Privacy Policy

We are Moreland Estates LTD. with registered number 3663497 and address Unit 8 Alpha Business Park, Travellers Close, Welham Green, Hertfordshire, AL9 7NT.

Our Data Protection Lead can be contacted at [email protected]. We have produced this privacy notice in order to keep you informed of how we handle your personal data. We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.

The terms "Personal Data", "Special Categories of Personal Data", "Personal Data Breach", "Data Protection Officer", "Data Controller", "Data Processor", "Data Subject" and "process" (in the context of usage of Personal Data) shall have the meanings given to them in the Data Protection Legislation. "Data Protection Lead" is the title given to the member of staff leading our data protection compliance programme in lieu of a requirement for a Data Protection Officer.

What are your rights?

When reading this notice, it might be helpful to understand that your rights arising under Data Protection Legislation include:

The right to be informed of how your Personal Data is used (through this notice);
The right to access any personal data held about you;
The right to withdraw consent at any time, by emailing [email protected];
The right to rectify any inaccurate or incomplete personal data held about you;
The right to erasure where it cannot be justified that the information held satisfies any of the criteria outlined in this policy, or where you have withdrawn consent;
The right to prevent processing for direct marketing purposes, scientific/historical research or in any such way that is likely to cause substantial damage to you or another, including through profile building; and
The right to object to processing that results in decisions being made about you by automated processes and prevent those decisions being enacted.
The right to data portability
The right to restrict processing
The right to object to processing based on legitimate interests
The right to lodge a complaint with the ICO

You can exercise your right to access personal data held about you by contacting [email protected] with the subject line: "Subject Access Request". When you submit a 'subject access request', you will need to provide confirmation of your identity by including a photocopy of your driver's license or passport. This service is provided free of charge and our response will be made within thirty (30) days, unless our Data Protection Lead deems your request as being excessive or unfounded. If this is the case, we will inform you of our reasonable administration costs in advance and/or any associated delays, giving you the opportunity to choose whether you would like to pursue your request. If you believe we have made a mistake in evaluating your request, please see the section 'Who can you complain to?'.

If you have questions about any of the rights mentioned in this section, please contact our Data Protection Lead at [email protected].

Who is the Data Controller?

If we have collected your personal data directly from you for our own purposes, we are the Data Controller.
If we have purchased your personal data from a third-party for our own purposes, we are the Data Controller. Where we have purchased your personal data, we will contact you to let you know before we first start to use it, or, at the latest, within one month of acquiring it.
If we have been passed your personal data from a third-party for our own purposes, we are the Data Controller. We will contact you to let you know before we first start to use it, or, at the latest, within one month of acquiring it.
If we have been passed your personal data from a third-party for a joint purpose that we both influence, we are the joint Data Controller. We will contact you to let you know before we first start to use your data, or, at the latest, within one month of acquiring it.
If your data has been passed to us by a third party for processing under their instruction, that third party is the Data Controller. They should have notified you that they would be passing your personal data to us, Moreland Estates LTD., at the time they collected your data and within their own privacy notices/standards. For a list of Data Controllers that we process personal data for, the section below 'Third Party Interests'.
If we have received your personal data as part of a business to business relationship, the Data Controller is your employer.

What are the lawful bases for processing personal data?

Under Data Protection Legislation, there must be a 'lawful basis' for the use of personal data. The lawful bases are :

a) 'your consent';
b) 'performance of a contract';
c) 'compliance with a legal obligation';
d) 'public interest/official authority'; and
e) 'our legitimate interests'.

What are our 'legitimate interests'?

Legitimate interests are a flexible basis upon which the law permits the processing of an individual's personal data. To determine whether we have a legitimate interest in processing your data, we balance the needs and benefits to us against the risks and benefits for you of us processing your data. This balancing is performed as objectively as possible by our Data Protection Lead. You are able to object to our processing and we shall consider the extent to which this affects whether we have a legitimate interest.

About our processing of your data

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.

Contact Data includes billing address, delivery address, email address and telephone numbers.

Financial Data includes bank account and payment card details.

Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.

Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.

Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.

Usage Data includes information about how you use our website, products and services.

Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

Reference	What categories of information about you do we process?	Why are we processing your data?	Where did we get your personal data from?
B2B Marketing	Identity Data Contact Data	Direct marketing to former, current and prospective clients. This processing is conducted lawfully on the basis of 'our legitimate interests'.	Directly obtained or by referral from existing clients/partners/suppliers.
Analytics	Technical Data Usage Data	To understand how you use our website, how you reached us and how long you spend on our website, in order to analyse our performance and improve our service. This processing is conducted lawfully on the basis of 'our legitimate interests'.	Directly obtained or indirectly obtained through a client's website (notice given at the point of collection).
Fraud Prevention	Identity Data Transaction Data	To combat fraud, we share information of clients who instruct the payment issuer to cancel payments to us without first informing us of why and/or allowing us the opportunity to issue a refund with credit reference agencies. This processing is conducted lawfully on the basis of 'protection of your, or another's vital interests'.	Directly obtained or indirectly obtained through a client's website (notice given at the point of collection).
Contact Submission	Identity Data Contact Data	When you send us information about you by posting on a forum or blog, we will store this information in order to make it available for viewing on the website. You consent is obtained at the time of posting and via reference to this notice. This processing is conducted lawfully on the basis of 'your consent'.	Directly obtained or indirectly obtained through a client's website (notice given at the point of collection).
Phone Calls	Identity Data Contact Data	We might record calls for training and/or auditing purposes. We also collect Calling Line Identification information. This is used to help improve the efficiency and accountability of our customer services. This processing is conducted lawfully on the basis of 'our legitimate interests'.	Directly obtained.
Email and Web Contact	Identity Data Contact Data	If you contact us through our website or by email, we will use the information you send in order to respond to your enquiry or complaint. This information will be kept in order to improve our service to you overall. This processing is conducted lawfully on the basis of 'our legitimate interests'.	Directly obtained or indirectly obtained through our website (notice given at the point of collection).
Consumer Marketing	Identity Data Contact Data Transaction Data Marketing and Communications Data	If you make a purchase with us, we will add your contact information to our marketing list and send you information we think you might be interested in. This processing is conducted lawfully on the basis of 'our legitimate interests'.	Directly obtained.

Cookies and Similar Technologies

What are cookies?

Cookies are small text files placed on your device when you visit a website. They help websites function correctly, improve user experience, remember preferences, and provide information about how visitors use the site.

We also use similar technologies such as pixels, tags, and local storage where appropriate.

How do we use cookies?

We use cookies for the following purposes:

Strictly Necessary Cookies

These cookies are required for the operation and security of our website and cannot be switched off in our systems. They are usually set in response to actions made by you, such as completing forms, logging into secure areas, or setting privacy preferences.

The lawful basis for these cookies is our legitimate interests in providing a secure and functional website.

Analytics and Performance Cookies

These cookies help us understand how visitors interact with our website by collecting information such as:

The number of visitors to the website;
Which pages are viewed most frequently;
How visitors arrive at the website;
The time spent on pages; and
Technical information about devices and browsers.

We use this information to improve the performance, usability, and effectiveness of our website.

Analytics cookies are only used where you have provided your consent through our cookie banner or preference centre.

Functionality Cookies

These cookies allow the website to remember choices you make, such aslanguage preferences, form information, or other customisations, to provide enhanced functionality and a more personalised experience.

These cookies are used only where you have provided your consent, unless they are strictly necessary for the service you have requested.

Third-Party Cookies

Some features on our website may use services provided by third parties, such as:

Video content providers;
Mapping services;
Property search platforms;
Customer communication tools; and
Analytics providers.

These third parties may set cookies on your device when you interact with their services through our website.

We encourage you to review the privacy and cookie policies of these third parties for further information about how they process personal data.

Managing Your Cookie Preferences

When you first visit our website, you will be presented with a cookie banner that allows you to accept, reject, or customise your cookie preferences.

You may change your cookie preferences at any time by accessing the cookie settings link available on our website.

You can also control cookies through your browser settings. Most web browsers allow you to:

View stored cookies;
Delete existing cookies;
Block cookies from specific websites; and
Block all cookies.

Please note that disabling certain cookies may affect the functionality and performance of our website.

Changes to Our Cookie Usage

We may update our use of cookies and similar technologies from time to time. Any significant changes will be reflected in this Privacy Policy and, where required, we will seek your consent again.

Further Information

If you would like more information about our use of cookies or your privacy rights, please contact:

Data Protection Lead

Moreland Estates Ltd

Email: [email protected]

What happens if I refuse to give Moreland Estates LTD. my personal data?

The information about you that we have collected for the performance of our contracts is required in order for us to successfully fulfil our obligations to you. If you choose not to provide the personal data requested, we will not be able to enter into a contract with you to provide the benefits we offer. If we are already processing your personal information under a contract, you must end our contractual relationship (as/where permitted) in order to exercise some of your rights.

We process some personal information as part of a contractual relationship with a Data Controller. Any requests to restrict this type of processing should be forwarded to the Data Controller; they will be responsible for discussing your concerns and making any decisions.

What are Moreland Estates LTD. 'legitimate interests'?

What profiling or automated decision making do we perform?

Moreland Estates LTD. passes your data to the third parties listed in the section 'Third Party Interests' below, for the purposes of providing our services to you, and for no other purpose.

How long will your personal data be kept?

Moreland Estates LTD. holds different categories of personal data for different periods of time. Wherever possible, we will endeavour to minimise the amount of personal data that we hold and the length of time for which it is held.

If 'consent' is the basis for our lawful processing of your data, we will retain your data so long as both the purpose for which it was collected, and your consent, are still valid. We review the status of your consent every twelve (12) months and treat non-response to our requests for renewal of consent as if they were your request to withdraw consent. Occasionally, we might identify a legitimate interest in retaining some of your personal data that has been obtained by consent. If we do, we will inform you that we intend to retain it under these conditions and identify the interest specifically.

Identity, Contact and Transaction Data are held as follows:

Data Type	Retention Period
Customer transaction records	6 Years
AML records	5 years after relationship ends
Marketing contacts	Until unsubscribe or 2 years inactivity
Complaint records	6 years
Call recordings	6–12 months

If we process your data on the basis of 'legitimate interests', we will retain your data for so long as the purpose for which it is processed remains active. We review the status of our legitimate interests every twelve (12) months and will update this notice whenever we determine that either a legitimate interest no longer exists or that a new one has been found.

All categories of personal data that are held by us because they are essential for the performance of a contract, will be held for a period of six years, as determined by reference to the Limitations Act 1980, for the purposes of exercising or defending legal claims.

Who else will receive your personal data?

Moreland Estates LTD. passes your data to the third parties listed in the section 'Third Party Interests' below, for the purposes of providing our services to you, and for no other purpose.

Does your data leave the EU?

Where personal data is transferred outside the UK, we ensure appropriate safeguards are in place, including adequacy regulations, the UK International Data Transfer Agreement (IDTA), or the UK Addendum to the EU Standard Contractual Clauses

Details of what data is sent where, and the safeguards in place, are included in the section 'Third Party Processors' below.

Third Party Interests

Data Controllers

Name of Third Party Controller	What processing are we performing for them?	If applicable - who is their representative within the EU?
HMRC, regulatory authorities or other authorities	We are joint Controller with these authorities who require reporting of processing in some situations	N/A
Postal/Courier Providers	Where these providers act as Data Controller, we are joint Controller with them for the purposes of sending you physical documents.	N/A

Our Data Processors

Name of Third Party Processor	Purposes for Carrying out Processing
Capricorn financial services	Providing financial services and information to clients
Help The Move Utility Switching	Updating utility companies on new tenants
Ackroyd Legal	Legal services and information to clients
Gazeal	Providing sale-ready documents for vendors.
Hipla	Providing Money Laundering Regulations checks for vendors, buyers, tenants and landlords. Providing sale-ready documents for vendors.
Goodlord	Providing letting, accounts, insurance and utility switching services to landlords and tenants Tenant references Affordability checks Right-to-rent checks Guarantor information
Streathers Solicitors, Gillhams Solicitors	Providing legal services and information to clients
IAMProperty	Providing Money Laundering Regulations checks for tenants and landlords, vendors and buyers.
COADJUTE	Providing Money Laundering Regulations checks for tenants and landlords, vendors and buyers.
(Property management)	Providing contact details of tenant and landlord for access
Let Alliance	Providing insurance services to landlords and tenants

Note: Money Laundering Regulations 2017 includes

Identity verification
AML screening
Sanctions checks
Fraud prevention
Legal obligation basis

Who can you complain to?

In addition to sending us your complaints directly to [email protected], you can send complaints to our supervisory authority. As Moreland Estates LTD. predominantly handles the personal data of UK nationals, our supervisory authority is the Information Commissioner's Office. If you believe that we have failed in our compliance with data protection legislation, complaints to this authority can be made by visiting ico.org.uk.

Data Protection Complaints Procedure

Should you wish to raise a complaint regarding the handling of your personal data, then you may do so by contacting us either by email or letter using the details provided below.

Sarah Williams - 07855 229847 - [email protected]

All data protection complaints will be acknowledged within 30 calendar days of receipt.

Complaints will be investigated promptly, fairly, and without undue delay, and the complainant will be informed of the outcome of the investigation as soon as reasonably practicable.

A record of all complaints, investigations, decisions, and actions taken will be maintained. If you remain dissatisfied with our outcome, they you have a right to make a complaint to the Information Commissioner's Office (ICO).

Information Commissioner’s Office (ICO):

Website: www.ico.org.uk

Telephone: 0303 123 1113

Address:

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF