Privacy Notice: Getting To Know You Questionnaire

Introduction

Under Data Protection legislation the New Mills Properties Directors are the Data Controller and Lydie Newby, Director, acts as Data Protection Officer.

This Data Privacy Notice is for those who complete the pre-viewing questionnaire. In this Data Privacy Notice, the words “tenant enquirer” means someone who enquires to rent a room or property through New Mills Properties by completing the pre-viewing questionnaire.

This Privacy Notice covers all electronic communications regarding the pre-viewing process.

There are separate Data Privacy Notices for other areas of our business, please ask if you would like to see them.

What personal date do we hold?

If you are a tenant enquirer, we will hold enough information about you to arrange your property viewing, to determine whether you could be a suitable tenant or not and to find you a property that suits your needs. This includes and is not limited to; your name, phone number, email address, employment status and financial details. This is “personal data”, because it is about you as a particular person, and it can be linked to you.

We may also hold information about any criminal convictions that you have declared. This is “special category data” and will be treated with additional sensitivity.

How is your personal data kept safe and who can see it?

Your data is held in our secure form software Jotform before being securely transferred to our website database, 10ninety and accessed by our letting agents via password-protected devices.

What is your data used for?

Your data is used to book your viewing and to initially determine whether or not you will be a suitable tenant. If you choose to apply for a property you will be asked for detailed information that will be used to more accurately determine your suitability as a tenant and to manage your deposit and tenancy.

Your anonymised data on our web form database is used to help us monitor our business performance.

Does New Mills Properties have a right to your data?

Under Data Protection legislation, organisations need to have a “lawful basis” for keeping your data, and for using it. There are several types of “lawful basis”. One of them is called “Contract”. If you apply to view one of our properties we need to use your personal information in order to contact you about your viewing and to comply with the legal aspects of potentially securing a tenancy.

We will not send you property alerts or newsletters or other information unless you have agreed to receive them. We will ask you clearly if you are happy to be added to the mailing list. You can say yes or no, or not reply. If you say yes, you will have given “consent” and we will record your details on the mailing list. The lawful basis for us to hold your data is then called “consent”. We will not record your details on the mailing list unless you give consent.

How long will your data be kept?

Your personal details will be kept on our web form database for no more than 7 days after you have completed the pre-viewing questionnaire. Your data will then be anonymised and will no longer be associated with you as an individual.

If you have agreed to be added to our database in order to receive property alerts your details will be kept for 6 months. If, after 6 months, you still want to receive property alerts you will remain on our database until you cancel them using the unsubscribe option on our emails or texts.

If you have attended a viewing at any of our properties your details will be kept on our database for 6 months. Your details will be deleted after this time unless you have opted to receive property alerts.

If you sign a tenancy agreement with us we will keep your details for 7 years after the end of the tenancy. This is a legal requirement for us.

Who can you speak to if you have questions?

Our web form database is called Jotform. Jotform’s privacy policy can be found on their website.

If you have questions about your data, and what we do with it, you should contact our Data Protection Officer Lydie Newby, by email – accounts@newmillsproperties.com

What rights do you have?

You have a number of rights under Data Protection legislation:

  • Right to know what data we hold
    • You have a right to know what personal data we hold about you.
    • This Data Privacy Notice describes the data that we will hold. But you can ask if we have any other data about you which is not covered by this Data Privacy Notice.
  • Right to have a copy of the data we hold
    • You can ask for a copy of the data we hold about you. This is called a “subject access request”.
    • If you make a “subject access request”, we will give you a copy of all the data we hold about you. We will do this within one month. If it helps, we will give you the data in a computer file.
  • Right to object
    • You can object if you think we are using your data in the wrong way.
    • You can also object if you think we don’t have “lawful grounds” for using your data.
    • We will give you a statement explaining why we use your data and explaining the “lawful grounds”.
    • If you are still not happy, you can complain to the Information Commissioner’s Office.
    • If we find we are using your data in the wrong way, we will stop immediately and stop it happening again.
  • Right to have your data corrected
    • If you think there is a mistake in your data, please tell us. You have a right to have it corrected.
    • We may need to check what is the correct data but will put right any mistakes as soon as possible.
  • Right to be forgotten
    • We promise to remove your data after six years. You have a right for this to happen, because we don’t need to keep your data any longer than six years.

Finally, if anything happened to your data that could be a risk to you, we will do our best to tell you.

This website Privacy Notice: Getting To Know You Questionnaire was updated on: 10/06/2026

Complaints

If you consider your data rights have been breached, you can make a complaint to us at any time using any of the following methods:

• Email: Accounts@newmillsproperties.com
• Post: New Mills Properties, 215 Cleethorpe Road, Grimsby, DN31 3BE
• Telephone: 01472 360178

We will acknowledge receipt of your complaint within 30 working days and will aim to investigate and respond as promptly as possible.

Where additional time is required to fully investigate your complaint, we will keep you informed of the progress and expected timescales.

If, however, you believe that we have not been able to assist with your complaint or concern, you can raise a complaint with the Information Commissioner (ICO).

You can contact the ICO at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF or by telephone on 0303 123 1113 (local rate) or 01625 545 745.