Privacy Policy

At Portland & Pillar Ltd, we understand that for our clients, privacy is not just a preference—it is a professional necessity. This policy outlines how we collect, protect, and manage your data with the highest standards of discretion.

1. Who We Are

Portland & Pillar Ltd (referred to as "we", "us", or "our") is the data controller responsible for your personal data.

Registered Office: Star Lodge, Montpellier Drive, Cheltenham, GL50 1TY.

Contact: enquiries@portlandandpillar.co.uk

2. The Data We Collect

To provide our integrated property and mobility services, we may collect:

Identity Data: Full name, date of birth, and copies of government-issued ID (required for UK "Right to Rent" and Anti-Money Laundering checks).

Contact Data: Personal or professional email addresses and phone numbers.

Employment & Service Data: Rank, department, or sector (to verify eligibility for specialised housing or vehicle programmes).

Financial Data: Bank account details for our "Consolidated One-Bill" service.

Mobility Data: Driving license details and vehicle usage information relevant to our fleet management services.

3. How We Use Your Data

We only use your data to provide the services you have requested:

Relocation Management: To secure and manage your property.

Financial Consolidation: To manage utilities, council tax, and maintenance billing on your behalf.

Mobility Services: To provide and maintain vehicle access.

Legal Compliance: To meet UK regulatory requirements.

4. Discretion and Data Sharing

We never sell your data. We only share information with third parties when essential to the operation of your household or vehicle:

Utility Providers & Local Authorities: To manage the consolidation of your annual billing.

Property Owners: To facilitate your residency as a vetted professional.

Insurance & Regulatory Bodies: As required for vehicle and property compliance.

National Security: We operate with total discretion. Data is only disclosed to government or law enforcement agencies when there is a clear legal mandate to do so.

5. Data Security

Your data is stored on encrypted, UK-based servers. We implement strict internal access controls to ensure that only the personnel directly involved in your management contract can access your sensitive information.

6. Data Retention

We only keep your data for as long as is necessary to fulfil the purposes for which we collected it, including any legal, accounting, or reporting requirements (typically 6 years following the end of a contract, in line with UK tax and contract law).

7. Your Legal Rights

Under UK GDPR, you have the right to:

Access the personal data we hold about you.

Correct any inaccuracies.

Request Erasure (the "Right to be Forgotten"), subject to legal holding requirements.

Object to the processing of your data.

8. How to Contact Us

If you have any questions regarding this policy or wish to exercise your rights, please contact our Data Privacy Lead at enquiries@portlandandpillar.co.uk.