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The following information constitutes our privacy notice. In this document, "we", "our", or "us" refer to Fairlop Properties Ltd.

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Our registered office is: Fairlop Properties Ltd, 20 – 22 Wenlock Road, N1 7GU.

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You can contact us by e-mail about privacy at:  enquiries@fairlopproperties.co.uk.

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1.    Introduction

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1. 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.

2. 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.

3. We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate.

4. Our policy complies with the Data Protection Act 2018 (Act) accordingly incorporating the EU General Data Protection Regulation (GDPR).

5. 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 www.knowyourprivacyrights.org

6. 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.

7. Our website contains links to other websites.  Our privacy policy applies only to our website, so if you click on a link to another website, you should read their privacy policy.

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2.   What data do we collect?

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2.1   General

 

We aim to process data, whether personal data or not, only to the extent necessary for us to provide our clients with our services and for other agreed purposes.

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Often we may aggregate information in a general way and use it to provide class information. If we use it for this purpose, you as an individual will not be personally identifiable.

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Personal information that we may process may include:

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2.2       Client information

 

If you are a client, personal information may include your identity and contact information, including your:

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• Name

• Email Address

• Phone Number(s)

• Financial information

• Information about people related to you or in business with you (if relevant).

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We may also need to process information deemed to be “special category” information, such as your race or ethnic origin, and information about criminal records.

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In most cases, your personal data will have been provided to us by you. However, with your consent, or if it is necessary in order to provide you with our services, we may have obtained your personal data from a third party source.

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2.3    Related third party information

We may process your personal data if you have a personal or business connection with any of our clients or suppliers. For example, you may be a family member, business partner, other adviser, supplier or transaction counterparty.

The data we process may include contact information, information about your business activities, and financial information such as that relating to income and expenses.

 

We may be given your personal data by our clients or suppliers, or by third parties acting on the instructions of a client or a supplier.

2.4    Supplier information

If you supply our business with goods or services, including subcontracted services that we supply to our clients, then we may process your personal information. However, we do so only to the extent necessary to contract with you.

2.5    Computer and Email Related Information

We receive, collect and store any information you enter on our website or provide us in any other way, including your email address; connection information and purchase history. We may use software tools to measure and collect session information, including page response times, length of visits to certain pages, page interaction information, and methods used to browse away from the page. We also collect personally identifiable information (including name, email, password used in relation to our site, communications); payment details (including credit card information), comments, feedback, product reviews and recommendations.

 

3.    How do we collect your data?

You directly provide Our Company with most of the data we collect.  We collect data and process data when you:

•    Register online or place an order for our products or services
•    Voluntarily complete a customer survey or provide feedback on any of our message boards or via email or our contact form
•    Use or view our website, via your browser’s cookies.

 

In most cases, your personal data will have been provided to us by you. However, with your consent, or if it is necessary in order to provide you with our services, we may have obtained your personal data from a third party source.  Although we do not disclose your personal information to any third party (except as set out in this notice), we may sometimes receive data that is indirectly made up from your personal information from third parties whose services we use.
 

4.    How will we use your data?

4.1    General

The law requires us to determine under which of six defined grounds we process different categories of your personal information, and to notify you of the basis for each category. 

 

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.

4.2    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 signing an agreement to allow us to act as your representative
•    your signing an agreement to allow us to carry out services required in order to let or to buy a property
•    your agreement to our terms and conditions. 

 

We use your information in order to provide you with our services under that contract, for example:

 

• to help you find properties or prospective buyers or tenants

• to verify your identity for security purposes

• to carry out credit checks and to obtain personal references

• to provide other parties with whom you have expressed interest to contract and their representatives with sufficient information to make a decision as to whether to enter into a contract with you, and then to enter into a contract with you

• to negotiate on your behalf

• to provide you with advice

• to manage any account you have with us

• to pay rent we have collected into your bank account.

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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.

4.3    Information we process with your consent

Only when you have given us explicit permission to do so, do we process your personal information under the basis of consent.
For example, you might have agreed that we may pass your name and contact information to selected associates whom we consider may provide services or products you would find useful.
We continue to process your information on this basis until you withdraw your consent or it can be reasonably assumed that your consent no longer exists.
You may withdraw your consent at any time by telling us. 

4.4        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
•    insuring against or obtaining professional advice that is required to manage business risk
•    protecting your interests where we believe we have a duty to do so.

 

4.5        Information we process because we have a legal obligation

Sometimes, we must process your information in order to comply with a statutory obligation.
For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.  This may include your personal information.

4.6        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 store 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.

4.7        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, 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.
If we think your complaint is vexatious or without any basis, we shall not correspond with you about it.

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.

 

4.8        Customer relationship management system

We use a customer relationship management (CRM) system to process personal data.  Data subjects include existing, former and prospective clients and their agents and representatives.
Personal data that we process includes the name of the person and contact information.  We process this data on the basis of consent for purposes that include:

•    managing and developing our business or services
•    informing clients and prospective clients about our services
•    determining relationships between clients and our partners and employees
•    analysing whether we provide clients with a high level of service

We do not sell or share any personal data with third parties unless we have explicit consent to do so from the data subject.

4.9        Job applications and employment

If you send us information in connection with a job application, we may keep it for up to three years 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 six years before destroying or deleting it.

 

5.    Use of information we collect through automated systems when you visit our website

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5.1        Cookies

Cookies are small text files that are placed on your computer's hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience, and the website owner with statistics about the actions you have taken. Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely.  Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use.  Our website uses cookies. They are placed by software that operates on the servers which host our website, and by software operated by any third parties whose services we use.
 

We use cookies in the following ways:

•    to track how you use our website
•    to optimise your use of our website
•    for security
•    to record whether you have seen specific messages we display on our website
•    to provide a consistent personalised experience across our site
•    to record your answers to surveys and questionnaires on our site while you complete them
•    to record any conversation thread during any live chat with our support team.

For further information about cookies, visit: allaboutcookies.org.

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5.2        Personal identifiers from your browsing activity

Requests by your web browser to our servers for web pages and other content on our website are recorded.
The apps which we may use on our website may also record information that could identify your location, such as your IP address.  The apps may also record information reported by the software you are using to browse our website, such as the type of computer or device and the screen resolution.
This information is used in aggregate to assess the popularity of the webpages on our website and how it performs in providing content to you.
If combined with other information we know about you from previous visits, the data possibly could be used to identify you personally, even if you are not signed in to our website. However, our policy is not to use such data for the purpose of personal identification.

 

6.    Data may be processed outside the European Union

Our websites is hosted by Wix, which has servers all over the world, including Europe and the US.  We may also use outsourced services in countries outside the European Union from time to time in other aspects of our business.  Accordingly data obtained within the UK or any other country could be processed outside the European Union.

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7.    Management of your information

7.1    How do we store your data?

Our company is hosted on the Wix.com platform. Wix.com provides us with the online platform that allows us to sell our products and services to you. Your data may be stored through Wix.com’s data storage, databases and the general Wix.com applications. They store your data on secure servers behind a firewall. All direct payment gateways offered by Wix.com and used by our company adhere to the standards set by PCI-DSS as managed by the PCI Security Standards Council, which is a joint effort of brands like Visa, MasterCard, American Express and Discover. PCI-DSS requirements help ensure the secure handling of credit card information by our store and its service providers.

7.2    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; we may charge you a small fee for this service.

7.3    The right to rectification

You have the right to request that we correct any information you believe is inaccurate.  You also have the right to request us to complete information you believe is incomplete.

7.4    The right to restrict processing

You have the right to request that we restrict the processing of your personal data, under certain conditions.

7.5    The right to object to processing

You have the right to object to our processing of your personal data, under certain conditions.

7.6    The right to data portability

You have the right to request that we transfer the data that we have collected to another organisation, or directly to you, under certain conditions.

7.7    Removal of information

If you wish us to remove personally identifiable information from our website, you should contact us.  This may limit the service we can provide to you.

7.8    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.

7.9    Retention period for personal data

Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:

•    to provide you with the services you have requested;
•    to comply with other law, including for the period demanded by our tax authorities.
•    to support a claim or defence in court.
 

7.10    Timescales for response

If you make a request, we have one month to respond to you.  If you would like to exercise any of these rights, please contact us via email: enquiries@fairlopproperties.co.uk, or write to us at our registered address: Fairlop Properties Ltd, 20 – 22 Wenlock Road, N1 7GU.

 

8.    Other matters

8.1    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/make-a-complaint

8.2    Compliance with the law

Our privacy policy has been compiled so as to comply with the law of every country or legal jurisdiction in which we aim to do business. If you think it fails to satisfy the law of your jurisdiction, we should like to hear from you.

8.3    Review of this privacy policy

We may update this privacy notice from time to time as necessary. This privacy policy was last updated on 10th July 2020.  The terms that apply to you are those posted here on our website on the day you use our website. We advise you to print a copy for your records.

If you have any question regarding our privacy policy, please contact us via email: enquiries@fairlopproperties.co.uk, or write to us at our registered address: Fairlop Properties Ltd, 20 – 22 Wenlock Road, N1 7GU.