The Powis Estates
Who we are:
The Powis Estates are a collective of privately-owned property interests. Ownership is by way of various individuals and trust funds. The Estates are managed on a day to day basis from the Powis Castle Estate Office, Dairy Square, Red Lane, Welshpool. SY21 8RG.
The Estate holds information about many individuals and organisations so that it can carry out its work efficiently and economically. The Estate is committed to holding all information about you securely and confidentially, whether you are a tenant or we need to hold information about you in relation to our work in properly managing the Estate. We record information when a member of the public makes contact with us and we will use their contact information to respond to the enquiry. To enable us to respond to an enquiry we may pass on details to the appropriate person in order to respond.. The Regulation requires us to provide you with certain information about the information we hold and this is set out below.
How we collect or obtain personal data about you:
Storing and Sharing your information:
Information is held by the Powis Estates on a secure server based in the UK and in paper files which are stored securely when not in use. We also store information, such as telephone numbers, on mobile communication devices. All electronic equipment which may contain your personal information is protected by secure passwords and we have a contract with a third-party outside consultancy to provide IT software and security. Our IT service providers are able to access our systems for service and maintenance requirements. We may need to share information about you with various people and organisations connected to our business along with for other administrative, legal and regulatory requirements. We do have links on our website to other websites from time to time that we consider relevant to our website. We do not record whether you use such links. We are not responsible for the contents of any third party website and you should please satisfy yourself that you are content with the policies of such third party websites.
Why we need to hold this data and for how long:
The General Data Protection Regulation requires us to identify a legal basis for holding your information and to make you aware of your rights in connection with the information we hold. The lawful basis for which we hold date will be from one of the following:
•Consent • Contract • Legal Obligation • Public Task • Vital Interest • Legitimate Interest
We hold information about various people in connection with the management of the Powis Estates. An example would be information about tenants of property where our lawful basis for holding this information is that we have a legitimate interest in holding the information in connection with the management of the property. We also hold information about our staff. The need for this arises through their contracts of employment and is therefore based on the lawful basis of contract. We also have a legal obligation and legitimate interest in holding this information to ensure compliance with our obligations as an employer.
Transfer to other countries and automated data processing:
We do not routinely transfer information to any other countries or undertake automated processing of personal data.
Criteria for retention:
We hold such information for a minimum of six years on our paper files, after which they may be destroyed under secure arrangements. We may hold such information for longer periods of time, sometimes indefinitely, if deemed sensible to do so for the proper record keeping of the Powis Estates.