Privacy Policy.
Greyshed Properties Ltd lets industrial units, yards and storage at Wallyford and Mayfield. This notice explains what personal information we collect, why we collect it, who we share it with and what your rights are.
1. Who we are
Greyshed Properties Ltd is the data controller for the personal information described in this notice.
Greyshed Properties LtdUnit B1 Wallyford Industrial Estate
Wallyford, EH21 8QJ
Email: enquiries@greyshedproperties.co.uk
Phone: 0131 564 1624
We are registered with the Information Commissioner’s Office (ICO) under registration number ZB527250.
2. Who this notice covers
- Visitors to our website, greyshedproperties.co.uk.
- People who enquire about a unit, by the website form, email or phone.
- Our tenants, and the people who work for or represent them.
- Contractors and suppliers who work on our estates.
- People who visit our estates, which are covered by CCTV.
3. The information we collect
When you make an enquiry
Your name, email address, phone number, business name and type, the kind of space you are looking for, your budget and preferred start date, and anything you write in your message. The form also records whether you have ticked the box to receive information about other Greyshed properties.
When you become a tenant
Contact details for you and your business, company and identification details needed for the lease, the lease and any related documents, rent and service-charge invoices and payment records, and our correspondence with you, including emails, which we file against the property record so we have a complete history of the tenancy.
Contractors and suppliers
Contact details, quotes, invoices and records of work carried out on our estates.
CCTV
Both estates have CCTV covering the roads, yards and unit frontages. Recordings may capture people and vehicles, including registration numbers.
Technical information
When you use the website, our hosting providers automatically log technical details such as your IP address, browser type and the pages requested. We do not use analytics or advertising trackers, and we do not set cookies. See our Cookie Policy.
4. How we use it, and our lawful basis
| Purpose | Lawful basis |
|---|---|
| Responding to your enquiry, arranging viewings and discussing terms | Steps taken at your request before entering a contract, and our legitimate interest in letting our units |
| Managing your tenancy: the lease, rent, service charges, repairs and correspondence | Performance of our contract with you |
| Keeping accounting, tax and legal records | Our legal obligations |
| Sending you information about other Greyshed properties | Your consent, which you can withdraw at any time |
| Security of the estates, including CCTV | Our legitimate interest in protecting people and property |
| Running and securing the website | Our legitimate interest in providing a working, secure site |
We do not sell personal information, and we do not use it for automated decision-making or profiling.
5. Who we share it with
We use a small number of service providers who process information on our behalf under contract:
- Vercel, which hosts the website.
- Railway, which hosts our property-management system and its database, where enquiries and tenancy records are held.
- Microsoft 365, for our email, calendar and document storage.
- Google Fonts and the code libraries jsDelivr and Tailwind, which deliver parts of the website to your browser and see your IP address when they do.
- Cloudflare, which runs the “verify you are human” check on our sign-in and enquiry forms to block automated abuse. When the check loads, Cloudflare receives your IP address and standard browser details, and uses them only to tell people from bots.
We may also share information with our accountants, solicitors and insurers where needed, with the police or other authorities where the law requires it, and with a buyer if the business or an estate is sold.
6. Where it is stored
Our records are kept in the United Kingdom and the European Union where possible. Some of the providers above process data in the United States. Where that happens we rely on the UK’s adequacy regulations, the International Data Transfer Agreement or the provider’s standard contractual clauses.
7. How long we keep it
| Record | Kept for |
|---|---|
| Enquiries that do not lead to a tenancy | 6 years after our last contact with you |
| Tenancy records, leases, invoices and correspondence | 6 years after the tenancy ends, to meet legal and tax requirements |
| Contractor records and invoices | 6 years after the end of the financial year they relate to |
| Marketing consent | Until you withdraw it |
| CCTV recordings | Around 30 days, unless a recording is needed for an incident, claim or police request |
8. How we keep it secure
Enquiries and tenancy records are held in an access-controlled system with individual logins for the small number of people who need them. Connections to the website and the system are encrypted, and the database is backed up automatically. The only paper records we keep are signed leases and tenant details, which are held in a locked office. We keep no paper records of enquiries.
9. Your rights
Under UK data protection law you have the right to:
- Ask for a copy of the personal information we hold about you.
- Have inaccurate information corrected.
- Have your information erased, where we no longer have a reason to keep it.
- Ask us to restrict how we use it, or object to our use of it.
- Receive the information you gave us in a portable format.
- Withdraw consent at any time, where we rely on consent, such as for marketing.
To exercise any of these rights, email enquiries@greyshedproperties.co.uk or write to the address above. We will respond within one month. There is normally no charge.
10. Complaints
If you are unhappy with how we have handled your information, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office: ico.org.uk, telephone 0303 123 1113, or by post to Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
11. Changes to this notice
We may update this notice from time to time. The date at the top shows when it was last changed. Significant changes will be highlighted on the website.