GPRLA Privacy Policy – February 2021


Guernsey Private Residential Landlords Association (GPRLA), also known as Guernsey Landlords, can be contacted from our website www.guernseylandlords.gg , by email at info@guernseylandlords.gg or by writing to GPRLA, PO Box 295, St Peter Port, Guernsey, GY1 3RU.

GPRLA collect the personal data you give us

a) when joining the association by completing your details either on the website or the paper application form or

b) when agreeing to advertise or place offers to our members from your business on our website www.guernseylandlords.gg or

c) when you leave a message on the contact form on the website or email us at info@guernseylandlords.gg or

d) when you request advice and/or mediation in landlord/tenant disputes or

e) when you leave your name on the attendance register at one of our meetings.

GPRLA do not record personal data if you simply visit our website, but you will not be able to access our members’ private area.

Our Website uses Cookies to help us give you a better experience.  By using our site you are agreeing to our Cookie Policy, see below.

We will not transfer or share your data with anyone else unless requested to by you, or required to do so by law.

If you notice a change is needed in the personal data we hold for you then let us know so we can fix it – our contact details are above.  NB Members of GPRLA (except postal members) are able to log into our website and amend the personal data we hold for them.

Any personal data wherever held (e.g. website, spreadsheets, word documents, printed) will be kept securely to the best of our ability using up-to-date methods.

Your rights under the Law are…

• Right to information for personal data collected from you
• Right of access
• Right to object to processing for direct marketing purposes purposes
• Right to object to processing on grounds of public interest
• Right to object to processing for historical or scientific purposes
• Right to rectification
• Right to erasure
• Right to restriction of processing
• Right not to be subject to decisions based on automated processing
• Right to data portability

These are detailed by The Office of the Data Protection Authority on their website Individuals Rights page  www.odpa.gg/information-hub/information-rights .  You can request a print of this from us – see our contact details at the top of this Policy.

How to action your rights as an individual are mentioned within this Policy at each point where they are relevant.

If this Privacy Policy changes, GPRLA members and website advertisers and offers to members companies will be notified of the change.  The latest version will appear at the foot of the GPRLA website.  A print will be posted to our postal members and included with paper application forms.

If you follow a link from our website or messages we may send you, the Privacy Policy of that company/website will apply, and not ours.

Complaints can be referred to the Office of the Data Protection Commissioner in Guernsey (ODPC), website www.odpa.gg complaints page https://www.odpa.gg/for-individuals/make-a-complaint .

Association Membership
Your data, which you may have given us a few years ago, is given by you on a contractual basis, is held on our secure website and allows us to identify our members, to communicate with you to send messages and news letters on subjects of mutual interest, notices e.g. of forthcoming meetings, and membership status updates.


 Your data can be seen by the website provider and administrator, the GPRLA membership secretary and may be shared with GPRLA Council members.  We may download it to secure spreadsheets for management purposes.  Part of your data is also held in the messaging system that we use. 

Without your personal information we are unable to accept you as a member of GPRLA and therefore you will be denied access to the member’s area of our website.

In the case of postal members of GPRLA your details, provided to us on the paper application form, are held in a secure document by the membership secretary who informs our general secretary, and may be added to other secure membership documents as required for completeness.

Besides the normal contact details (name, company, address, email, phone numbers) we ask for and record how many rental units you own or manage, for non-personal statistics of the number of members and units GPRLA represent in case of requests by media or official bodies.

Website processing uses your membership login and payment status to give or deny you access to the members’ area of the website.  There you can see and amend your details.  If you need help with this, or are a postal member, email or write to us – see our contact details at the top of this Policy.  It also uses the same information to send you annual subscriptions due reminders where applicable.

If you cancel your membership we may keep your data for up to 6 years for historical reference.

You can cancel at any time and if you do so, or wish us to remove your data, email or write to us – see our contact details at the top of this Policy.  Be aware this will result in cancellation of your membership and denial of access to the members’ area of the website.

Companies advertising or placing offers to members on our GPRLA website

Your company name, a company representative’s name, phone number and/or email address are given to us by you on a contractual basis and are held in a secure document by the website administrator or a GPRLA Council member.  You gave us this information during a meeting/phone calls and/or emails between your company and GPRLA, and without it we are unable to place your advert or offer on our website.

This information may be shared with GPRLA Council members and is used to control the appearance or otherwise of adverts and offers to members on the GPRLA website.  It is also used to contact you about such adverts and offers.

If you stop advertising or if you stop your offer to our members your entry will be removed from our secure document when the website entry is removed.

If you leave us a message on the website, or email us

Your message including email address will be forwarded from our secure website mailbox to the website administrator who identifies the type of message and actions or allocates it accordingly.  It is also forwarded to a secure backup archive of all messages received by GPRLA. 

It could be seen by the website provider, the administrator, the archiver and the person it is allocated to.  All messages are acknowledged and may be retained for up to 6 years for historical referencing.  You can ask for your message to be removed – see our contact details at the top of this Policy.

Types of message tend to be

• requests for advice and/or help/mediation with landlord/tenant disputes
• questions/feedback from members
• general questions on letting or GPRLA
• requests for accommodation.
•  

The first 3 categories are allocated to or seen by members of GPRLA Council.

The accommodation requests are shared with our membership landlords and letting agents, including any personal data that appears in the message.  If members do not wish to receive these they can contact the Website Administrator – see our contact details at the top of this Policy.

If you request advice and/or mediation in landlord/tenant disputes

We may keep a brief record of your case including your contact details for up to 6 years for historical reference.  This information will only be shared with members of GPRLA Council.  You may ask for your personal information to be removed – see our contact details at the top of this Policy.

If you attend a GPRLA meeting


You complete your name on our attendance register sheet for that meeting.  These sheets are retained for up to 6 years for historical comparison to make sure we are holding meetings that are of interest to you.  You may ask for your name to be removed – see our contact details at the top of this Policy.

GPRLA Cookie Policy

A “cookie” is a piece of information that is stored on your computer’s hard drive and which records how you move your way around a website so that, when you revisit that website, it can present tailored options based on the information stored about your last visit. Cookies can also be used to analyse traffic and for advertising and marketing purposes.

Cookies are used by nearly all websites and do not harm your system.

If you want to check or change what types of cookies you accept, this can usually be altered within your browser settings. You can block cookies at any time by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.

How do we use cookies?

We use cookies to track your use of our website. This enables us to understand how you use the site and track any patterns with regards how you are using our website. This helps us to develop and improve our website in response to what you might need or want.

Cookies are either:

Session cookies: these are only stored on your computer during your web session and are automatically deleted when you close your browser – they usually store an anonymous session ID allowing you to browse a website without having to log in to each page but they do not collect any personal data from your computer; or

Persistent cookies: a persistent cookie is stored as a file on your computer and it remains there when you close your web browser. The cookie can be read by the website that created it when you visit that website again. We use persistent cookies for Google Analytic and your membership sign ins.

Cookies can also be categorised as follows:

Strictly necessary cookies: These cookies are essential to enable you to use the website effectively, such as when logging into the membership site, and therefore cannot be turned off. Without these cookies, the services available to you on our website cannot be provided. These cookies do not gather information about you that could be used for marketing or remembering where you have been on the internet.

Performance cookies: These cookies enable us to monitor and improve the performance of our website. For example, they allow us to count visits, identify traffic sources and see which parts of the site are most popular.