET_SessionID – Session - by the .NET framework to identify the same session whilst using the site.

Google Analytics Cookies:

_utma – Persistent – used to track visitors and metrics incl first visit, last visit.
_utmb – Session – calculates visit length, works with _utmc cookie.
_utmc – Session – calculates visit length, works with _utmb cookie.
_utmz – Lasts six months – Monitors visit origin and keywords generated in the visit plus geolocation data.

How to manage your cookie settings

You can block or erase cookies from your computer if you want to (your browser's help screen or manual should tell you how to do this), but certain parts of the Site are reliant on the use of cookies to operate correctly and may not work correctly if you set your browser not to accept cookies

Most browsers are automatically set to accept cookies and you should be able to restrict or disable them if you wish by adjusting the settings on your browser (your browser's help screen or manual should tell you how to do this). However, certain parts of the Website are reliant on the use of cookies to operate correctly and may not work correctly if you set your browser not to accept cookies. We do not use 'spyware', that is web bugs or hidden identifiers or other similar devices to gain access to information, store hidden information or to trace your activities. For more information about cookies and instructions on how to adjust your browser settings to restrict or disable cookies, see the website www.allaboutcookies.org/

Changes to the Cookies Policy

We can amend this Cookies Policy from time to time so you should check it regularly to ensure that you are familiar with its terms and any changes which are made.

Find out more in our Privacy Policy available from the Login Page.

Last updated May 2024

About this notice

This privacy notice explains what personal data we collect from or about you.

It sets out why we collect, use, and protect your personal data, and what rights you have over that data.

Who we are

Gascoyne Estates are located at the following address and are registered in the UK at Companies House under number 04513499.

Gascoyne Holdings Limited

Hatfield Park Estate Office

The Melon Ground

Hatfield

Herts

AL9 5NB

What we do

Gascoyne Estates manages the land & property interests of the Cecil Family on behalf of the Marquess of Salisbury. We take a long-term approach to the ownership of land & property and we are committed to delivering economic, social & environmental benefits for the communities in which we live, work and invest.

This privacy notice relates to the processing of your personal data where you are a prospectus tenant or a tenant of one of our holdings.

Our role

We are the controller of the personal data we process. This means that we are responsible for deciding how we collect, use and store information about you.

We are registered with the Information Commissioner’s Office (ICO) under number Z9750760

How we collect and use your information

How we collect and use your personal data will depend on how you interact with us or the services you use. To better understand we use your data, please click on the role that best describes you.

Tenants

When you become a Tenant of Gascoyne Estates and have a formal tenancy agreement in place.

Purpose your data is used

For the purpose of processing personal data in accordance with your tenancy agreement.

Type of data used

· First Name

· Last Name

· Email Address

Legal basis

Contract

How long we keep your data

For the duration of the tenancy agreement plus 6 years once the agreement has been terminated or expires.

Historic Tenants

When your tenancy agreement is terminated or has expired, we are required to process your personal data in order to satisfy our legal requirements.

Purpose your data is used

For the purposes of processing personal data in order to fulfil a legal requirement.

Type of data used

· First Name

· Last Name

· Email Address

Legal basis

Legal Obligation

How long we keep your data

The data is held for 6 years from the end of tenancy.

What do we mean by “legal basis”?

We are only able to use your personal data when the law allows us to. This is called the legal basis. Regarding the above purposes, the legal basis listed for each are explained below:

Contract – We need to use your data to fulfil a contract you have with us. Alternatively, it’s necessary to use your data because we have asked you to, or you have taken yourself, specific steps before entering that contract.

Legal Obligation – We need to use your data to comply with the law.

Who is the information shared with?

As with most organisations, we use service providers to help us deliver our services and keep your data secure. When we use these service providers, it is necessary for us to share your personal data with them.

We have agreements in place with all our providers that oblige them to protect your data

Where your data is transferred outside of the UK, we make sure that your data is given the given the same level of protection, either because that country have a comparable data protection standard (Adequacy), or by using another safeguard such as an enhanced contractual agreement (IDTA).

Sometimes, we may be legally obliged to supply copies of personal information to other organisations. For example, to supply information to the police. We might not be always able to tell you that we have shared your information in this way, however we will ensure this is only shared in accordance with the law.

You can find more details on how your data is shared below:

Provider
MRI

Reason your data is shared
This is Gascoyne Estates accounting software

Location of Data

The data is held in the UK

How we protect your data when transferred outside the UK

MRI protects Personal Data through the use of firewalls, role-based restrictions and, where deemed appropriate by MRI, encryption technology.

Your rights

Under data protection legislation, in certain circumstances you have the following rights over the processing of your personal data as described in this notice:

right to be informed about how your data is used;
right of access to your personal data;
right to correction or rectification of your data;
right to request deletion of your data; and
the right to data portability.

In most cases, we must respond to a request to exercise these rights within one month if not before. If you would like to submit a request, please contact our data protection officer.

Data Protection Officer

The contact details for our data protection officer are as follows:

By post:

DataCo International UK Limited

Suite 1, 3rd Floor Suite 1

11 - 12 St James's Square

London

United Kingdom

SW1Y 4LB

By email:

privacy@dataguard.co.uk

By phone:

+442035146557

Complaints

If you are unhappy with any aspect of this privacy notice, or how your personal data is being processed, please contact our data protection officer.

If you are still not happy, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO):

By post:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

By live chat:

https://ico.org.uk/global/contact-us/live-chat

By email:

casework@ico.org.uk

By phone:

+44303 123 1113

https://ico.org.uk/global/contact-us/

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