Marston Properties Privacy Policies are written in accordance with GDPR legislation. Each data subject group has an individual privacy policy which details how their personal data is handled. Please see our general policy. If you would like copies of the individual policies, please get in touch.

Marston Properties Privacy Policy

The purpose of this notice

Marston Properties takes your privacy seriously and is committed to respecting and protecting it.

This notice describes to you what personal data Marston Properties collects about you, why we need it, how we use it and what protections are in place to keep it secure.

It is Marston Properties policy to:

• Process your personal information fairly and in accordance with GDPR law
• Tell you about how we will use your personal information
• Only collect personal information from you when we need it for legitimate purposes, or legal reasons
• Ensure that personal information held is relevant and not excessive for the purpose for which it is obtained
• Not keep your personal information for longer than we need to
• Keep your personal information secure, and limit the people who can access it
• Ensure that you know how to access your personal information and exercise your rights in relation to it, including being able to keep it accurate and up to date.
• Ensure that any third parties we share your personal information with take appropriate steps to protect it.

We will use your personal data only for the purposes for which we collected it, unless we fairly consider that we need it for another reason that is compatible with the original purpose. For the purpose of the legislation and your personal data, Marston Properties Limited is the Data Controller and the Directors can be contacted at 1 Mills Yard, Fulham London SW6 3AQ.

Collecting your personal data

There are 6 lawful bases of processing your data including consent, legitimate interests, contractual necessity, a legal obligation and a vital interest. For each usage of the data the lawful basis of the processing of your data will be identified. Legitimate interest is when we have a business or commercial reason to process your personal data. Whenever we process your personal data for these purposes, we ensure that your interests, rights and freedoms are carefully considered.

We may collect information from:

• Enquiries about a property or our services
• Booking an appointment to view a property
• Applications to occupy or guarantors for a property
• Occupiers, leaseholders and guarantors of a property
• Recruiting, employment and office holders
• Engaging suppliers, contractors, and advisors
• Shareholders
• Visits to our website

Using your personal data

We will use your personal data only in relation to a lawful basis. Each data subject group has an individual privacy policy which details how personal data is handled and will be distributed as required. You can contact [email protected] to request the individual policies.

If you contact us to enquire about a property, service, or recruitment, directly or indirectly, we have a legitimate interest to collect data including your name, email and contact details. We will use your personal data only in relation to a lawful basis. Most commonly, we will use your personal data in the following circumstances:

• to provide property, service or employment details.
• to arrange viewings or meetings.
• where we need to comply with a legal or regulatory obligation

If you proceed with your enquiry, we may collect further data from you in line with the relevant individual privacy policy.

Sharing your personal data

Your information will initially be used by authorised personnel and shared with our service providers and technical and support partners. If required, further data will be shared in line with the relevant individual privacy policy.

Protecting your personal data

Personal data is held in hard copy and/or electronically on systems which are local and cloud based. The back-ups are encrypted and stored in a third-party data centre. Marston Properties regularly reviews the security of these systems. We have internal policies in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed. This is controlled by only granting access to authorised personnel to fulfil their roles.

Data held by Marston Properties is stored within the European Union.

Keeping your personal data

Marston Properties holds different categories of personal data for different periods of time in accordance with our Retention of Personal Data Policy. Wherever possible we will endeavour to minimise the amount of personal data held and will only use it for those purposes.

Cookies and tracking

The Marston Properties website and applications may at times collect data about how you use our services to help us improve future functionality. Cookies are currently limited to essential or ‘strictly necessary cookies’.

Your rights

As a data subject, you have a number of rights. You can:

• Access and obtain a copy of your data on request
• Require the organisation to update incorrect or incomplete data
• Require erasure of your data when consent is our basis of processing (the right to be forgotten). You may request that your personal data be erased, for example, where there is no compelling reason for its continued processing or where you withdraw consent. We will comply with your request unless we have another basis of processing justifying our retaining the data (for example a legal requirement or the defence of a legal claim).
• Ask the organisation to stop processing data periodically if data is inaccurate or there is a dispute about whether or not your interests override the organisation's legitimate grounds for processing data.
• Where the lawful basis for processing is your consent, you may withdraw consent at any time by writing to: Marston Properties Ltd, 1 Mills Yard, London SW6 3AQ or emailing [email protected]

Changes to this privacy notice

We keep our privacy notice under regular review and will post updated versions on our website.

Last updated 09/12/2022