Data protection and Privacy Policy
This policy sets out the basis on which any personal data we collect will be processed by us. Please read this Privacy Policy carefully to understand our views and practices and your rights regarding your personal data. By visiting our website, you are accepting and consenting to the practices described in this policy.
For the purpose of data protection legislation, the data controller is Hexgreave Estates Ltd, Hexgreave Hall, Upper Hexgreave, Farnsfield, Nottinghamshire, NG22 8LS.
- What information do we collect from you?
- Why do we collect this information?
- How long do we keep hold of your information?
- Who might we share your information with?
- How is your data stored and kept secure?
- What are your rights?
- How can you access the information we hold about you?
- Changes to this policy
- Contact us
What information do we collect from you?
We will collect and process the following data about you:
Information you give us
This is information about you that you give us by filling in forms physically or on our website; or by corresponding with us by phone, email or otherwise. The information you give us may include your name, address, email address and phone number, financial information and bank account verification information. Additionally, we may collect the following, if appropriate:
- occupation
- tenancy information
Information we collect from your use of our website.
With regards to each of your visits to our website, we will automatically collect the following information:
- technical information, such as the internet protocol (IP) address used to connect your device to the internet
- whereabouts you connected to our service
- your internet service provider (ISP)
- the type of device you are using to access our service
Information we collect throughout our relationship
This is information relating to ongoing tenancies such as rent payment information, conduct information and changes in financial information.
Information we collect when you call us
If you call us, we will automatically collect the phone number used to make the call.
Information we receive from other sources
If you email us, we will automatically collect the email address and any other contact information contained in your email.
Why do we collect this information?
Information you give to us
We use this information:
- in order to take the steps necessary to assess whether we can enter into a contract with you. This includes carrying out our obligations to you and providing you with our services.
- for the purpose of improving our service to you to ensure that content from our website is presented in the most effective manner for you.
- to deal with any legal queries relating to your use of our service and comply with any legal obligations.
- to provide you with service communications so that you receive a full and functional service and so we can perform our obligations to you. These may be sent by email or post or, if the circumstances require it, we may contact you by telephone. These will include changes to our service.
- to provide you with marketing communications, including information about other goods and services we offer that are similar to those that you have already purchaser or enquired about.
- where you have expressly opted in, to provide you with marketing communications in relation to our wider services
Information we collect throughout our relationship
We will use this information to help us provide you with our services as is necessary for the performance of our contract for services.
How long do we keep hold of your information?
We will keep your information for as long as is necessary for the purpose it was collected. We will usually keep information about you for a maximum of 15 years after the end of our relationship with you unless:
- obligations to our regulators require otherwise.
- we require the data in relation to such a claim.
- for legal reasons.
- we are required to remove such data from our records.
This period has been selected as it is in line with the Royal Institution of Chartered Surveyors (RICS) suggested retention period.
Who might we share your information with?
You agree that, for the purposes set out in the Why do we collect this information? section set out above, we have the right to share your personal information with:
- selected third parties, some of whom we appoint to provide services, including:
- business partners, subsidiaries and sub-contractors for the performance of any contract we enter into with you.
- analytics and search engine providers that assist us in the improvement and optimisation of our website.
- tradesmen and service suppliers to carry out work required pursuant to a contract with you.
Additionally, we will disclose your personal information to the relevant third party:
- in the event that we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets.
- if we are acquired by a third party, in which case, personal data held by us about our customers will be one of the transferred assets.
- if we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property or safety of our customers, our regulator or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and prevention of money laundering.
- Our website contains links to other sites. We cannot be responsible for the privacy policies and practices of other websites and recommend that you check the policy of each site you visit. In addition, if you linked to our website from a third party website, we cannot be responsible for the privacy policies and practices of the owners or operators of that third party site and recommend that you check the policy of that third party site and contact its owner or operator if you have any concerns or questions.
How is your data stored and kept secure?
All information kept by us is stored on encrypted computers and secure servers.
What are your rights?
Where the processing of your personal data is based on consent, you can withdraw that consent at any time.
You have the rights set out below.
You can exercise these rights at any time by contacting the Data Protection Officer at Hexgreave Estates Ltd, Hexgreave Hall, Upper Hexgreave, Farnsfield, Nottinghamshire, NG22 8LS or emailing offices@hexgreave.com.
You have the right:
- to ask us not to process your personal data for marketing purposes. We will inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes;
- To ask us not to process your personal data where it is processed on the basis of legitimate interests provided that there are no compelling reasons for that processing;
- To ask us not to process your personal data for scientific or historical research purposes, where relevant, unless the processing is necessary in the public interest.
- to request from us access to personal information held about you;
- to ask for the information we hold about you to be rectified if it is inaccurate or incomplete;
- to ask for data to be erased, provided that:
- the personal data is no longer necessary for the purposes for which it was collected
- you withdraw consent (if the legal basis for processing is consent)
- you exercise your right to object, set out below, and there are no overriding legitimate grounds for processing
- the data is unlawfully processed
- the data needs to be erased to comply with a legal obligation
- the data is children’s data and was collected in relation to an offer of information society services
- to ask for the processing of that information to be restricted if:
- the accuracy of that data is contested
- the processing is unlawful
- the personal data is no longer necessary for the purposes for which it was collected
- you exercise your right to object (pending verification of whether there are legitimate grounds for processing);
- to ask for data portability if the processing is carried out by automated means and the legal basis for processing is consent or contract.
Complaints to the Information Commissioner’s Office
If you are not satisfied with the processing of your data, you have the right to lodge a complaint with the (ICO), which is the supervisory authority for data protection in the UK. We request that you first bring any complaint to our attention before contacting the ICO so that we may take appropriate action to resolve the issue.
Accessing your personal information
You have the right to a copy of the information we hold about you. You may make an access request by writing to the Data Protection Officer, Hexgreave Estates Ltd, Hexgreave Hall, Upper Hexgreave, Farnsfield, Nottinghamshire, NG22 8LS or emailing offices@hexgreave.com. Any access request will be processed as required by law and will be free of charge.
Changes to our Privacy Policy
This policy may be updated from time to time. Please check back frequently to see any updates or changes to our Privacy Policy.
Your acceptance of this Policy
By using our sites, sending us an email, you consent to the collection and use of information by Hexgreave Estates Ltd in accordance with our Privacy Policy. If you do not agree to this Policy, please do not use our website or contact us.
Contact us
Questions, comments and requests regarding this Privacy Policy are welcomed and should be addressed to the Data Protection Officer, Hexgreave Estates Ltd, Hexgreave Hall, Upper Hexgreave, Farnsfield, Nottinghamshire, NG22 8LS or by emailing offices@hexgreave.com.
