PURPOSE OF THIS PRIVACY NOTICE
This privacy notice aims to give you information on how we collect and process your personal data through your use of this website, including any data you may provide through this website when you complete an enquiry form, send an email enquiry to us, sign up to our newsletter or purchase services from us.
This website is not intended for children and we do not knowingly collect data relating to children.
You must read this privacy notice together with any other privacy notice we may provide on specific occasions when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data. This privacy notice supplements the other notices and is not intended to override them.
We are the controller and responsible for your personal data.
CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
PERSONAL DATA WE COLLECT ABOUT YOU
When you register on our website the Information you enter, such as name, address, postcode, telephone number, email etc may be used to make you aware of additional products and services we believe may be of interest. By submitting your information, you consent to its use, as set out in this policy.We may use technical data which may include your login data, internet protocol addresses, browser type and version, social media handles, browser plug-in types and versions, time zone setting and location, operating system and platform and other technology on the devices you use to access this site
• Profile Data may include previously used services, your interests, preferences, feedback and survey responses
• Usage Data may include information about how you use our website, services and operating systems
• Marketing and Communications Data may include your preferences in receiving marketing communications from us and our third parties and your communication preferences.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
WE USE DIFFERENT COMMUNICATION METHODS TO COLLECT PERSONAL INFORMATION FROM AND ABOUT YOU.
• Direct Contact. You may give us your identity and contact details by filling in forms or by corresponding with us through phone, email, by post or as otherwise arranged. These communications includes personal data you provide when you:
• Enquire about services and/or fees;
• Subscribe to our services;
• Request marketing/promotions to be sent to you.
Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources such as analytics providers, advertising networks, technical, payment and delivery services, data brokers or aggregators and publicly availably sources such as Companies House and the Electoral Register based inside the EU. Identity and contact data from publicly available sources such as Companies House and the Electoral Register based inside the EU Identity and contact data from providers to enable us to comply with anti-money laundering regulations To find out more about the various third parties and public sources from which We may receive personal data about you please contact us on 0203 488 5272 or email email@example.com.
IF YOU FAIL TO PROVIDE PERSONAL DATA
Where we need to collect your personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with property management services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
We may use automated technologies where we may monitor your use of the website including how many visits you make, which pages you go on, traffic data, location data, weblogs and other communication data whether required for billing purposes or otherwise, the originating domain name of a user’s internet service provider, IP address, operating system, browser type. This information enables us to build a profile of our users. Most of this data will be aggregated meaning that we will not be able to identify you individually.
Service providers acting as our processors provide various services such as IT System administration services, IT Software Providers. Please contact us to find out more about our third party partners who may process your personal data. Identity and contact data from publicly available sources such as Companies House and the Electoral Register based inside the EU, Identity and contact data from providers which enable us to comply with anti-money laundering regulations set by HMRC land registry and Call Credit. Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services. HM Revenue & Customs, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
HOW WE USE YOUR PERSONAL DATA
We will only use your personal data when the law allows us to. Most commonly, We will use your personal data in the following circumstances:
Where We need to perform the contract We are about to enter into or have entered into with you.
Where it is necessary for Our Legitimate Interests (or those of a third party) and your interests and fundamental rights do not override those interests. Legitimate Interest means the interest of our business in conducting and managing our business to enable us to give you the best service and the most secure experience. We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law). To obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities please contact us on 0203 488 5272 or email firstname.lastname@example.org.
Where we need to Comply with a Legal or Regulatory Obligation.
To find out more information about the types of lawful basis that We will rely on to process your personal data by please contact us.
We do not generally rely on consent as a legal basis for processing your personal data other than in relation to sending third party direct marketing communications to you via email or text message. You have the right to withdraw consent to marketing at any time by contacting us on email email@example.com.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which We are using your data. if you need details about the specific legal ground We are relying on to process your personal data where more than one ground has been set out then please contact us on 0203 488 5272 or email firstname.lastname@example.org.
Performance of Contract means processing your data where it is necessary for the performance of a contract to which you are a party or to take steps at your request before entering into such a contract.
PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA
We have set out below, in a table format, a description of all the ways we plan to use your personal data, with the legal bases we rely on to do so.
Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out below.
Purpose/Activity Type of data Lawful basis for processing including basis of legitimate interest
TO REGISTER AS A NEW CUSTOMER
(b) Contact Performance of a contract with you
To deliver relevant website content and advertisements to you and measure and understand the effectiveness of our advertising
(e) Marketing and Communications
(f) Technical Necessary for our legitimate interests to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy
To use data analytics to improve our website, products/services, marketing, customer relationships and experiences
(b) Usage Necessary for our legitimate interests to define types of customers for our products and services, to keep our site updated and relevant, to develop our business and to inform our marketing strategy
To make suggestions and recommendations to you about goods or services that may be of interest to you (a) Identity
(e) Profile Necessary for our legitimate interests to develop our products/services and grow our business
We strive to provide you with choices regarding certain personal data uses, particularly around marketing and advertising.
We would like to send you information about services, events and news which we believe may be of interest to you.
You will receive marketing communications from us if you have:
• Requested information from us or have used our services
• Completed and online web form and ticked the consent box
• Attended an event of ours previously
• Signed up to receive a newsletter
• A professional intermediary of the firm
If you wish to stop receiving marketing emails from us please email email@example.com. at any time or use the ‘Unsubscribe’ button on template email messages we may share with you from time to time. Where you opt out of receiving our marketing communications, this will not apply to personal data provided to us as a result of a service experience.
Promotional offers from us
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which products, services and offers may be relevant for you.
You will receive marketing communications from us if you have requested information from us or purchased services from us and, in each case, you have not opted out of receiving that marketing.
We will get your express opt-in consent before we share your personal data with any partner company outside of Venndor Property Ltd for marketing purposes.
You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you.
Where you opt out of receiving these marketing messages, this will not apply to personal data provided to us as a result of a service purchase, or service experience or other transactions.
Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
WHO WE SHARE YOUR PERSONAL DATA WITH
Internal Third Parties such as Venndor Property Ltd sub Companies and Associates
External Third Parties Service: for example, IT software providers.
Providers of IT and system administration services.
Professional advisers acting as processors including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accounting services.
HM Revenue & Customs, regulators and other authorities acting as processors based in the United Kingdom who require reporting of processing activities in certain circumstances.
Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
Countries outside of the European Economic Area (EEA) do not always offer the same levels of protection to your personal data, so European law has prohibited transfers of personal data outside of the EEA unless the transfer meets certain criteria.
We do not transfer your personal data outside the European Economic Area.
We collect information from the website in order to:
Identify you every time you visit our website; Provide you with the services requested; From time to time we may contact you with information we believe will be of interest or of benefit to you such as new or existing services, offers or newsletters, services provided and/or by associated companies or third parties including a financial services provider. Comply with a legal or regulatory obligation this means processing your personal data where it is necessary for compliance with a legal or regulatory obligation that we are subject to.
Marketing and Communications may include your preferences in receiving marketing communications from us and our third parties and your communication preferences.
Profile Data may include your previously used services, your interests, preferences, feedback and survey responses.
Identity Data may include your first name, last name, title, date of birth, gender, national insurance number, photograph.
Contact Data may include your home, work and/or billing address, email address and telephone numbers.
If at any time you wish your personal details to be amended or removed from our record, or you no longer wish to receive certain information please contact us.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, We limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
HOW LONG WILL MY PERSONAL DATA BE USED FOR?
We will only retain your personal data for as long as necessary to fulfil the purposes We collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, We consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which We process your personal data and whether We can achieve those purposes through other means, and the applicable legal requirements.
By law We have to keep basic information about Our customers (including Contact Data, Identity Data, Financial Data and Transaction Data) for six years after they cease being customers for tax purposes.
In some circumstances you can ask Us to delete your data: see below for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case We may use this information indefinitely without further notice to you.
YOUR LEGAL RIGHTS
Unless subject to an exemption under the data protection laws, you have the following rights with respect to your personal data:
The right to request a copy of the personal data which we hold about you;
The right to request that we correct any personal data if it is found to be inaccurate or out of date;
The right to request your personal data is erased where it is no longer necessary to retain such data;
The right to withdraw your consent to the processing at any time, where consent was the lawful basis for processing your data;
The right to request that we provide you with your personal data and where possible, to transmit that data directly to another data controller, (known as the right to data portability), where applicable i.e. where our processing is based on consent or is necessary for the performance of our contract with you or where we process your data by automated means);
The right, where there is a dispute in relation to the accuracy or processing of your personal data, to request a restriction is placed on further processing;
The right to object to our processing of personal data, where applicable i.e. where processing is based on our legitimate interests (or in performance of a task in the public interest/exercise of official authority); direct marketing or processing for the purposes of scientific/historical research and statistics).
If you wish to exercise any of the rights set out above, please contact us on 0203 488 5272 or email firstname.lastname@example.org.
NO FEE REQUIRED- WITH SOME EXCEPTIONS
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable admin fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
WHAT WE MAY NEED FROM YOU
We may need to request specific information from you to help Us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
TIME LIMIT TO RESPOND
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, We will notify you and keep you updated.
CHANGES TO THIS NOTICE AND YOUR DUTY TO INFORM US OF CHANGES
This version was last updated on 26th April 2020 and historic versions can be obtained by contacting us.
Please keep us informed if your personal data changes during your relationship with us. It is important that the personal data we hold about you is accurate and current.
QUERIES, REQUESTS OR CONCERNS
To exercise all relevant rights, queries or complaints in relation to this policy or any other data protection matter between you and us, please in the first instance contact us on 0203 488 5272 or email email@example.com.