Privacy Policy

PRIVACY POLICY

What information do we obtain from you?

We may collect personal information from you in the course of our dealings, including through your use of our website, when you contact/request information from us, when you engage our services or as a result of your relationship with one or more of our staff.

This includes:

• Basic information, such as your name and address and policyholder name
• Contact information
• Technical information, such as information from visits to your property
• Information you provide to us for the purposes of attending at your property such as alarm codes, keysafe codes, videos and photographs
• Identification and background information
• Personal information provided to us by you such as sensitive personal data which we may require to include health issues but only those specifically related to you and work that we undertake for you
• Any other information relating to you which you may provide to us

How we obtain information

• We collect information from you as either directly or through media sources
• We collect your personal information while monitoring our technology tools and services, including our websites and emails
• We gather information about you when you provide it
• We may collect or receive information about you from other sources

Why we use your information

We use your information:

• To provide and improve our services to you and to our clients
• To provide information requested by you
• To promote our services, including sending newsletters, publications and details of events
• To manage and administer our relationship with you and our clients
• To fulfil our contractual duties to you and third parties, and our  regulatory and risk management obligations

Use of our website

A number of facilities on our website invite you to provide us with personal information, such as the ‘Contact us’ section of our website.   The purpose of these facilities is apparent at the point that you provide your personal information and we only use that information for those purposes.

On what basis we use your personal information

We use your personal information on the following bases:

• • To perform a contract
  • To comply with our legal and regulatory obligations
  • For legitimate business purposes  

How long we keep your personal information

Your personal information will be retained in accordance with our data retention policy which generally requires us to retain data for 6 full tax years in addition to the year in which we initially receive the information but in certain instances this period may be extended such as when Guarantees are provided, or statutory obligations require us to retain data for a longer period. These periods are based on the requirements of applicable data protection laws and the purpose for which the information is collected and used, taking into account legal and regulatory requirements to retain the information for a minimum period, good practice and our business purposes.

Who we share your personal information with

We may share your personal information with certain trusted third parties in accordance with contractual arrangements in place with them, including:

• Our professional advisers and auditors
• Suppliers and sub contractors to whom we outsource certain support services
• IT service providers
• Third parties engaged in the course of the services we provide to clients

Where necessary, or for the reasons set out in this policy, personal information may also be shared with regulatory authorities, government agencies and law enforcement agencies.  While it is unlikely, we may be required to disclose your information to comply with legal or regulatory requirements. We will use reasonable endeavours to notify you before we do this, unless we are legally restricted from doing so.

We do not sell, rent or otherwise make personal information commercially available to any third party, except with your prior permission.

How we protect your personal information

We use a variety of technical and organisational measures to help protect your personal information from unauthorised access, use, disclosure, alteration or destruction consistent with applicable data protection laws.

Which countries we transfer your personal information to

In order to provide our services we may need to transfer your personal information to locations outside the jurisdiction in which you provide it or where you are viewing this website for the purposes set out in this privacy policy.  This may entail a transfer of your information from a location within the European Economic Area (the “EEA”) to outside the EEA, or from outside the EEA to a location within the EEA.

The level of information protection in countries outside the EEA may be less than that offered within the EEA. Where this is the case, we will implement appropriate measures to ensure that your personal information remains protected and secure in accordance with applicable data protection laws.

Your rights

The European Union’s General Data Protection Regulation and other applicable data protection laws provide certain rights for data subjects.

You are entitled to request details of the information we hold about you and how we process it.  You may also have a right in accordance with applicable data protection law to have it rectified or deleted, to restrict our processing of that information, to stop unauthorised transfers of your personal information to a third party and, in some circumstances, to have personal information relating to you transferred to another organisation. You may also have the right to lodge a complaint in relation to our processing of your personal information with a local supervisory authority.

If you object to the processing of your personal information, or if you have provided your consent to processing and you later choose to withdraw it, we will respect that choice in accordance with our legal obligations.

Your objection (or withdrawal of any previously given consent) could mean that we are unable to perform the actions necessary to achieve the purposes set out above (see ‘How we use your personal information’) or that you may not be able to make use of the services and products offered by us. Please note that even after you have chosen to withdraw your consent we may be able to continue to process your personal information to the extent required or otherwise permitted by law, in particular in connection with exercising and defending our legal rights or meeting our legal and regulatory obligations.

We must ensure that your personal information is accurate and up to date. Therefore, please advise us of any changes to your information by emailing service@hawthornestatesnw.net

​If you need further information or have any questions or complaints about our privacy policy or practices, please contact us using the details below:

Email: service@hawthornestatesnw.net

Tel: 01772 816220