Powells Rural Property Professionals Limited t/a Powells is registered with the ICO, registration number Z3005078. Details of Powell’s entry can be found on the ICO website. Please find below details of our procedures and policies regarding Data we hold and process as part of our business. All data held, used and retained is in line with the General Data Protection Regulations 2018. We strive to ensure all aspects of the Data Protection Act 2018 are adhered to and all guidance implemented.
The Data Protection Officer for the company is David Powell, Managing Director.
Data Retained
Powells holds certain contact details for our clients, professional contacts and applicants who have registered their property criteria/requirements with us.
When you request information from Powells; become a client or professional contact; register your property requirements with us; or use any of our services, Powells obtains and holds information about you. This statement explains how we look after that information and what we do with it.
We have a legal duty under the General Data Protection Regulations 2018 to protect your data and prevent your information falling into the wrong hands. We must also ensure that the data we hold is accurate, adequate, relevant and not excessive.
Normally the only information we hold comes directly from you. Whenever we collect and hold information from you, we will make it clear which information is required in order to provide you with the information or services you need. You do not have to provide us with any additional information unless you choose to.
We store your information securely on our secure computer system, we restrict access to those who have a need to know, and ensure any confidential information is held securely. We only disclose data to anyone that is not employed or works with Powells if this is reasonably necessary for the services you have instructed us to undertake.
Estate Agency clients expressly agree for their details to be provided to applicants or buyers for the purposes of selling their property, such as in the course of viewings which are conducted by vendors for example, and on relevant documentation such as Memorandum of Proposed Sale documents. This is whereby all parties details have to be recorded and issued to both vendor and purchaser and both appointed solicitors in the course of the business services you have instructed us to undertake.
We would also like to contact you in future to tell you about other services we provide, or to provide relevant information on property or business matters that we believe may be of interest. We ask for your express consent to this within our Standard Terms of Business documentation upon instructing us. In provided your express consent to us we will always provide a clear method for you to opt out. The ability to ‘opt out’ will always be provided on any written marketing communications you receive from us. You can also contact us directly at any time to tell us not to send you any future marketing material.
To opt out of receiving any mail or email correspondence at any time please email [email protected] advising of this with stating ‘OPT OUT’ in the subject title. Or write to us at our company address.
As a professional company we do the utmost to protect all data we hold and do not sell any data to third party companies.
Website Privacy Statement
Our website has a general enquiry form and applicant registration form to enable you to contact us and provide your details for us to be able to contact you to assist with any of our professional services. These forms collate the following information;
- Full Name
- Correspondence Address
- Email Address
- Phone Number
- Property Criteria / Requirements
In addition, you may chose to provide us with information about your business and your website address in order for us to communicate with you regarding work/services you may wish us to undertake. If we do not have information about you we cannot interact or undertake works for you. This data is only retained for our business use.
Applicant registrations from the website ask for express consent to be provided, and for any telephone enquiries an email/letter is issued for Applicants to confirm their data is correct and provide consent for us to hold that data for contact and marketing purposes.
For Applicants, if there has been no communication with you for twelve months, then your data will be removed from our system, unless you re-confirm you wish for us to continue to hold your data. For clients and professional contacts your data is held unless you advise us you no longer wish for us to hold your data and contact you. If you are a client of ours, we will retain client files, contact information and accounts information for seven years as required by law.
Cookies
Cookies are small computer files that are stored on your computer that ensure full functionality when our website is visited. Cookies may be disabled using your browser settings however the website may not function as affectively.
Cookies are used occasionally to monitor the usage of our website and compile statistics. You may set your computer to reject cookies by adjusting your browser setting. Cookies may be disabled using your browser settings however our website may not function effectively without cookies enabled.
Protection of Information
Where practicable we take steps to minimise the risks of any data being compromised by third parties. Clients, Applicants and Users of the website should be aware that electronic transmission of data may not necessarily be secure and that Powells does not accept responsibility for changes to email/website after an email has been sent. Whilst virus checks are carried out on our electronic communications, all incoming mail should be virus checked before opening. Powells does not accept any liability for any damages or cost incurred by virus’s.
Powells retained IT consultants, Logiplex IT Consultants, are employed to ensure protection and security of data and to regularly advise and update on this.
Requests for Data Held
You have the right to a copy of all the information we hold about you (apart from a very few things which we may be obliged to withhold because they concern other people as well as you). We will respond to all requests for data which we hold and supply all information within 30 days. To obtain a copy please write to our Data Protection Officer, David Powell via email ([email protected]) or at our company address – Powells, Singleton Court Business Park, Monmouth, NP25 5JA.
If you identify that we hold any incorrect information for you that requires updating, please contact the DPO with the amends you need to make. We will validate and make the changes as requested and inform you of the data we have. We strive to have all data held correct and up to date.
Requests for Removal of Records
We will remove personal data on your request, provided that there is no detriment to our business operations and legal responsibilities to HMRC or other statutory and professional bodies. Requests must be made in writing and can be submitted to Powells DPO on the email above, or by post to our trading address. We will then validate ownership of the data and remove it as follows:-
- All hard copy paperwork will be cross-shredded
- All emails will be deleted
- All project files containing personal data will be deleted
Once data has been removed from all storage, a record is kept of the deletion activity and a written response will be sent to you confirming the data we have removed.
Breach of Data
We will inform individuals of any breach of data if it may have a negative impact on the privacy of that individual, or their business. We have systems in place to monitor server activity and all access to servers is restricted to Powells employees and designated users.
Powells also has a secure backup of client data which is undertaken by our retained IT Consultants and has secure restricted access.
Powells Privacy / Data Protection Policy – updated 15th April 2018.