One Great Cumberland place

Privacy Policy

Disclaimer

Please note that this website is designed for information purposes only and you recognise and accept that you are solely responsible for the use of it. Whilst The Portman Estate has taken all reasonable care to ensure that the content on this website is accurate, complete and current, The Portman Estate cannot guarantee that the content on this website will always be accurate, complete and current, or that access to it will not be interrupted. You are therefore required to verify information found on this website with the correct sources. The Portman Estate will not be liable for any action you may take in regards to the reliance on any information found on this website.

Terms and Conditions

Unless otherwise stated, all the material on this website is the property of The Portman Estate. If you continue to browse and use this website you are agreeing to comply with and be bound by the following terms and conditions of use, which together with our privacy policy govern The Portman Estate’s relationship with you in relation to this website.

We also use cookies on this website, which by continuing to browse, you are agreeing to the use of these cookies. For more information on the use of cookies, please refer to our privacy policy.

The term “The Portman Estate” or “us” or “we” refers to the owner of the website whose registered office is Ground Floor, 40 Portman Square, London W1H 6LT. The term “you” refers to the user or viewer of our website.

The use of this website is subject to the following terms of use:

The content of the pages of this website is for your general information and use only. It is subject to change without notice.

Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose.

You acknowledge that such information and materials may contain inaccuracies or errors and we expressly exclude liability for any such inaccuracies or errors to the fullest extent permitted by law. Your use of any information or materials on this website is entirely at your own risk, for which we shall not be liable. It shall be your own responsibility to ensure that any products, services or information available through this website meet your specific requirements.

This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics. Reproduction is prohibited other than in accordance with the copyright notice, which forms part of these terms and conditions. All trademarks reproduced in this website, which are not the property of, or licensed to the operator, are acknowledged on the website.

Unauthorised use of this website may give to a claim for damages and/or be a criminal offence. From time to time this website may also include links to other websites. These links are provided for your convenience to provide further information. They do not signify that we endorse the website(s). We have no responsibility for the content of the linked website(s). You may not create a link to this website from another website or document without The Portman Estate’s prior written consent.

Your use of this website and any dispute arising out of such use of the website is subject to the laws of England and Wales.

Privacy Policy

  1. Introduction

This Privacy Notice relates to the processing of personal data by Portman Settled Estates Limited (“The Portman Estate”). Unless otherwise stated, all references to “we” or “our” shall imply any entities which form part of The Portman Estate and which process personal data.

This Privacy Notice also forms part of The Portman Estate’s obligations to be open and fair with all individuals whose personal data we process and to provide details around how we process such personal data and what we do with it.

We are committed to safeguarding the privacy of personal data and complying with the UK Data Protection Act 1998, the European General Data Protection Regulation 2016/679 (“GDPR”) of the European Parliament since it came into force on 25th May 2018, and any future changes in data protection legislation that The Portman Estate is required to comply with.

None of the lists or examples provided in this Privacy Notice is intended to be exhaustive or fully representative of every individual.

  1. Scope

The scope of this Privacy Notice covers client personal data in respect of the following:

  • Collecting Personal Data
  • Using Personal Data
  • Disclosing Personal Data
  • Retaining Personal Data
  • Securing Personal Data
  • International Data Transfers
  • Data Subject Rights
  • Updates / Amendments
  • Third Party Websites
  • Consents (“Opt-in”)
  • Withdrawal of Consent (“Opt-out”)
  • Our Details
  1. Legal Basis

We are required to provide you with a legal basis for processing your personal data.  We have identified Consent as the legal basis for the processing of your personal data for the purposes detailed in Section 5.

  1. Collecting Personal Data

We may collect and store the following kinds of personal data:

  1. a) Information that You provide to Us for the purpose of subscribing to our event, property and marketing communications.
  2. b) Information we collect automatically when you browse one of our websites.  We may collect information about your visit to our websites, your usage of the website, and your web browsing. That information may include your IP address, your operating system, your browser ID, your browsing activity, and other information about how you interacted with our website or other websites. We may collect this information as a part of log files.
  3. c) We and our partners may use various technologies to collect and store information using cookies and similar tracking technologies on our website, such as pixels and web beacons, to analyse trends, administer the website, track users’ movements around the website and gather demographic information about our user base as a whole. Users can control the use of cookies at the individual browser level.  For further information about cookies and how we use them please see our Cookie Statement below.
  4. d) When we send emails to subscribers, we may track behaviour such as who opened the emails and who clicked the links. This allows us to measure the performance of our email campaigns and to improve our features for specific segments of subscribers. To do this, we include single pixel gifs, also called web beacons, in emails we send. Web beacons allow us to collect information about when you open the email, your IP address, your browser or email client type, and other similar details.
  5. e) Information to help Us comply with court orders and to exercise and defend our legal rights.

Before You disclose to Us the personal information of another person, You must obtain that person’s consent to both the disclosure and the processing of that personal information in accordance with this Privacy Notice.

  1. Using Personal Data

We may use your personal information to:

  1. a) Enable your use of any services that we may provide through our website or third-party websites.
  2. b) Supply You with our services and support of these services.
  3. c) Send You event, property, and marketing communications.
  4. d) Deal with enquiries and complaints.
  5. e) Comply with our legal and regulatory obligations.
  6. Disclosing Personal Data

We only disclose your personal data in the ways set out in this Privacy Notice. The following circumstances may apply:

  1. a) Across our different business activities, as part of improving our existing services or as part of providing new services.
  2. b) To third parties  who process personal data on our behalf.
  3. c) To third parties who process personal data on their own behalf but provide Us, or You, with a service on behalf of us.
  4. d) To any regulator, external auditor or applicable body or court where we are required to do so by law or regulation or as part of any investigation.

We do not sell, rent or trade any of your personal data.

We will not, without your consent, disclose or supply your personal data to any third party for the purpose of their or any other third party’s direct marketing.

  1. Retaining Personal Data

Personal data that we process, for any purpose or purposes, shall not be kept for longer than is necessary. The Portman Estate bases its record retention on any legal, regulatory or contractual obligations. If You have consented to other services the personal data necessary to provide each service will be retained until You no longer require the service or You withdraw consent.

Please note it can take up to 3 months for our archiving processes to remove your records after they have been marked for removal because of scheduled archive processes.

  1. Securing Personal Data

Where The Portman Estate acts as the controller of personal data, it will ensure that necessary and adequate safeguards (e.g. encryption) are in place to prevent unauthorised access, loss, misuse or alteration of your personal data.

Where data is stored electronically we store all personal information on secure servers with relevant access and firewall controls.

Where data is stored on paper, or forms, all personal data is locked away when not in use, and disposed of securely after use either using document shredders or third-party disposal organisations who have been contracted to dispose of documents appropriately.

Any personal data sent to Us, either in writing or email, may be insecure in transit and we cannot guarantee its delivery.

Where You use a Password to access any service provided by The Portman Estate this must be kept confidential and not disclosed to anyone else. The Portman Estate does not ask You for your password.

  1. Sharing Personal Data

To provide the services to You we share the personal data that You supply with several third parties:

  1. a) ANM Communications Ltd who are an agency used to provide marketing and general communication services
  2. b) The Rocket Science Group LLC (trading as MailChimp) who are used to facilitate our email newsletters

The Portman Estate agree contractual arrangements with these third-party data processors to ensure that your personal data is protected in compliance with this Privacy Notice and the data protection legislation that The Portman Estate is required to comply with.

Unless otherwise defined under section 9 all personal data shared with third parties is stored and processed in the UK or EU.

If You disclose to Us COVID-19 related medical information about yourself or a member of your household / business, then we may pass this on to any colleagues or contractors who could be affected by this information (i.e. planned maintenance or property visits). We will only hold onto this information for as long as it is relevant to do so in accordance with GDPR guidelines.

  1. International Data Transfers

Personal data that we collect, is predominantly stored and processed in the UK and the European Union, but for specific services may be transferred, stored, processed outside of the EU (designated under GDPR as “Third Countries”).

As part of providing our services to You, we will use third party data processors from Third Countries as outlined below:

  1. a) The Rocket Science Group LLC (trading as MailChimp) which is based in the USA.

The Portman Estate has agreed contractual agreements with these third-party data processors to safeguard your personal data as required by GDPR when transfers are undertaken to Third Countries.  If You wish to know more about the safeguards that are in place, please contact The Portman Estate as outlined in Section 17.

  1. Data Subject Rights

Subject Access Requests

You may instruct Us to provide You with any personal data we hold about You as part of a Subject Access Request. The provision of such information will be provided to You free of charge, within one month of verifying your identity, and subject to:

  1. a) Appropriate evidence of your identity, such as a passport, driving licence, a recent bank statement or utility bill.
  2. b) The request not being excessive in which case we will notify You within one month on when the request can be completed. For repetitive requests we may leverage a charge which we will agree with You in advance.

In certain instances, where exemptions exist, we may withhold personal data that You request, and which is permissible by law.

Right to Rectification

You may wish to contact Us if the personal data that we hold about You needs to be corrected or updated.

Right to Erasure (Right to be forgotten)

You can contact us if You wish to have your information erased to exercise your right to be forgotten.

Right to Object (including withdrawal of consent)

For any services that You have consented to receive, including for event, property, marketing and communications purposes You may instruct Us at any time not to process your personal data for each purpose by means of withdrawing consent (‘opting-out’).

Right to Restriction of Processing

If You contest the accuracy of your personal data, or consider that the processing is unlawful and You do not want Us to erase your personal data, or we no longer need this data for the purpose of the services we provide, You may instruct Us to restrict processing of this data.

Automated Decisions

In supplying You with our services we do not make decisions affecting you solely by automated means.

  1. Updates / Amendments

To remain compliant with any legal and regulatory obligations, or as part of our evolving business practices, we may update this Privacy Notice from time to time by publishing a new version on our website.

  1. Third Party Websites

We are not responsible for the practices employed by Third Party Websites linked to or from our Website nor the information or content contained therein. Often links to other websites are provided solely as reference points to information on topics that may be useful to the users of our Website. Please remember that when You use a link to go from our Website to a Third-Party Website, our Privacy Notice will no longer apply. Your browsing and interaction on any other Website, including Third Party Websites, which have a link on our Website, are subject to that Website’s own Privacy Notice.

  1. Consents (“Opt-in”)

The Portman Estate would like to keep You informed about The Portman Estate services which You can elect to, or decline from, receiving.  As part of the subscription process for each of these services you will be asked to consent to your data being processed in order to provide that service.

  1. Withdrawal of Consent (“Opt-out”)

You have the right, at any time, to ask Us not to process your personal data for marketing purposes and any additional services that You have consented to receive.

You can opt-out of receiving any of these services and communications simply by clicking the unsubscribe link on any emails You receive, or contacting Us.

Please note it can take up to 30 days for a request to be fulfilled for general Portman Estate communications because of pre-planned or ongoing activity.

  1. Data Protection Registration

The Portman Estate is registered as a data controller with the UK Information Commissioner’s Office.  Our data protection registration numbers are Z5222212.

Portman Settled Estates Limited (“The Portman Estate™) is registered in England and Wales under company number 01055334.

The registered office of all of these companies is at Ground Floor, 40 Portman Square, London, W1H 6LT.

You can contact Us as follows:

Email: info@portmanestate.co.uk

Telephone:  +44 (0) 207 563 1400

In Writing:

Data Protection Manager
The Portman Estate,
Ground Floor,
40 Portman Square,
London,
W1H 6LT

  1. Complaints

If you are unhappy with the way in which The Portman Estate uses and processes your personal data you can complain to the Information Commissioners Office (the supervisory authority that enforces data protection regulations in the UK).

The ICO can be contacted on 0303 123 1113 or you can contact by referring to their website at https://ico.org.uk.

How we use cookies

  1. Introduction

As is common practice with almost all professional websites this site uses cookies, which are tiny files that are downloaded to your computer, to improve your experience. This page describes what information they gather, how we use it and why we sometimes need to store these cookies. We will also share how you can prevent these cookies from being stored.

  1. How We Use Cookies

We use cookies for a variety of reasons detailed below. Unfortunately, in most cases there are no industry standard options for disabling cookies without completely disabling the functionality and features they add to this site. It is recommended that you leave on all cookies if you are not sure whether you need them or not in case they are used to provide a service that you use.

  1. Disabling Cookies

You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of this site. Therefore, it is recommended that you do not disable cookies.

  1. The Cookies We Set

This site offers newsletter or email subscription services and cookies may be used to remember if you are already registered and whether to show certain notifications which might only be valid to subscribed/unsubscribed users.

  1. Third Party Cookies

In some special cases we also use cookies provided by trusted third parties. The following section details which third party cookies you might encounter through this site.:

  1. a) This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.  For more information on Google Analytics cookies, see the official Google Analytics page.
  2. b) The Google AdSense service we use to serve advertising uses a DoubleClick cookie to serve more relevant ads across the web and limit the number of times that a given ad is shown to you.  For more information on Google AdSense see the official Google AdSense privacy FAQ.
  3. c) We also use social media buttons and/or plugins on this site that allow you to connect with your social network in various ways. For these to work the following social media sites including Facebook, Instagram, Twitter, Juicer, will set cookies through our site which may be used to enhance your profile on their site or contribute to the data they hold for various purposes outlined in their respective privacy policies.
  4. More Information

Hopefully that has clarified things for you and as was previously mentioned if there is something that you aren’t sure whether you need or not it’s usually safer to leave cookies enabled in case it does interact with one of the features you use on our site.  However, if you are still looking for more information you can contact us through one of our preferred contact methods.

  1. Our Details

Portman Settled Estates Limited (“The Portman Estate™) is registered in England and Wales under company number 01055334.

The registered office is Ground Floor, 40 Portman Square, London, W1H 6LT.

Links to other websites

Our website may contain links to other websites of interest.

However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Copyright

The material on this website is protected by copyright. Unless otherwise stated, the copyright owner is The Portman Estate.

You may download or copy materials in our Download Centre for your personal use, provided it is accurately reproduced.

You may not make any alterations or additions to the content on this website or sell it to a third party. Should information be re-published in any format, it is on the condition that permission is granted prior to usage.