With effect from 25 May 2018, a new law is coming into force concerning the protection and processing of people’s personal data. This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we will store and handle that data and keep it safe and how to find out more.
We hope the following sections will answer any questions you have but if not please do get in touch with us.
It is likely that we will need to update this Privacy Notice from time to time. We will notify you of any significant changes, but you are welcome to come back and check it whenever you wish.
This notice is for your information – you do not need to take any action.
Rightacres Property Co. Limited
We are Rightacres Property Co. Limited and all of our group companies. We are a data controller of your personal data.
Explaining the legal bases we rely on
The law on data protection sets out a number of different reasons for which a company may collect and process your personal data, including:
In specific situations, we can collect and process your data with your consent.
- Legal compliance
If the law requires us to, we may need to collect and process your data.
- Legitimate interest
In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests.
When do we collect your personal data?
- When you visit our website and contact us using our “contact us” form.
- When you engage with us on social media.
- When you contact us by any means with queries, complaints etc.
- When you book any kind of appointment or meeting with us or with one of our team.
- When you choose to complete any surveys we send you.
- We collect data from publicly-available sources (such as the Land Registry) when you have given your consent to share information or where the information is made public as a matter of law.
What sort of personal data do we collect?
- Depending on how you contact us, we may collect your personal and contact details including your name, gender, date of birth and/or age, address, email address and telephone number and your nationality.
- Records and details of your interactions with us online, by email, by post, in person or by telephone.
- With regard to our employees, copies of documents they provide to us (including passport and driver’s licence). This will include details of their full name, address, date of birth and facial image. If they provide a passport, the data will also include their place of birth, gender and nationality.
- Your image may be recorded on CCTV when you visit our office or office car park.
- Your car number plate may be recorded at our office car park to manage parking restrictions.
- Your social media username, if you interact with us through those channels, to help us respond to your comments, questions or feedback.
How and why do we use your personal data?
- To respond to your queries or questions submitted through our website contact form. Handling the information you send enables us to manage our relationship with you.
- To protect our business from fraud and other illegal activities.
- To protect our premises and assets from crime, we operate CCTV systems in our office and office car park which record images for security. We do this on the basis of our legitimate business interests.
- To send you communications required by law.
- To comply with our contractual or legal obligations to share data with law enforcement, government and regulatory bodies.
- To comply with legal and regulatory obligations, requirements, guidance and best practice.
How we protect your personal data
We know how much data security matters to you. With this in mind we will treat your data with the utmost care and take all appropriate steps to protect it.
We regularly monitor our system for possible vulnerabilities and attacks and we carry out penetration testing to identify ways to further strengthen security.
How long will we keep your personal data?
Whenever we collect or process your personal data we will only keep it for as long as is necessary for the purpose for which it was collected and in accordance with legal and regulatory requirements and/or guidelines.
Who do we share your personal data with?
We sometimes share your personal data with trusted third parties.
This is the policy we apply to those organisations to keep your data safe and to protect your privacy:
- We provide only the information they need to perform their specific services.
- They may only use your data for the exact purposes we specify.
- We work closely with them to ensure that your privacy is respected and protected at all times.
- If we stop using their services, any of your data held by them will either be deleted or rendered anonymous.
- For fraud management, we may share information about fraudulent or potentially fraudulent activity in our premises or systems. This may include sharing data about individuals with law enforcement bodies.
- We may also be required to disclose your personal data to the police or other enforcement, regulatory or government body in your country of origin or elsewhere upon a valid request to do so. These requests are assessed on a case-by-case basis and take the privacy of our customers into consideration.
- We may, from time to time, expand, reduce or sell part of our business and this may involve the transfer of divisions or the whole business to new owners. If this happens, your personal data will, where relevant, be transferred to the new owner or controlling party under the terms of this Privacy Notice.
- For further information please contact our Data Protection Officer.
Where your personal data may be processed
Sometimes we will need to share your personal data with third parties outside the European Economic Area (EEA).
Protecting your data outside the EEA
The EEA includes all EU Member countries as well as Iceland, Liechtenstein and Norway. We may transfer personal data that we collect from you to third-party data processors in countries that are outside the EEA.
If we do this, we have procedures in place to ensure your data receives the same protection as if it were being processed inside the EEA. If you require further information, please contact our Data Protection Officer.
Any transfer of your personal data will follow applicable laws and we will treat the information under the guiding principles of this Privacy Notice.
What are your rights over your personal data?
An overview of your different rights
You have the right:
- to be informed about your processing of personal information.
- To request access to the personal data we hold about you, free of charge in most cases and to obtain information about how we process it.
- To request the correction of your personal data when incorrect, out of date or incomplete. For example, when you withdraw consent, or object and we have no legitimate overriding interest, or once the purpose for which we hold the data has come to an end.
- To request that we stop any consent-based processing of your personal data after you withdraw that consent or that we restrict processing of your personal data.
- To have your personal data erased.
- To have your personal data moved, copied or transferred.
- To request review by us of any decision made based solely on automatic processing of your data (i.e. where no human has yet reviewed the outcome and criteria for the decision).
You have the right to request a copy of any information about you that we hold at any time and also to have that information corrected if it is inaccurate. To ask for your information and/or request that the information is amended please contact our dedicated Data Protection Officer, Rightacres Property Co. Limited, 8th Floor, One Central Square, Cardiff, CF10 1FS.
If we choose not to action your request we will explain to you the reasons for our refusal.
Your right to withdraw consent
Whenever you have given us your consent to use your personal data, you have the right to change your mind at any time and withdraw that consent.
Where we rely on our legitimate interest
In cases where we are processing your personal data on the basis of our legitimate interest, you can ask us to stop for reasons connected to your individual situation. We must then do so unless we believe we have a legitimate overriding reason to continue processing your personal data.
Contacting the Regulator
If you feel that your data has not been handled correctly or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office. However, we do encourage you to contact us in the first instance to raise any queries and to resolve any concerns.
You can contact them by calling 0303 123 1113.
Or go online to www.ico.org.uk/concerns (opens in a new window; please note we are not responsible for the content of external websites).
If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence.
We hope this Privacy Notice has been helpful in setting out the way we handle your personal data and your rights to control it.
If you have any questions that have not been covered, please contact our Data Protection Officer who will be pleased to help you:
- Email us at firstname.lastname@example.org and please include “DPO” in the subject heading;
- or write to us at Data Protection Officer, Rightacres Property Co. Limited, 8th Floor, One Central Square, Cardiff, CF10 1FS
This notice was last updated on 10 May 2018