Lord Montagu is committed to protecting and respecting your privacy and to ensuring we meet our obligations under the General Data Protection Regulation (EU) 2016/679 (GDPR) 2018 and the UK Data Protection Act 1998.
Who are we?
The following statement is issued by Lord Montagu who can be contacted through the Estate Office at John Montagu Building, Beaulieu, Hampshire, SO42 7ZN.
For the purposes of the GDPR, the data controller for Estate related data is Beaulieu Enterprises Limited (BEL) who act for Lord Montagu in this capacity. Any queries relating to this notice should be directed to BEL’s data protection representatives who can be contacted directly at the following email address:
data.protection@beaulieu.co.uk
or IT Operations Manager, John Montagu Building, Beaulieu, Hampshire, SO42 7ZN
What personal data do we collect?
All personal data that we collect about you will be recorded, used, and protected by us in accordance with applicable data protection legislation and this privacy policy.
- Identity Data includes title, first name, last name, username, account number.
- Contact Data includes address, email address, mobile and telephone numbers.
- Financial Data includes bank account and payment details.
- Transaction Data includes details about payments to and from you and other details of contracts, agreements and services you have purchased from us or services you have provided.
- Profile Data includes identification data such as passport and other identification details, information about your right to rent, credit score results, photographs, details of your preferences, requirements, survey responses and questionnaires.
- Usage Data includes information about how you use our products and services and information on the goods and services you have received.
- Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communications preferences.
Where do we collect your data?
We may collect and process personal data from you as follows:
- Directly from yourself when you complete a form, apply for our services or permits, send us correspondence or provide information by telephone. This includes data when you:
- Apply for or rent an Estate property
- Apply for access permits
- Send us your correspondence
- Enter into contracts with us
- From responses to enquiries and searches we make about you in the normal course of our business
- Data collected from third parties acting on our behalf such as letting agents, credit reference agencies and deposit protection service operators.
- CCTV. We operate a number of CCTV cameras across our estate and at our events.
How do we use your personal data?
We will use your data in the following ways:
- To meet our contractual obligations when you enquire about or enter into agreements with you.
- Making pre-contract enquiries
- Initiating and responding to communications
- Notifying you about Estate issues, events and activities
- Inviting you to Estate meetings and events.
- Initiating enquiries about Estate related issues
- To communicate with media in relation to our PR processes
- Archiving details, including title details relating to the Estate tenancies for historical records.
Who do we share your data with, and why?
Please be assured that we will never sell your data to third party organisations. The nature of our business means that we work with carefully selected suppliers to provide our services to you and to manage our services. We may need to share your personal data with these third parties in relation to fulfilling our contractual obligations to you. They are obliged to keep your details securely and to only use them in relation to the service they provide to us. When they no longer need the data for the service, they will dispose of the details.
| Third party service provider | Purpose |
| Netpay | Payment processing |
| Taylor Made Computer Solutions | IT Infrastructure support provider |
| Beaulieu Enterprises Limited | Accounting services, Information and communications technology (ICT) services, Personnel management, Site security |
| Landmark Systems Limited | Accounting and Estate Management software providers |
| Leith’s at Beaulieu | Provision of catering and hospitality |
| MailChimp | Secure emails and newsletter broadcast platform |
| DPS | Details of deposits paid on rental properites |
| Rent shield | Credit Reference Searches |
| The Alarming Company Limited | CCTV monitoring and security services |
How do we protect your information?
We understand the concerns you may have about giving your personal details over the internet so we are rigorous about our security procedures. Our ICT providers use up-to-date industry procedures to protect your personal information including the encryption of payment details using SSL technology. They have appropriate security measures in place in their physical facilities to protect against the loss, misuse or alteration of information that we have collected from you via our websites.
Please be aware however that the internet is not a 100% secure medium of communication. We cannot therefore guarantee the security of any information you send to us on the internet.
How long do we hold your data?
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
Due to the historical nature of the Estate, some records relating to the tenure of properties forming part of the estate are held in the strictly controlled BSE archive. The data in the archive is separated from the normal day to day data and is only released in line with GDPR or with your written consent.
Your rights
Under the data protection laws, you have the following rights in relation to your personal data. If you wish to exercise any of them in relation to the personal data we hold about you, please contact data.protection@beaulieu.co.uk or write to the IT Operations Manager, Beaulieu Enterprises Ltd, John Montagu Building, Beaulieu, Hampshire, SO42 7ZN.
- Right of access – you have the right to request a copy of the information that we hold about you.
- Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
- Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
- Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
- Right of portability – where relevant you have the right to have the data we hold about you transferred to another organisation.
- Right to object – you have the right to object to certain types of processing such as direct marketing.
- Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
- Right to judicial review: in the event that we refuse your request under rights of access, we will provide you with a reason as to why.
Concerns and complaints
If you have any concerns or complaints regarding our data processing approach in relation to your own personal data, please contact data.protection@beaulieu.co.uk in the first instance. Your communication will be acknowledged and then responded to within 1 month.
If you are not satisfied with the outcome you can raise your concern with the Information Commissioner’s Office. For information on how to contact them, visit www.ico.org.uk/concerns
Changes to this Privacy Notice
We keep our data protection notices under regular review. This privacy notice was last updated in December 2019. We may revise this policy at any time.