01772 729183 office@adpproperty.co.uk
The following information constitutes our privacy notice. In this document, "we", "our", or "us" refer to ADP Property Management and Maintenance.
Our office is at 8 Mulgrave Ave, Ashton, Preston, PR2 1HH
You can contact us by e-mail about privacy at office@adpproperty.co.uk
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). You can obtain further information about data protection laws by visiting the Information Commissioner’s website at www.ico.gov.uk
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
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.
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.
Personal information that we may process may include:
If you are a client, personal information may include your identity and contact information, information about your family members, and financial information.
We may also process information deemed to be “special category” information, such as your race or ethnic origin, and information about criminal records.
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.
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.
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.
The bases on which we process information about you
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.
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 agent for you
your signing an agreement to allow us to carry out services required in order to let or to buy a property
We use your information in order to provide you with our services under that contract, for example:
to help you find properties, 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
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.
Only when you have given us explicit permission to do so, do we process your personal information under the basis of consent.
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. However, if you do so, you may not be able to use our services further.
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 so 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
passing the names of new tenants to utility companies
seeing references which were provided by letting/managing agents
disclosing details of a tenant who left owing rent arrears to a tracing agent or debt collector to help them recover money owed.
Providing tenant’s contact details to repairers if works needs to be carried out
Informing the guarantor where the tenant has failed to pay rent
Sometimes, we must process your information in order to comply with a statutory obligation e.g.
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.
When you contact us, whether by telephone 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.
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.
Our website does not contain cookies.
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.
We record information that could identify your location, such as your IP address. We 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.
Although we do not disclose your personal information to any third party (except as set out in this notice), we sometimes receive data that is indirectly made up from your personal information from third parties whose services we use.
No such information is personally identifiable to you.
Our website is hosted in United Kingdom
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.
We use the following safeguards with respect to data transferred outside the European Union:
14.1. we comply with a code of conduct approved by the supervisory authority in the United Kingdom.
15.1. At any time you may review or update personally identifiable information that we hold about you.
15.2. To obtain a copy of the information we hold about you, please contact us.
15.3. 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.
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.
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.
Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:
18.1. to provide you with the services you have requested;
18.2. to comply with other law, including for the period demanded by our tax authorities;
18.3. to support a claim or defence in court.
19.1. If you are not happy with our privacy policy or if you have any complaint then you should tell us.
19.2. You can find further information about our complaint handling procedure on our complaints page.
19.3. 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.
19.4. 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
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.
We may update this privacy notice from time to time as necessary. 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.