Privacy Notice: Contact Us Form

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 online contact form and book a viewing form. In this Data Privacy Notice, the word “recipient” means someone who receives a response after completing the online contact form or book a viewing form.

This Privacy Notice covers all electronic responses e.g. phone, email, text.

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 recipient, we will hold your name, phone number and email address. This is “personal data”, because it is about you as a particular person, and it can be linked to you.

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

Your data is held securely in our password protected website database and forwarded by secure email to relevant members of our staff team where they can access your information via password-protected devices.

If you are booking a viewing your information will be added, as an applicant, to our 10ninety software. 10ninety is a database system that helps us to manage our letting agent business. Through this software we can book your viewing with one of our agents, send you confirmation of your viewing and you can confirm that you will be attending the viewing.

What is your data used for?

Your data is only used to answer your enquiry or to book your viewing.

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 make an enquiry or book a viewing we need to use your personal information in order to comply with what you have asked us to do.

We will not send you property alerts or newsletters or other information unless you have agreed to be added to our property match service or a mailing list. We will ask you clearly if you are happy to be added to the property match service or a 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 on our website database for no more than 28 days after your enquiry has been completed.

Applicant details are removed from our 10ninety software, six months after our last communication.

At any time you can tell us that you would like to be removed from our database. If you do that, we will take your details off our website database and 10ninety. We may keep enough of your details to make sure we don’t send you any further 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, 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 seven years. You have a right for this to happen because we don’t need to keep your data any longer than seven 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: Contact Us Form was updated on: 10/06/2026

For more information see our Privacy Policy

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.