IMPORTANT – you should refer to the standard privacy notice for all the information we give about collecting and handling your information which is incorporated into this notice.


Name of Landlord: The Benacre Company

                            Edward Vere Nicoll


Address of Landlord: The Estate and Farms Office, Benacre, Beccles, Suffolk, NR34 7LJ


Telephone number: 01502675 029


Email address:


Date created/updated:1/05/2020


Purpose of this initial notice

In line with the General Data Protection Regulations (GDPR) effective from 25th May 2018, we are committed to protecting and respecting your privacy. This is a summary of our privacy notice to tell you what personal information about you we collect, hold and use. This notice is addressed to our tenants, residents and guarantors including prospective and former tenants, residents, and guarantors.


Information we collect, hold and use about you

  • Identity and contact details.
  • Income and expenditure information.
  • Personal and background information.
  • Your next of kin.
  • Your vehicle details and registration numbers
  • Details about your University/College course(s)
  • Employment history
  • Website and online portal information.
  • Rent & other payments including arrears.
  • Tenancy and deposit information.
  • Repairs and complaints.
  • Details about Council Tax, water charges and Utilities.
  • Details of Welfare Benefits where applicable.
  • Correspondence letters, emails, and records.
  • Audio and CCTV recordings (if any.
  • Details of health/illness Inc. COVID-19 and/or such

his information is collected from you mainly via an application form and also from third parties. Additionally, we may undertake credit or similar checks to obtain information about you or request a reference from an existing or former landlord or employer etc.


Further details are given in the standard privacy notice. 


Who do we need this information about

We need information about you as an existing tenant, prospective tenant, about any prospective resident and also information about any guarantor (where a guarantee is taken).


How might this information be collected

This information can be collected –

  •     By email.
  •     By post.
  •     In person.
  •     In digital form.
  •     Over the telephone.


Who this information might be shared with

These include –

  • Joint tenants (if any).
  • Guarantors (if any).
  • Tenancy deposit protection body.  
  • Insurance companies.
  • Internet and email providers.
  • The Home Office immigration checks.
  • The Home Office right to rent.
  • Rent checks.
  • Letting and managing agents.
  • Other landlords, e.g. for references.
  • Contractors and suppliers.
  • Debt collectors and tracing agents.
  • Professional advisers.
  • Next of kin etc., (in an emergency).
  • Public and regulatory bodies.
  • Local authorities.
  • Utilities and water companies.

Further details are set out in the standard privacy notice.


Where is this information stored

  • In an electronic form on a computer, tablet or mobile phone.
  • On a web based portal (where a website is operated).
  • In hard copy form in a manual filing system.

Length of time for storage of data


We usually keep information for 12 months if the tenancy or payment plan does not go ahead or for 6 years from the date you finally vacate where a tenancy and / or payment plan is entered into.


What happens if this information is not provided

We require this information in order to enter into a payment plan and / or a tenancy agreement and to check your suitability for a payment plan and/or a tenancy.  If this information is not provided in full then your application for a payment plan and / or tenancy cannot proceed. 


Why we need this information

This includes as necessary –

  • For contractual performance so that we can arrange the letting and enter into a tenancy agreement or guarantee with you.
  • For contractual performance so that we can arrange a payment plan and enter into a payment plan agreement or guarantee with you.
  • For contractual performance so that we can manage any a payment plan and /or a tenancy and the property including collecting rent,         payments from any plan and arranging repairs.
  • In relation to details regarding any next of kin in your vital interests, e.g. in the case of an emergency.
  • In our legitimate interests in relation to personal and background information so we can assess your suitability to be a tenant, have a         payment plan, a resident or guarantor (as the case may be).
  • To perform our legal obligations in relation to carrying out right to rent (immigration status) checks and in order to protect any tenancy     deposit which is paid as well as other legal obligations arising during the course of any tenancy.

Full details, including further reasons why this information is needed are set out in the standard privacy notice.


You have the following rights

  • To object to us processing data (applicable where we rely on the legitimate interests).
  • Access to your data and further details about what data processing activities are carried out.
  • Erasure (the right to be forgotten).
  • To restrict processing.
  • Data portability.


Withdrawal of consent

If your consent provides us with a legal gateway to process data about you, you can withdraw this at any time by telling us by email/post/telephone using the contact details above.



We operate our own internal complaints policy and if you have any concerns about the way in which we collect or handle your data please contact us using the details above. For further details of these rights please see the standard privacy notice.


Additionally, you have the right to lodge a complaint with the supervising authority who is –


Information Commissioner

Information Commissioner’s Office

Wycliffe House

Water Lane