Privacy Policy
Our Privacy Notice demonstrates how Blue Door Property Guardians collect, store, process and update all personal data used to help us achieve our mission. When we collect and store information we are subject to the UK General Data Protection Regulation (UK GDPR).
The following information assists in understanding:
How to view data we hold about you
How to correct any information we hold about you, if necessary
How to exercise your legal rights in relation to personal data Blue Door holds about you
Data Controller and Responsible Persons
When we refer in this Privacy Notice to ‘Blue Door Property Guardians’ we/us means the team at Blue Door Property Guardians Ltd, a company registered in England. The Data Controller for the purposes of GDPR is Blue Door Property Guardians Ltd, registered at 27 Old Gloucester St, London WCIN 3AX. Blue Door has an employee who is responsible for implementing and overseeing data protection and compliance. They can be contacted at admin@bluedoorpropertyguardians.co.uk Blue Door’s Director has overall responsibility for data protection compliance and we will review our system annually through our Quality Assurance Audit.
Blue Door Property Guardians are registered with the Information Commissioner’s Office (ICO). Our registration number is ZA377820. All registration information can be viewed on the ICO website.
Why Blue Door collects, processes and stores personal information?
We need to collect, process and if necessary store personal information in order to carry out our core business functions. These include managing client’s security, selecting and managing our property guardians, marketing our services, handling media and external enquiries, business development and sales. In this context, the processing of information relates directly to the services we supply.
Legal Consent
Blue Door’s main legal basis for processing personal data is necessary for the legitimate interests of the company in carrying out our core business. We aim to do this without interfering with your freedoms or rights.
There are other instances where we can justify processing your personal information including:
When you have given consent (also known as ‘agreement’)
When we are under a legal obligation to collect information or a contractual obligation to process/disclose the information
Where we need to protect the vital interests of another person or organisation
How Blue Door uses your personal information?
Personal data will often be collected through the following types of interaction:
Our website - (including data collected from cookies on our website)
Use of a data collection site managed by us; these are hosted by a managed service provider and will include the URL tfaforms.com (Form Assembly)
Information provided to our employees, directors, agents, service providers and contractors, regardless of communication method (examples include as part of a phone call, email, text message, in a meeting, accommodation or site visit)
Information recorded through our IT systems and databases including text and images
Information provided by you in paper form and stored by us including text and images
Events (such as photos, or videos) for which we will seek your consent on an event-by-event basis
Still and moving image and audio captured by CCTV, where this exists at certain operational sites and is installed or managed solely by Blue Door Property Guardians. Notices displayed in-situ will inform you if this is the case.
Data we Collect
This refers to personal information used depending on your actual or proposed relationship to us. These relationships include:
Applicants for guardianship
Current guardian living in a building that we manage
A former guardian who has moved out of a building that we manage
Any other individual not included in one or more of the above categories
During the application process, you will be invited to tell us information about sensitive categories of personal data, for example demographic information and other protected characteristics. We collect this information to help us judge whether our services are accessible. We don’t use personal information in any other capacity unrelated to our core business.
The lists of collected data we highlight below are not intended to be exhaustive. You provide all the information we hold of you by you either at the point of application, or when we need to communicate with you.
Guardian Applications
We collect, process and store the following information:
Contact information
Demographic and protected characteristics information (e.g. age, gender)
Information from DBS
Occupational history
Financial details, including earnings
Details relevant to becoming a property guardian
Details relevant to property management
Images of your identification documents and proof of address, in order to comply with Home Office regulations.
We collect this data in order to:
Have an electronic record of your application
Process your application, including verifying your identity
Contact you for property viewings, meetings and other activities
Conduct research designed to help us improve the quality of our services
To handle complaints or disputes
To safeguard our Business, our clients interests and our Guardians
Current, Past or Future Guardians
We collect, process and store the following information:
All of the above, including:
Financial details including actual or expected earnings, regular payments and liabilities including debt
Details relevant to being a property guardian, including notes of important interactions /conversations
Details relevant to property management
Any service requests (maintenance /repairs)
Payments / Deposits
Property inspection notes
Actions taken to recover debt
Responses to surveys designed to help us improve the quality of our services
We collect this data in order to:
Create an electronic record of your stay with us
Communicate with you about any aspect of your Guardianship
Acknowledge fee payments / arrears
Promote and advertise our services (seeking consent from you for any marketing / social media ads)
Demonstrate who we accommodate in our properties
Conduct research
Handle complaints or disputes
Write references
Other individuals not included in one or more of the above categories
We collect, process and store the following information:
Contact details
Next of Kin details
Communication preferences
Records of your Contact
We collect this data in order to:
Communicate with you
Conduct research to improve the quality of our services
Have access to next of kin in case of serious illness, accident or death
Marketing
We will use your personal data to send you updates (by email or text message) including available properties, and company updates and news articles.
We may ask you to confirm or update your marketing preferences if you ask us to provide further services in the future, or if there are changes in the law, government regulations or the structure of our business.
We will always treat your personal data with respect and never share with third-party organisations for marketing purposes.
How to opt out of our marketing communications
If you receive newsletters, etc. via email you can unsubscribe by clicking the ‘unsubscribe’ button at the bottom of the email. We aim to un-subscribe you within 5 working days.
Market Research
On occasion we may work with a market research organisation to carry out a survey on our behalf. You will always be notified beforehand in order to seek consent for taking part.
Sharing Data with Third Parties
From time to time we share selected information with third parties in order to achieve:
Efficient and effective property management and contract management (for example, we may share information about who lives in which property with our clients and building owners, or with a contractor undertaking a repair on our behalf, or with debt collectors when necessary)
Legal and regulatory obligations (for example, sharing information with Police, Fire Service, or the Courts when necessary)
This will usually consist of contact information but may include other categories of data commensurate with our core objectives.
How long we keep your data for
We hold no personal data longer than General Data Protection Regulation (GDPR) when it no longer serves its purpose.
Prospective Guardians & Current Guardians
Your data will be stored for as long as you are a guardian with us or continue to apply for accommodation on our wait lists. We periodically review this information to ensure that it is up-to-date. We also ask that you let us know if any of your information changes.
Former Guardians
After you have left Blue Door your information will be held for 18 months for research and stats purposes. After 18 months, data will be depersonalised or destroyed.
Your rights under the General Data Protection Regulation (GDPR)
You have a number of rights under the provisions of the GDPR. With regard to your data, you have the right to:
Access and check your personal data
Request a correction to your personal data
Withdraw consent: if you have provided us with consent to use your personal data you have a right to withdraw that consent easily at any time. Withdrawing a consent will not affect the lawfulness of our use of your personal data in reliance on that consent before it was withdrawn
Request a restriction on processing: you can restrict processing of your personal data in certain circumstances, e.g. if you contest the accuracy of the data
Object to your personal data being processed for direct marketing (including profiling), or in certain other situations to our continued processing of your personal data, e.g. processing carried out for the purpose of our legitimate interests unless there are compelling legitimate grounds for the processing to continue or the processing is required for the establishment, exercise or defence of legal claims
Request erasure (exercise your “right to be forgotten”) and personal data destroyed
Receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations (“right to data portability”)
Not be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you
To exercise any of these rights, please complete our request form, or contact us at admin@bluedoorpropertyguardians.co.uk
Find out more about your rights on the Information Commissioner’s Office website.
Processing methods, Storage and Security
We store your data using the following methods:
Form Assembly
Pipedrive
Mailchimp
Paper records
Google Workspace
Regardless of the type and extent of personal information we hold about you, you can expect the following safeguards:
Cloud based storage: The majority of information we process is stored on the cloud, and storage on hardware is limited. This lessens the threat of information being lost through not having any back up or it being physically stolen. The programmes we have chosen decreases hacking our security systems that minimise our risk of having any data stolen.
Password protection: All of our information stored in the cloud is protected by password.
Physical storage: All information that is not stored on the cloud will be stored on hardware that is both password protected and encrypted and securely locked on site. This reduces the risk of physical information being stolen or compromised.
Get in Touch
You can contact our data protection officer at admin@bluedoorpropertyguardians.co.uk if you have any questions about this privacy policy or the information we hold about you to exercise a right under data protection law to make a complaint.
Changes to this Privacy Notice
We aim to keep our Privacy Notice up to date to reflect changes in our business operations, to reflect improvements and quality and to respond to feedback and any changes in legislation.