Privacy Notice: Assured Periodic Tenancy
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 and sign the Assured Periodic Tenancy. In this Data Privacy Notice, the words “tenant” means someone who rents a room or property through New Mills Properties by completing and signing the Assured Periodic Tenancy.
This Privacy Notice covers all electronic communications regarding the application process.
There are separate Data Privacy Notices for other areas of our business, please ask if you would like to see them.
What personal data do we hold?
If you are a tenant, we will hold enough information about you to manage your tenancy with you. This includes and is not limited to; your name, phone number, email address, current address, date of birth, employment status, employer contact details, financial details and next of kin contact details. This is “personal data”, because it is about you as a particular person, and it can be linked to you.
We will 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 securely in our secure online server and secure online database, 10ninety. It is accessed by our lettings team via password-protected devices.
Your Landlord Agreement will be stored on our secure online Microsoft server. Some of your information will be transferred to our 10ninety software. 10ninety is a database system that helps us to manage our letting agent business. Through this software we will be able to manage your tenancy. Information stored on 10ninety includes your name, phone number, email address, current address, date of birth, employer contact details, previous landlord/letting agent details, next of kin contact details and copies of some correspondence between you and New Mills Properties.
When you pay your deposit, we will use your information to secure your deposit with the Deposit Protection Scheme. We will give the Deposit Protection Scheme your name, phone number, email and the address of the property that you are renting.
What is your data used for?
Your data is used to enable us to communicate with you about your tenancy and to enable us to secure your deposit.
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 sign an Assured Shorthold Tenancy to become a tenant at one of our properties we need to use your personal information in order to comply with the legal aspects of securing a tenancy.
We will not send you newsletters or other information unless you have agreed to be added to our mailing list. 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 details will be kept in our cloud file storage and on 10ninety for seven years after your tenancy with us has finished. This is to comply with legal requirements.
If you have given us information about criminal convictions as part of your application, this will be destroyed no more than 28 days after you have been notified of your application result.
If you have agreed that we can send you newsletters and other occasional information your name and contact details will be kept as long as you are happy for us to keep them. At any time you can tell us that you are withdrawing consent. If you do that, we will take your details off the mailing list. We may keep enough of your details to make sure we don’t send you any information by mistake.
Who can you speak to if you have questions?
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: Periodic Tenancy was updated on: 10.06.26
For more information see our Privacy Policy
Tenant Fees – 2025
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.
