Data Privacy Statement
Policy became operational on: 26/02/2019
Next review date: 26/02/2020
Harnan Real Estate knows that your privacy is very important to you. When it comes to your information, we follow some straightforward principles. We aim to be clear about the data we collect and why.
All our employees who handle personal data have agreed to the terms of our Data Protection Policy (which can be accessed via our website) and have a responsibility to comply with it accordingly.
What personal data do we collect?
It is the nature of the services we provide that requires us to collect and process personal data. This will, at a minimum, include:
- Your name
- Your email address
- Forms of identification necessary for KYC checks
Wherever we do not need to collect personal data to deliver a service we will not do so.
If you don’t provide us with personal data which we need to deliver a service, we’ll try to provide the service, but it may be impossible.
N.B. Please do not provide us with the personal data of anyone else without their permission, unless you have obtained the explicit consent from that person.
How else we have obtained your personal data?
We may have collected your data from publicly accessible sources. You have, by law, the right to object to direct marketing. If you want to exercise this right, then please contact us at firstname.lastname@example.org. We apologise for the inconvenience and will never contact you again with marketing communications.
How do we use your personal data?
We limit the use of personal data to ensuring we deliver the service you have requested. Furthermore, we retain your personal data only for as long as is necessary to deliver you this service. Normally this would be no longer than 2 years. Under certain circumstances we will retain your personal data longer if it is part of an accounting record which we are obliged by law to retain for 7 years. Where this is the case, your personal data will be archived on a dedicated server located in the UK. Records in an archived state means access to them is greatly restricted.
After that, unless we need it for a particular investigation, we securely destroy records your personal data is contained within in line with our retention schedule. Destruction of paper records is done securely and appropriately. For example, we securely shred paper records in line with the British Standard for secure destruction of confidential material (BS EN 15713).
To whom might we disclose your personal data?
We do not, at present, make your personal data available to third parties who help us to provide our goods and services.
We would only ever disclose your personal data to third parties in circumstances that are necessary for delivering the service agreed with you.
We never have and never will sell your personal data.
If there are attacks on our services, or other criminal activity, we may share information with the police or similar public body.
How do we secure your personal data?
Unfortunately, no data transmission over the internet or any other network can be guaranteed as 100% secure, but we take appropriate steps to try to protect the security of your personal data. For example, we encrypt all personal digital data disclosed to third parties. Likewise, Harnan Real Estate servers and all data stored locally are protected by a hardware firewall that is preventing unauthorised intrusion into the network. Software solutions are also in place which constantly scan for malware and viruses on the network.
Hard copy documentation including personal identification is dispatched by courier, and signed for on delivery. Any paper documentation containing personal data is shredded once it becomes superfluous.
Access to personal data is restricted to authorised users on a need-to-know basis.
In the event of a data breach involving your personal data which presents a high risk we will contact you immediately.
Inaccuracies and corrections
We would like to keep your personal data accurate and up to date. If you become aware of any errors, noted on our correspondence with you for example, then please let us know by phoning or emailing us
How to contact us and exercise your rights?
Under the General Data Protection Regulation (GDPR) you have certain rights over your personal data that we hold:
- To receive a copy of your personal data that we hold;
- To ask us to correct any errors; and
- To delete it once we no longer need it.
To contact us regarding those rights, or anything else in this data privacy statement, please write to our compliance officer, Patrick Harnan, by email, email@example.com, or at our postal address below:
19 Goldington Road
If you don’t feel we’ve dealt with your request appropriately, you have the right to appeal to the Information Commissioner’s Office (https://ico.org.uk).
We will update our Data Privacy Statement on an annual basis in order to maintain compliance. Notification of updates will appear on our website.
Links to other websites
What are cookies?
A cookie is a small file which asks permission to be placed on your computer’s hard drive. A cookie can’t read data off your hard disk or read cookie files created by other sites. Cookies do not damage your system; they allow web applications to respond to you as an individual. A cookie in no way gives us access to your computer or any information about you, other than the personal data you choose to share with us.