Kirkholm Properties Limited is committed to protecting your personal information and any information supplied to us by you will be dealt with in confidence and not be disclosed to third parties without your consent. It will only be disclosed where reasonable and necessary to carry out the services associated in landlord and tenant matters, or if we are legally required to do so.
Kirkholm Properties Limited will be a, “controller”, of the personal information that you provide to us when you engage with us unless otherwise stated in this privacy notice.
Who we are?
Kirkholm Properties Limited is a privately owned commercial property investment company registered in Scotland (SC103935) with its principal activity being the letting and management of offices and land. We are registered with the Information Commissioner's Office (ICO); registration no: ZA194781
What information do we collect, and how do we collect it?
Information about you and your company/business (e.g. your name, title/position, company, type of business, company accounts/financial statements, and contact details) when we receive an enquiry about our property to let via email, telephone, in-person visit, via our website email link, social media (Facebook, LinkedIn, Google, Twitter)
Information required/connected with conducting normal business activities, including leasing of property with us (e.g. your bank account details, emergency contact details, company accounts/financial statements, contact details of key members of staff)
Information about your contact with us e.g. meetings, phone calls, emails / letters, via our social media pages (Facebook, LinkedIn, Google)
Information that is automatically collected e.g. via cookies when you visit our website
Information if you visit one of our offices e.g. visual images collected via closed circuit television (CCTV)
How do we use personal information?
When you enquire about letting our property, we will collect, store, and use the personal information that you provide to us towards becoming a tenant or customer, and share that with our property agent and solicitor in the process of agreeing heads of terms and agreeing a lease; we, or our property agent, may follow up your enquiry via email, letter, or telephone, if you have requested to be kept informed of available property to let
When you become a tenant or customer, we will collect, store, and use the personal information that you provide to us for contractual purposes and conducting normal business activities, in your instructions, and during the course of our normal business relationship
What legal basis do we have for processing your personal data?
We are under a legal obligation to process certain personal information relating to our clients for the purposes of complying with our obligations under the Proceeds of Crime Act 2002, and for the purposes of tax reporting and managing any money processed on your behalf where necessary.
Who we share your information with and why?
Credit reference agencies for the purposes of conducting a credit check and ID verification
Our professional advisors where this is required as part of a lease agreement or in conducting normal business activities, eg. Property Consultant, Surveyor, Solicitor, Accountant, Insurance Broker/Agent/Assessor/Loss Adjustor, Business Rates Assessor.
Companies we have chosen to support us in the delivery of property management services that we provide in conducting normal business activities, eg. Insurance Agents/Companies; Tradesmen, including - joiners, roofers, alarm maintenance engineers, plumbing/heating engineers, electricians, fire safety consultants
Law enforcement and other appointed agencies who support us (or where they request the information) in the prevention and detection of crime; and HM Revenue & Customs (HMRC) for the purposes of tax reporting where necessary.
Where do we store and process your information?
We store and process the relevant personal data provided by you within our secure email system (Gmail), on secure company computers, and on secure hosted cloud servers (One Drive), including cloud based accounting software, (Xero). We may also store hard-copy data in files in our secure office filing system.
How do we secure personal data?
We secure your data by using only industry leading software that utilises secure (backed-up) hosted servers, for example, One Drive, Google, Xero, Microsoft 360. Our staff are trained to use password encrypted PC’s/iPhones that have up to date virus scanning software and security updates enabled, and are aware of data protection and GDPR compliance.
How long do we keep your personal data for?
To provide you with our commercial property services relating to our normal business activities, and meet our legal and regulatory obligations, we keep your personal information and copies of records we create (e.g. email correspondence, letters, financial records) while you are a client, tenant, or customer of ours. Even when you no longer have a relationship with us, we are required to keep information for different legal and regulatory reasons. The length of time will vary (but will be at least 6 years) and we regularly review our retention periods to make sure they comply with all laws and regulations. When required, we will destroy via shredding hard copy files and securely delete electronic files and any back-up copies on secure servers and hardware.
Your rights in relation to personal data
You have a number of rights under data protection laws which may be exercised in certain circumstances. These are:
the right to be informed about how and why we are processing your personal information
the right of access to personal information relating to you
the right to rectification of inaccurate or incomplete personal information
the right to request erasure of your personal information
the right to restrict processing of your personal information
the right to data portability
the right to object to processing of your personal information (e.g. profiling or direct marketing)
the right not to be subject to automated decision making (including profiling) which significantly or legally affects you
the right to request a copy of the information that we hold about you.
Linking to other websites / third party content
The company is committed to protecting the privacy needs of children and we encourage parents and guardians to take an active role in their children’s online activities and interests. The company does not knowingly collect information from children under the age of 16 and we do not target its websites to children under 16.
How to contact us?
Email The Data Protection Officer via: firstname.lastname@example.org
Or, in writing at our registered address:
Kirkholm Properties Limited
Kirkhill House Office Park
81 Broom Road East