Privacy Notice

Last updated: [INSERT DATE]

This Privacy Notice explains how Eden Property (Cheltenham) Ltd (“Eden Property”, “we”, “us” or “our”) collects, uses, stores and shares personal data when you use this website, contact us, enquire about a property, sign up for updates, apply to rent a property, or otherwise interact with us.

This website is powered by the Homestead platform. Homestead provides the website and form-handling infrastructure used by Eden Property, but personal data submitted through this website is collected and controlled by Eden Property in connection with its services.

Who we are

For the purposes of UK data protection law, the data controller is Eden Property (Cheltenham) Ltd.

Registered address: 2 Chesterfield Buildings, Westbourne Place, Bristol, BS8 1RU
Email: office@edenpropertymanagement.co.uk
Company number: 07801091

If these details change, this notice will be updated.

The personal data we collect

Depending on how you interact with us, we may collect and use the following categories of personal data:

identity information, such as your name and title;
contact information, such as your email address, telephone number and correspondence address;
enquiry and tenancy-related information, such as the property you are interested in, preferred move dates, household or group details, student status, guarantor details, and information you provide in forms or correspondence;
communications data, such as emails, enquiry messages, notes of telephone calls, and records of correspondence;
marketing preferences, such as whether you want to receive news or updates from us;
technical and usage information, such as IP address, browser type, device information, pages viewed, referring URLs, approximate location derived from IP, and security or diagnostic logs;
verification, compliance or application information, where relevant to an enquiry, application or tenancy;
any other information you choose to provide to us.

How we collect personal data

We may collect personal data:

directly from you when you complete forms on our website;
when you contact us by email, telephone, post or otherwise;
when you sign up to receive updates from us;
when you enquire about, view, reserve or apply for a property;
from other people in your group or household where they provide your details as part of a joint enquiry or application;
from guarantors or referees where applicable;
from service providers that support our website, hosting, communications, security, analytics, maps, customer relationship management, or tenancy administration;
from public sources or verification providers where reasonably necessary for identity, fraud prevention, referencing, compliance or tenancy administration.

How we use personal data and our lawful bases

We use personal data only where we have a valid lawful basis for doing so. Depending on the context, we rely on one or more of the following lawful bases: contract, steps taken at your request before entering into a contract, legal obligation, legitimate interests, and consent.

Purpose	Lawful basis
To respond to enquiries, arrange viewings, answer questions, and provide information about our properties and services.	Legitimate interests, and where appropriate steps taken at your request before entering into a contract.
To process applications, progress reservations or tenancies, communicate with applicants and guarantors, and manage tenancy-related administration.	Contract, steps taken at your request before entering into a contract, and where applicable legal obligation.
To verify identity, assess applications, prevent fraud, protect our business, properties and tenants, and maintain appropriate records.	Legitimate interests, and where applicable legal obligation.
To send administrative or service-related communications, including updates relating to enquiries, applications, properties, tenancies or this website.	Contract, legal obligation, or legitimate interests depending on the communication.
To send marketing, property or business updates where you have asked to receive them or where otherwise permitted by law.	Consent where required, or legitimate interests where lawfully applicable.
To operate, secure, maintain and improve our website, systems and services, including troubleshooting, monitoring, testing and analytics.	Legitimate interests, and consent where required for non-essential storage/access technologies.
To comply with legal, regulatory, accounting, tax or other compliance obligations.	Legal obligation.
To establish, exercise or defend legal claims and to protect our rights, business, users and properties.	Legitimate interests, and where applicable legal obligation.

Marketing

If you sign up to receive news, updates or property-related communications from us, we may use your contact details to send those messages. You can unsubscribe or opt out at any time by using the unsubscribe link in the message, changing your preferences where available, or contacting us using the details above.

From time to time we may also use analytics or marketing technologies to measure the effectiveness of campaigns and to improve how we communicate with prospective tenants and customers. Where those technologies are non-essential, they will only be used where the appropriate consent has been provided.

Who we share personal data with

We may share personal data, where appropriate and necessary, with the following categories of recipient:

our website, hosting, infrastructure and platform providers, including systems that support the Homestead platform for Eden Property;
providers of communications, CRM, analytics, support, security, maintenance or similar business systems;
contractors, agents, advisers, insurers, professional advisers and auditors;
identity, referencing, compliance or fraud-prevention providers where relevant to an application or tenancy;
maintenance contractors, inventory providers, utilities or tenancy-related service providers where relevant;
regulators, law enforcement, courts, government bodies or other third parties where disclosure is required by law or reasonably necessary to protect rights, safety or property;
buyers, investors, professional advisers or other parties in connection with a sale, acquisition, restructure or similar business transaction.

We do not sell your personal data.

International transfers

Some of our service providers may process personal data outside the UK. Where that happens, we will take appropriate steps to ensure that personal data remains protected in accordance with UK data protection law, for example by relying on adequacy regulations or appropriate contractual safeguards where required.

How long we keep personal data

We keep personal data only for as long as reasonably necessary for the purposes for which it was collected, including to satisfy legal, regulatory, tax, accounting, dispute resolution and record-keeping requirements.

In practice, retention periods may vary depending on the type of data and the reason we hold it, for example:

general enquiries for as long as needed to deal with the enquiry and any reasonable follow-up period;
marketing records until you withdraw consent, unsubscribe, object, or we determine the record is no longer current or useful;
application, tenancy and related records for as long as necessary to administer the tenancy and afterwards for an appropriate period to meet legal, accounting, tax and dispute-related requirements;
technical, analytics, audit and security logs for as long as reasonably needed for support, security, troubleshooting, compliance and website improvement.

Your rights

Depending on the circumstances, you may have the right to:

request access to your personal data;
request correction of inaccurate or incomplete data;
request erasure of your data;
request restriction of processing;
object to processing carried out on the basis of legitimate interests;
withdraw consent where processing is based on consent;
request portability of certain data;
object to direct marketing at any time.

These rights are not absolute and may depend on why we are processing the data. To exercise your rights, please contact us at office@edenpropertymanagement.co.uk.

Complaints

If you have a concern about how we use your personal data, please contact us first and we will try to resolve it. You also have the right to complain to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection matters.

How we protect personal data

We use appropriate technical and organisational security measures designed to protect personal data against unauthorised or unlawful processing, accidental loss, destruction or damage. No method of transmission over the internet or method of storage is completely secure, but we take reasonable steps to protect the data we control.

Third-party links and services

Our website may contain links to third-party websites, services or content. If you follow a link to a third-party site or interact with a third-party service, that third party’s own terms and privacy information will apply.

Changes to this Privacy Notice

We may update this Privacy Notice from time to time to reflect changes in our services, technology, legal obligations or business practices. The latest version will always be published on this page.

Cookie and Storage/Access Technologies Notice

Last updated: [INSERT DATE]

This website uses cookies and similar technologies to operate the website, keep it secure, remember preferences, understand how visitors use the site, support embedded services such as maps, and, where enabled, measure the effectiveness of marketing activity.

What are cookies and similar technologies?

Cookies are small text files stored on your device when you visit a website. Similar technologies may include browser storage, scripts, tags, pixels, SDKs and other mechanisms used to store information on, or access information from, your device.

How we use them

We currently use or may use the following categories of technology on this website:

Strictly necessary technologies – required for the basic operation, security and reliability of the site, including routing, session handling, essential form handling and abuse prevention.
Analytics technologies – used to understand how visitors use the website so that we can improve performance, content and usability.
Embedded service technologies – used where pages include embedded services such as maps.
Marketing technologies – may be used now or in future to measure campaigns and support advertising and remarketing platforms. These are not essential to the operation of the site.

Google Analytics

We use Google Analytics to help us understand how visitors use the website, such as which pages are viewed, how users navigate the site, and which content is most useful. This helps us improve the website and the services we offer.

Google Analytics may use cookies or similar technologies to collect information such as IP address, device/browser information, and interaction data. We use analytics information to understand usage trends and improve the website.

Where required by law, Google Analytics will only be enabled if you have given consent for analytics technologies.

Google’s privacy information is available at: https://policies.google.com/privacy

Google Maps

Some pages may include maps provided by Google Maps to help you locate our offices or properties. When Google Maps content loads, Google may store or access information on your device in order to provide the service.

Where required by law, Google Maps or related embedded technologies will only be used in accordance with the consent choices available on the site.

Google’s privacy information is available at: https://policies.google.com/privacy

Marketing and advertising technologies

We may now or in future use technologies provided by advertising and social media platforms, such as Meta (including Facebook and Instagram), TikTok, Google and similar providers, to understand campaign performance, measure conversions, and improve how we market our services.

These technologies are not strictly necessary and, where required by law, will only be used if you have given the relevant consent.

Website platform and forms

This website is powered by the Homestead platform, which provides the infrastructure used to operate the website and process enquiries or form submissions. Forms on this website are handled through Eden Property’s website platform rather than through third-party embedded form providers.

Managing your preferences

You can manage your preferences using our cookie settings controls where available on the site. You can also control cookies through your browser or device settings, although blocking strictly necessary technologies may affect site functionality.

How long cookies and similar technologies last

Different technologies may last for different periods. Some expire when you close your browser (session technologies) and others remain for longer (persistent technologies). We aim to use durations that are appropriate to the purpose involved.

Third-party technologies

Some third-party services we use may place or access their own cookies or similar technologies when their services are enabled on this website. Where relevant, more information should be available through those third parties’ own privacy or cookie notices.

Changes to this notice

We may update this Cookie and Storage/Access Technologies Notice from time to time to reflect changes in the technologies we use, legal requirements, or the services available on the site.

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