What information do we ask to you to provide and what do we do with it?
By giving us your personal data you are consenting to us processing it for the purposes stated in this Privacy Notice.
| We ask you to supply | We use it to |
|---|---|
| Full name | Identify you and personalise any correspondence that we send to you. |
| Email Address | Communicate with you in matters relating to your agreement and your publican channel account |
| Current address | Send you correspondence relating to your agreement |
| Previous addresses | Assess your suitability to enter into an agreement with us. |
| Telephone Number | Communicate with you in matters relating to your agreement and your publican channel account. |
| National Insurance Number | Verify your identity and conduct credit investigations |
| Whether you have been declared bankrupt | Assess your suitability to enter into an agreement with us. |
| Any CCJs | Assess your suitability to enter into an agreement with us. |
| Personal licence number | Verify that you have the appropriate qualification to uphold the licensing objectives. Submit applications as required under the Licensing Act 2003 |
| Your full name | Identify you and personalise any correspondence that we send to you Investigate the complaint |
| Right to Work Documentation (depending on circumstances, passport, full birth certificate, official government letter, national identity card, visa or work permit) | To comply with the Immigration Act 2016 confirming the you have the entitlement to live and work in the UK Submit applications as required under the Licensing Act 2003 |
| Business Plan and Proof of Funding | To ensure you have a sustainable business plan (your accountant will submit your plan to enable us to progress your application) To verify you have the required funds available to start up your pub business |
Why do we need to collect your personal data?
We process your personal data on a contractual basis. Under the terms of your agreement you have already confirmed that you have no objection to us holding appropriate information about you and sharing your information with third parties in relation to the management of your agreement both during and after the expiry of the term and or any extension to the term.
We need your business plan and proof of funding in order to comply with Pubs Code 2016 legislation and to satisfy ourselves that you have a sustainable plan and can meet the financial obligations contained in the agreement.
We have a legitimate interest processing your personal data to improve your experience of our organisation through our website and other business systems.
How long do we keep your personal data?
We will keep your personal data whilst you continue to have an agreement with us.
If the agreement is not renewed then we will keep your data for seven years after your agreement expires or seven years after your final account balance is settled, whichever is the latter.
Where privity of contract applies your personal data may be retained after you assign your agreement or seven years after the agreement expires and the final account balance is settled by the then tenant, whichever is the later.
Who do we share your information with?
We may pass your personal data to the following companies and organisations:
| Company | Why do we pass information to them? | What information do we pass to them? |
|---|---|---|
| Equifax Ltd or other such organisations that we may use from time to time. | To conduct a credit check and provide us with your credit history when renewing or changing an agreement. | Your full name, date of birth, national insurance number, current address and previous addresses |
| Gleeds UK Limited, or other such organisations that we may use from time to time, cellar cooling contractors, health and safety consultants, emergency repair contractors, compliance contractors,agents, advisors, solicitors, administrators, regulatory authorities and others authorised to act in your interests | To carry out our obligations to you under the terms of the contract. To ensure that we are in compliance with the regulatory matters relating to property maintenance | Name, address, phone number and email address |
| Drinks suppliers | To enable them to arrange deliveries of goods purchased by you under your agreement | Name, address, phone number and email address |
| Gosschalks or other such organisations that we may use from time to time | So that they can provide legal services on our behalf | Your name and your agreement |
| Third party arbitration specialists | To conduct rent reviews where they are not settled by agreement or to provide advice to us on rent | Name and your agreement |
| Pubs Code Adjudicator | So that they can ensure that we are operating in compliance with the law | Name, your agreement and other relevant information that they request. |
| Energy Direct or other such organisations that we may use from time to time | To offer you competitive rates for your energy supply. | Address |
| Vianet Limited, gaming suppliers, and other such organisations that we may use from time to time | To ensure that you are operating in compliance with you agreement | Name, address, phone number and email address |
| PHD Mail or other such organisations that we may use from time to time | To generate and distribute financial documents | Name and address |
| External valuers and surveyors | To assess the rateable value of the property and for condition management | Name, address, phone number and email address |
| Responsible Authorities | To make applications under the Licensing Act 2003 | Your full name, date of birth, current address, personal licence number, rights to work, nationality and other relevant information that the require under the Licensing Act 2003 |
| Local Authority & Utility suppliers | Where requested to confirm change of tenancy arrangements for the collection of local taxes and payment for utilities | Name, address, phone number and email address |
| AG Insurance Brokers ltd or other such organisation that we may use from time to time | To offer you competitive rates for your business insurance. | Pub name |
| Tulchan Communications LLP or such other organisations that we may use from time to time | To provide us with financial and PR advice | Name and your agreement |
| Arthur J Gallagher Insurance Brokers Ltd, Zurich Insurance Group Ltd or such other organisations that we may use from time to time | To provide you with buildings insurance which covers all risks of physical loss or damage to the building (see your policy for main exclusions) | Name and your agreement |
| Our Auditors | To audit and approve our corporate accounts. | Your agreement |
Is your personal data processed outside of the UK or EU countries?
We do not process your personal data outside of the UK or EU. Your personal data may be processed by the third parties that we share it with outside of the UK.
Is any "profiling" performed using your personal data?
No, we do not perform any kind of automated processing for the purposes of analysis or prediction using your personal data unless you submit an application.
Your credit history will be provided by Equifax, or other such organisations that we may use from time to time. For more information about your credit history or the personal data that Equifax or other similar organisation may hold about you then please contact them directly. Your credit history and other information that you provide is assessed by us in order to make a decision on your suitability for an agreement with us. We do not make any automatic decisions based on your credit history.
You should speak to the Regional Manager or Divisional Lettings Manager for information on how we assess your suitability for a pub.
What are your rights?
For more information on your data protection rights refer to our ei publican partnerships Privacy Statement.
| Version Control | |
|---|---|
| Version Number | 1.00 |
| Date Published | 24th May 2018 |