PRIVACY POLICY

 

Admiral Estates t/a Admiral Residential Property Management Ltd. is committed to protecting and processing your personal data in accordance with the General Data Protection Regulations and the Data Protection Act 2018 (the legislation). For the purpose of the legislation and your personal data, Admiral Estates is the Data Controller, the Lettings Administration Manager is the person responsible for data protection and can be contacted at: Admiral Estates, 147 Milton Road Cambridge CB4 1XE   Tel: 01223 891227 email: [email protected]

The General Data Protection Regulations are to safeguard your personally identifiable information or personal data. This privacy notice will be regularly reviewed and updated.

The Information We Collect and Use:

By information we mean information about you collected through our website, including your email address and other information you provide to us by registering for reports or information about our services. Any information provided to us will be retained and used solely for the purposes of fulfilling your request for information, fulfilling a request through a Site feature, performing and carrying out the terms of the Service, or communicating with you as a member of the Service.

 

Registration

If you elect to register for reports or information, Admiral Estates t/a Admiral Residential Property Management Ltd may ask you to provide your contact details, such as your name and email address. This information enables us to provide you with the information or report requested.

Aggregate Information

From time to time, we may collect general, non-personal, statistical information about the use of the Site and the Service, such as how many visitors visit a specific page on the Site, how long they stay on that page, and which hyperlinks, if any, they “click” on. We collect this information through the use of technologies such as “cookies” and “IP addresses”, which are discussed in greater detail below. We may also group this information into aggregate visitor data in order to describe the use of the Site and Service to our existing or potential business partners or other third parties, or in response to a government request. However, please be assured that this aggregate data will in no way personally identify you, other list members or any other visitors to the Site.

 

IP Addresses

An IP address is a number that’s automatically assigned to your computer whenever you’re surfing the web. Web servers, the computers that “serve” web pages, automatically identify your computer by its IP address. Company collects IP addresses for purposes of system administration, to report aggregate information to third parties and to track the use of the Site. When visitors request pages from the Site or click on a link in a mailing sent through the Service our servers log the visitors’ IP addresses. We reserve the right to use IP addresses to identify a visitor or list member when it will enhance the users experience or if we feel it is necessary to enforce compliance with the Site’s policies or to protect Company, the Site, its visitors, the Service, our Internet Service Provider partners, the list members or others.

 

Cookies

Cookies are pieces of information that a websites transfers to an individual’s hard drive for record-keeping purposes. Cookies make web-surfing easier for you by saving your preferences while you’re at the Site. The use of cookies is an industry standard — you’ll find them at most websites. For example, we may use cookies on the Site to verify the subscriber’s login status. They are not used to store personal information, or to retain historical or transactional subscriber data. By showing how and when visitors use the Site, cookies help us see which areas are popular and which are not. Information such as the total number of visitors and pages viewed is most easily tracked with cookies. We may use the information from cookies to make improvements and updates to the Site and to tailor our services to our visitors’, list members’ and survey participants’ needs.

 

You always have the option of disabling cookies using your browser preferences. Most browsers are initially set up to accept cookies. You can reset your browser to refuse all cookies or indicate when a cookie is being sent. However, please be aware that some features of the Site will not function properly or may be slower if you refuse cookies.

 

Clear Gifs (Web Beacons / Web Bugs)

Clear gifs are tiny graphics with a unique identifier, similar in function to cookies, and are used to track the online movements of Web users. In contrast to cookies, which are stored on a user’s computer hard drive, clear gifs are embedded invisibly in HTML files and are about the size of the period at the end of this sentence.

 

We may use clear gifs in our HTML-based emails to let us know which emails have been opened by recipients. This allows us to gauge the effectiveness of certain communications and the effectiveness of our marketing campaigns. If you no longer wish to receive our newsletter or other promotional communications by email, you may opt-out of receiving them by following the instructions included in each communication.

 

Profile

We may store information that we collect through cookies and clear gifs to create a “profile” of your preferences. We may tie your personal information to information in the profile to provide tailored promotions and marketing offers or to improve the content of the Site for you. We do not share your profile with third parties.

 

Information Sharing and Disclosure:

Except for the limited situations listed here in this Privacy Policy, we will not share your personal information with third parties.

 

Agents and Third Party Service Providers

To provide the Service to you, we may sometimes use other businesses to perform certain specialized services such as data processing or other technology services. In such instances, we may provide your personal information to those businesses but they are not permitted to retain or use your information for any other purpose.

 

 

Change of Control / Asset Transfer

Over time, we may acquire other businesses or their assets or sell all or parts of our business assets. Customer information is generally one of the business assets involved in such transactions. Thus, in the event that the assets of the Company in whole or in parts are acquired by a third-party, customer information, including any visitor information collected through the Site or the Service, would be one of the transferred assets. In the event of a corporate change in control or sale of all or parts of our business assets our users will be notified in accordance with the “Changes to this Policy” section of the policy if their personal information is provided to the new corporate entity or asset purchaser.

 

Legal Compliance

Company reserves the right to disclose member information in special cases when we have reason to believe that disclosing this information is necessary to identify, contact or bring legal action against someone who may be causing injury to or interference with (either intentionally or unintentionally) Company’s rights or property, other visitors, list members, or anyone else that could be harmed by such activities. Company also reserves the right to disclose visitor or list member information when we believe in good faith that the law requires it.

 

Communications From the Site:

Customer Service

Based upon the information you provide to us, we may communicate with you in response to your enquiry, to provide the services you request. We may communicate with you by email or telephone.

 

Newsletters and Promotions

We may provide you the opportunity to opt-in to additional legal updates or newsletters sent by email. If you have opted in or otherwise qualify to receive these forms of communication, we will use your name and email address to communicate with you. We will provide the option to unsubscribe to any or all of these communications. Please see the “Choice and Opt-out” section.

 

Choice/Opt-out:

Service Email messages are required to fulfil our service to you. You may opt out of these communications, which are not promotional in nature. If you do not wish to receive them you may opt-out and/or deactivate your account by following the instructions included in each communication or by contacting Admiral Estates t/a Admiral Residential Property Management Ltd or by unsubscribing to the email.

We may provide you the opportunity to opt-in to additional newsletters or promotional communications sent by email. If you have opted in or otherwise qualify to receive these forms of communication, and no longer wish to receive our newsletter or other promotional communications by email, you may opt-out of receiving them by following the instructions included in each communication.

 

Security and Information Protection:

We follow generally accepted industry standards to protect the information submitted to us, both during transmission and once we receive it. No method of transmission over the Internet, or method of electronic storage, is 100% secure, however. Therefore, while we strive to use commercially acceptable means to protect your personal information, we cannot guarantee its absolute security.

 

Firewalls

Protecting the security of your personal information is very important to us. When we store information that you have provided to us when registering for the Service, that information is protected by security measures that include “firewalls” (a combination of computer hardware and software that helps keep unauthorized visitors from accessing information within our computer network), “intrusion detection systems” (a combination of computer hardware and software that helps detect any unauthorized visitors) and other tools such as data encryption and physical security, where appropriate. Unfortunately, no data transmission over the Internet or data repository can be guaranteed to be 100% secure. As a result, while Company strives to protect your personal information and privacy, we cannot guarantee or warrant the security of any information you disclose or transmit to us online and cannot be responsible for the theft, destruction, or inadvertent disclosure of your personal information.

 

Links to Other Sites

Please be aware that when you are on the Site, or when you receive an email message from us through the Service, you could be directed to other sites that are beyond our control. There may be links to other sites from the Site’s pages or from the email message we send to you that take you outside our Site. These other sites may send their own cookies to visitors, collect data, or solicit personal information. The privacy policies of these other sites may be significantly different from this Privacy Policy. We are not responsible for the privacy practices of these other sites and cannot guarantee the security of any of your personal information collected there. Note that when you link to a third party site from the Site, you may see pre-populated data fields with your personal information; however, that information is not available to the third party unless you take certain actions on the third party’s site, such as submitting a form.

 

Privacy Policy for Children:

We do not knowingly collect information from children under the age of 13 on the Site or through the Service. If you are under the age of 13, please do not provide any information to us. If we become aware that we have collected information from a child under the age of 13, we will make commercially reasonable efforts to delete such information from our database.

Credit Reference and Affordability Checks

To help us assess applications, prevent fraud, and meet our legal and regulatory obligations, we may obtain information about you from credit reference agencies (CRAs).
We obtain this information via Creditsafe, which uses its data partner TransUnion to supply consumer credit and identity data.

  • Creditsafe Business Solutions Limited is authorised and regulated by the Financial Conduct Authority
    FCA Firm Reference Number: 742313
  • TransUnion International UK Limited is authorised and regulated by the Financial Conduct Authority
    FCA Firm Reference Number: 805757

The information we receive may include data relating to your identity, credit commitments, payment history, and public record information. This data is used solely for legitimate business purposes, including creditworthiness assessment, identity verification, and fraud prevention, in accordance with applicable data protection laws.

Further information about how Creditsafe and TransUnion process your personal data can be found in their respective privacy notices:

Legal basis for processing personal data

Personal data is processed in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Depending on the activity, we rely on the following lawful bases:

  • Performance of a contract – where processing is necessary to deliver services or meet contractual obligations, including obligations involving TransUnion.
  • Legal obligation – where processing is required to comply with applicable laws, regulatory requirements, or statutory obligations.
  • Legitimate interests – where processing is necessary for legitimate business purposes such as system security, fraud prevention, risk management, audit, and compliance, and where such interests do not override the rights and freedoms of individuals.
  • Consent – where required by law, and where individuals have been provided with a clear choice and the ability to withdraw consent at any time.

Where legitimate interests are relied upon, appropriate assessments are conducted to ensure that the rights and freedoms of data subjects are protected.

 

Legitimate interests explained

Our legitimate interests include operating our business, fulfilling contractual obligations, ensuring system and data security, preventing fraud, supporting audit and compliance activities, and protecting TransUnion data. These interests are balanced against the rights and freedoms of individuals, with appropriate safeguards in place.

 

 

Categories of personal data being processed

We may collect and process the following categories of personal data, as necessary to provide our services and meet our legal, contractual, and security obligations:

 

  • Identity data – including name, date of birth, title, username, or other identifiers.
  • Contact data – including postal address, email address, telephone number.
  • Account and access data – including user IDs, login details, access permissions, and authentication information.
  • Professional or employment data – including job title, employer name, and business contact details.
  • Financial and transactional data – including payment details, billing information, and transaction records (where applicable)
  • Technical and usage data – including IP address, device information, browser type, operating system, access logs, and usage activity.
  • Security and audit data – including system logs, monitoring records, access records, and incident related information. ‑related
  • Communications data – including correspondence, emails, and records of interactions with us.
  • Compliance and risk data – including records required for regulatory, audit, or due diligence purposes.

 

 

Source of personal data (if not obtained directly)

We may collect personal data about you from:

  • you directly
  • employers/clients when you apply for a role or are considered for an opportunity.
  • referees (where relevant and permitted)
  • publicly available sources (for example professional networking sites, business websites, and public records)
  • credit reference agencies (CRAs) where required for consumer credit, identity, or affordability checks.
  • third party service providers used to support recruitment, screening, and compliance processes.

 

Recipients or categories of recipients

We may share personal data with customers or business partners, third-‑party service providers, regulators, or law enforcement bodies where required, and professional advisers. Where data is shared outside the UK, appropriate safeguards will apply.

 

International data transfers & safeguards

We may transfer personal data to recipients or service providers located outside the UK and/or European Economic Area (EEA).

Where such transfers take place, we ensure appropriate safeguards are in place to protect personal data in accordance with applicable data protection laws. These safeguards may include the use of approved standard contractual clauses, international data transfer agreements, or transfers to countries that have been recognised as providing an adequate level of data protection.

 

Data retention period

We keep personal data only for as long as necessary for its purpose and to meet legal or regulatory obligations. Data used for credit reference or affordability checks is retained only for as long as required and then securely deleted.

 

Right of access

You have the right to request a copy of the personal data we hold about you and information about how it is used.

 

Right to rectification

You have the right to request that inaccurate or incomplete personal data is corrected.

 

Right to erasure (“right to be forgotten”)

You have the right to request that we delete your personal data where there is no lawful reason for us to continue processing it.

 

Right to restrict processing

You have the right to request that we limit how we use your personal data in certain circumstances.

 

Right to data portability

You have the right to receive your personal data in a structured, commonly used, and machine readable format, and to request that we transfer it to another organisation where technically feasible, readable format, and to request that we transfer it to another organisation where technically feasible.

 

Right to object

You have the right to object to the processing of your personal data where we rely on legitimate interests or where data is used for direct marketing.

 

Right to lodge a complaint with the ICO

You have the right to complain to the UK Information Commissioner’s Office (ICO) or another relevant data protection authority if you are dissatisfied with how we manage your personal data.

 

Whether providing data is statutory/contractual + consequences

Provision of Personal Data

Is the provision of personal data statutory or contractual?

 

The provision of certain personal data is primarily contractual and, in some circumstances, required to meet legal and regulatory obligations.

Personal data is required to:

  • enter into and perform contracts with customers, suppliers, or business partners.
  • process orders, manage accounts, and deliver goods and services.
  • verify identity and prevent fraud; and
  • comply with applicable legal, regulatory, accounting, and tax obligations.

What are the consequences of not providing personal data?

If you choose not to provide the personal data, we request:

  • we may be unable to enter into a contract with you.
  • we may be unable to fulfil orders, supply goods, or provide services.
  • we may be unable to conduct necessary verification, compliance, or fraud prevention checks; and
  • as a result, our services may be delayed, restricted, or declined.

Where personal data is requested for optional purposes, such as marketing communications, providing this data is not mandatory, and you may withdraw your consent at any time without affecting your ability to receive goods or services from us.

 

Automated decision-making / profiling details

Non-Automated Decision Making and Profiling Making and Profiling Making and Profiling

We may use automated systems and tools to support certain business processes, such as risk assessment, fraud prevention, affordability checks, identity verification, or record management.

These tools may analyse personal data using predefined criteria or rules to generate indicators, scores, or recommendations. However, we do not make decisions that have a legal or similarly significant effect on individuals based solely on automated processing. Any such decisions are subject to meaningful human review.

The use of these tools may influence the speed or level of review applied to an application or request, but individuals will not be subject to automatic rejection or adverse decisions without human involvement.

Based on this if they DO use Automated Decision Making

Automated Decision Making and Profiling Making and Profiling Making and Profiling

In some circumstances, we may conduct automated decision making or profiling using personal data. This involves the use of automated systems to evaluate certain information about an individual, such as risk factors, affordability indicators, or fraud signals, based on predefined rules or algorithms. Making or profiling using personal data. This involves the use of automated systems to evaluate certain information about an individual, such as risk factors, affordability indicators, or fraud signals, based on predefined rules or algorithms. Making or profiling using personal data. This involves the use of automated systems to evaluate certain information about an individual, such as risk factors, affordability indicators, or fraud signals, based on predefined rules or algorithms.

Where automated decision making is used, it may result in decisions such as the approval, restriction, or rejection of an application or service. Making is used, it may result in decisions such as the approval, restriction, or rejection of an application or service. Making is used, it may result in decisions such as the approval, restriction, or rejection of an application or service.

Individuals have the right to request human intervention, to express their point of view, and to challenge decisions made solely by automated means. Further information about automated decision making and how to exercise these rights can be obtained by contacting us using the details provided in this Privacy Policy. Making and how to exercise these rights can be obtained by contacting us using the details provided in this Privacy Policy‑making and how to exercise these rights can be obtained by contacting us using the details provided in this Privacy Policy

Changes to this Policy:

The terms of this Privacy Policy may change from time to time. We will notify you of any material changes to this Privacy Policy by posting a notice on the homepage of the Site for a reasonable period of time after such changes are made, that this Privacy Policy has been updated, and by changing the “Effective” date at the top of this Privacy Policy. We encourage you to check this page periodically for any changes. Your continued use of the Site and participation in following the posting of changes to these terms will mean you accept those changes.

This Privacy Policy is up to date as of 1st July 2026

Contacting us:

Where the lawful basis for processing is your consent, you may withdraw consent at any time by writing to, The Lettings Administration Manager, Admiral Estates, 147 Milton Road Cambridge       CB4 1XE or emailing [email protected]

How to lodge a complaint with the supervisory authority

The supervisory authority responsible for data protection is the Information Commissioners Office (ICO) to whom concerns may be reported by phone on 0303 123 1113 or +44 1625 545 745 if calling from outside the UK, by email using the form on the website ico.org.uk or the livechat function.

 

Admiral Estates

147 Milton Road

Cambridge

CB4 1XE

Tel: 01223 891227

Email: [email protected]