Privacy Notice
The following information constitutes our privacy notice. In this document we are D&A Property Care Ltd
Our registered office is at Strelley Hall, Main Street, Nottinghamshire, NG8 6PE
You can contact us by e-mail about privacy at info@dinnallpropertyservices.co.uk.
Introduction
- This is a notice to inform you of our policy about all information that we record about you. It sets out the conditions under which we may process any information that we collect from you, or that you provide to us. It covers information that could identify you (“personal information”) and information that could not. In the context of the law and this notice, “process” means collect, store, transfer, use or otherwise act on information.
- We take seriously the protection of your privacy and confidentiality. We understand that you are entitled to know that your personal data will not be used for any purpose unintended by you, and will not accidentally fall into the hands of a third party.
- We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate.
- Our policy complies with UK law accordingly implemented, including that required by the EU General Data Protection Regulation (GDPR).
- The law requires us to tell you about your rights and our obligations to you in regards to the processing and control of your personal data. We do this now, by requesting that you read the information provided at knowyourprivacyrights.org
- Except as set out below, we do not share, or sell, or disclose to a third party, any information collected through our website or otherwise.
Personal information we may process
The information we collect
We collect information about you from different places including
. From our website
• Directly from you
• From a third party acting on your behalf e.g. letting agent or a landlord.
The specific information we collect will usually include name, address and possibly telephone number and email address. We collect no other information.
We will only collect your information in line with relevant regulations and law and this may relate to any of our services that have been requested, currently or in the past.
All of the above agencies are responsible for making sure we are given accurate and up to date information. If you provide information for another person you will need to tell them how to find our Privacy Notice and make sure they agree to us using their information for the purposes set out in it.
The bases on which we process information about you
The law requires us to determine each category of the defined grounds we process, and to notify you of the basis for.
If a basis on which we process your personal information is no longer relevant then we shall immediately stop processing your data.
If the basis changes then if required by law we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.
7. How we process your information
We will use it to provide any service that has been requested and for other purposes, for example
- To carry out the service requested
• To provide the completed report/s
• To bill for the service requested.
• To comply with any legal requests in cases of dispute
All information we collect is sent via email. We use Google Calendar for bookings and completed reports are kept on non-networked 2 hard drives with security passwords. Archived data is held in Zoolz, a cloud based cold storage
We will only use your information where applicable by law, e.g. carrying out an agreement we have with you or your agent, fulfilling a legal obligation, because we have a legitimate business interest or where you agree to it.
8. Information we process because we have a contractual obligation with you
When a contract is formed between you and us, in order to carry out our obligations under that contract we must process personal information.
As examples, a contract between us could be formed by:
- your agreement to our terms and conditions when you register on our website
We use your information in order to provide you with our services under that contract, for example
- to verify your identity for security purposes
- to provide a property visit
- to provide you with advice
We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract.
We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.
9. Information we process for the purposes of legitimate interests
We may process information on the basis there is a legitimate interest of doing so, either to you or to us.
Where we process your information on this basis, we do after having given careful consideration to:
- whether the same objective could be achieved through other means
- whether processing (or not processing) might cause you harm
- whether you would expect us to process your data, and whether you would, in the round, consider it reasonable to do so
For example, we may process your data on this basis for the purposes of:
- record-keeping for the proper and necessary administration of our business
- responding to communication from you to which we believe you would expect a response
- protecting and asserting the legal rights of any party
- protecting your interests where we believe we have a duty to do so
10. Communicating with you
When you contact us, whether by telephone, through our website or by e-mail, we collect the data you have given to us in order to reply with the information you need.
We record your request and our reply in order to increase the efficiency of our business.
We keep personally identifiable information associated with your message, such as your name and email address so as to be able to track our communications with you to provide a high quality service.
11. Dealing with complaints
When we receive a complaint, we record all the information you have given to us.
We use that information to resolve your complaint.
If your complaint reasonably requires us to contact some other person, ie
The Association of Independent Inventory Clerks and The Property Redress Scheme, in matters of dispute or complaint.
We may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and if we do, what that information is.
If the complaint relates to information on our website and we feel it is justified or if we believe the law requires us to do so, we shall remove the content while we investigate.
We may compile statistics from information relating to complaints to assess the level of service we provide, but not in a way that could identify you or any other person.
12. Job applications and employment
If you send us information in connection with a job application, we may keep it for up to one year in case we decide to contact you at a later date.
If we employ you, we collect information about you and your work from time to time throughout the period of your employment. This information will be used only for purposes directly relevant to your employment. After your employment has ended, we will keep your file for two years before destroying or deleting it.
13. Cookies
Cookies are small files which are stored on the device used to search for the information (eg computer, laptop, mobile phone, tablet, etc). Cookies are created when you visit a website or device which uses cookies and they are commonly used to assist the user’s browsing experience and provide information about the users’ experience and/or interest.
Cookies are generally used to improve content, services and advertising more relevant for the user, in particular on future visits to the website. We can confirm that D&A Property Care Ltd website does not use cookies to capture browsing information in any way. More details can be found on our cookie policy
Other than for the operation of our ‘contact request form’, D&A Property Care Ltd website does not capture any personal information or data. The information captured on the contact request form is sent in the form of an email which is received by Dinnall Property Services Ltd as per the enquiry.
The information held within the email will be held for no longer than 3 months, unless the nature of the initial enquiry becomes a confirmed contract or job, in which case information will be held on the job file which you can request to access personal information from under the terms of the Data Protection Act 1998.
Information may be requested by emailing us a ‘Request for Information under the Data Protection Act’ providing clear instruction in the information required.
D&A Property Care Ltd Data Protection Policy Statement only covers the information captured within this website. It does not cover any information captured by links from this website to other third party websites and therefore we cannot be responsible for the protection and privacy of any information which you provide whilst visiting a third party site. You should always exercise caution and check the privacy statement applicable to the website in use.
14. Access to your personal information
- At any time you may review or update personally identifiable information that we hold about you.
- To obtain a copy of the information we hold about you, please contact us.
- After receiving the request, we will tell you when we expect to provide you with the information, and whether we require any fee for providing it to you.
15. Verification of your identity
When we receive any request to access, edit or delete personal identifiable information we shall first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.
16. How long we keep your personal data:
- We will keep your information for as long as we have a business relationship. After that ends we will keep it where I may need it for legitimate purposes e.g. to help us respond to queries or complaints, or for other reasons e.g. dispute services and responding to requests from regulators.
This usually mean that we will keep your information for no more than 3 years after the end of, or legal matters arising from, the tenancy with which our service/s correspond.Your rights:
You have a number of rights relating to your information e.g. to see what we hold, to ask us to share it with another party, ask us to update incorrect or incomplete details, to object to or restrict processing of it, to make a complaint etc.
17. If you are not happy with our privacy policy
- If you are not happy with our privacy policy or if you have any complaint then you should tell us.
If a dispute is not settled then we hope you will agree to attempt to resolve it by engaging in good faith with us in a process of mediation or arbitration.
- If you are in any way dissatisfied about how we process your personal information, you have a right to lodge a complaint with the Information Commissioner’s Office. This can be done at https://ico.org.uk/concerns/