We, at Claybrook Ltd, endeavour to treat personal and confidential organisational information with equal care and respect. To reflect this, we are committed to upholding the statements below.

What do we use information for?

We use the information that we collect for a number of purposes, specifically to:

• Assist in helping to keep individuals safe when on our premises (including provision of emergency contact information via secure locked box for the Fire Brigade if major fire on site)
• Include within commercial property leases and licences
• Satisfy our bank's legal requirements in relation to our holding of tenant deposits (obtaining and storing company details and name/nationality/DOB of individual tenants and those holding +20% of registered company)

We collect only the personal information required to manage and maintain the above requirements

Where we collect personal information, we do so on the basis that:

• an individual, or authorised representative of the individual, has or is entering into a contract with us
• it is required to help ensure the health and safety of the individual on our premises
• reasonable measures are undertaken to ensure accuracy and confidentiality

We do not collect personal information through a website

When you provide personal information, we will enter and store it in our paper records and online, secure filing systems and use it to deliver the purposes listed above.

Your rights

Your personal information is owned by you. If you have any questions or issues with the way in which we are using your data, you have the following rights:

• You can ask to see what data we hold on you (right of access)
• You can ask for information to be corrected
• You can ask to receive a copy of the data we hold on you (right to portability)
• You can ask us to delete any information we have about you (right to be forgotten)
• You can object to the way in which we use your information
• You can complain to the supervisory authority, the Information Commissioners Office (See ICO Site)

If you wish to use any of these rights, then you can do so by emailing info@strodebc.co.uk or at our contact address (below)

Retention and data storage

When we store data, reasonable measures are taken to protect personal information from access by unauthorised persons.

This information will be stored, archived and kept securely in a locked cabinet and in a secure online filing system (including MFA).

In order to maintain the accuracy and relevancy of information, we perform regular checks and this may include making contact with the subjects of the data to check details.

When we do store information, we keep it for the following periods:

• Correspondence not relating to a contract will be retained for 1 year following its creation.
• Records and documents relating to contracts and insurance policies will be retained for 7 years after the end of the contract or policy.
• Information and documents relating to commercial leases will be retained for 2 years from date the lease ends.

Other Information will be kept for periods as defined in our retention policies which can be provided on request.

Where else does data go?

As a principle we do not share any of the personal information that we hold other than in the vital interest of the data subject eg with Fire Brigade in case of fire on site.

If you need more information, here's who can help:

Data Controller: Claybrook Ltd, is a data controller and can be contacted at, Strode Business Centre Strode Road Plympton Plymouth Devon PL7 4AY, info@strodebc.co.uk, +44 (0)1752 339266

June 2025