Privacy Policy — SECOMBE estates

This Privacy Policy uses the following terms throughout:

“Us”, “We” or “Our”:: SECOMBE estates
“Our address”:: 25 St Julians Farm Road, London. SE27 0RJ
“Data protection email”:: hello@secombeestates.co.uk
“Website address”:: secombeestates.co.uk

About Us

We’re committed to respecting and protecting your privacy.

This Privacy Policy explains when and why we collect personal information about our website visitors, customers and people who contact or interact with us, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

If you do not want us to process your personal information as described in this Privacy Policy, please do not provide information to “Us” or use our website.

We have a Data Protection Officer who is responsible for matters relating to privacy and data protection. The Data Protection Officer can be reached at the “Data protection email” shown above.

How do we collect personal information about you?

We obtain personal information about you that you provide to us through our website, emails, phone conversations, documents you provide to us or when you visit our office, for example when you:

Enquire about specific properties for sale or for rent
Chat with the assistant on our website
Ask us to value your property
Register for our email newsletters
Participate in one of our surveys
Interact with us on our social media sites
We also obtain personal information relating to you using automated technical means when you visit our website.

What type of personal information is collected?

The information we collect from you might include (but is not limited to) your name, address, email address, phone number, date of birth and financial details and any other information you choose to provide to us.

The information we collect through our website using automated technical means includes: the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, identification number, online identifier and location data. We also collect information about your website visit including which website pages are accessed, page response time s and length of visits to pages.

How long do we retain your personal information?

We review our retention periods for personal data on a regular basis. We are legally required to hold some types of information for certain prescribed periods to fulfil our statutory obligations. Outside of specific statutory obligations, we will hold your personal data on our systems for as long as is necessary for the relevant purposes for which we use it, or in accordance with any retention periods set out in any relevant contract you hold with us.

We will retain your data for a minimum period of 30 days following the date of submission, and for a maximum period of 6 years.

How do we use your personal information?

We may use the information that you directly provide to us in the following ways:

We may use your personal data for the purpose of carrying out our obligations arising from any contracts entered into by you and “Us”, such as providing you with products and services you have requested, visiting and arranging viewings of your property. Our legal basis for this use is that it is necessary for the performance of a contract to which you are party.

“We” may use your name, email address and postal address to provide you with information, you have requested from us, respond to enquiries or requests from you, communicate with you in relation to those enquiries or requests and arranging visits to your property by our staff. Our legal basis for this use is our legitimate interests, namely carrying out activities in the course of SECOMBE estates’ business in response to customer enquiries or requests.

“We” may use your name, email address and postal address to provide you with information regarding similar goods and services to those you have already enquired about or purchased. Our legal basis for this use is our legitimate interests, namely the ongoing marketing of our goods and services to individuals with whom we have an existing relationship in connection with our goods and services and/or who have expressed an interest in those goods and services;

Where you have entered into a contract with us or we have provided you with services we may use your name, email address, postal address or phone number to ask for your feedback about the services we have provided to you. Our legal basis for this use is our legitimate interests, namely evaluating and where necessary improving the quality of our service provision with a view to promoting the success of our business and positive customer relationships.

Where you are a party to an existing contract with us or regularly enter into contracts with us for our goods and services, we may use your name, email address, postal address or phone number to notify you of changes to the terms and conditions of our services. Our legal basis for this use is our legitimate interests, namely the administration and management of our business contracts and relationships.

We may use your name, email address and postal address to send you marketing communications, if you have chosen to receive these. These may include information about properties for rent or for sale, the current property market, promotions or offers. Our legal basis for this use is consent.

We may use your relevant information to verify your identity where relevant. Our legal basis for this use is compliance with a legal obligation to which we are subject or our legitimate interests, namely ensuring the security of our systems, network and information and those of third parties.

We may use the information that we automatically collect using technical means through our website to:

Administer our site and for troubleshooting, testing, research and statistical purposes. We use Google Analytics, a website analytics service provided by Google, to understand how visitors use our website, but only if you accept analytics cookies. Our legal basis for this is your consent, which you can withdraw at any time from “Cookie settings” at the bottom of every page.
Measure or understand the effectiveness of our own advertising activity. Our legal basis for this use is our legitimate interests, namely improving the relevancy of our advertising;
Measure or understand the effectiveness of our marketing emails. Our legal basis for this use is consent. This automated collection of information may involve the use of cookies. Please see our Cookies Policy below for further detail about these.
We may analyse the personal information we collect directly from you and obtain using automated technical means to create a profile of your interests and preferences so that we can contact you with information relevant to you (if you have chosen to receive marketing communications from us).

We may make use of additional information about you when it is available from external sources to help us do this effectively.

We may also use any of your personal information that we collect from you directly and additional information about you from external sources where necessary to detect and reduce fraud and credit risk. These sources include identity verification and credit reference agencies, and publicly accessible sources such as Companies House and the electoral register. Our legal basis for this use of your personal information is our legitimate interests in preventing our business being subject to fraud or credit risk.

Our website chat

Our website has a chat assistant that answers questions about our services and properties. Before you send a message, it asks for your email address so that we can reply to you if the conversation needs a person. If you choose to, you can also give your name, phone number and details of what you need.

We keep the conversation and the contact details you give so that we, or the assistant, can respond to your enquiry and follow it up. Our legal basis for this use is our legitimate interests, namely responding to enquiries from people who contact us. We will only send you marketing communications if you have chosen to receive them.

The chat assistant is provided by SuperIntern (superintern.ai), which processes the conversation on our behalf, under a contract that requires it to keep your information secure and use it only to provide the service to us.

Who has access to information?

Our staff and management team have access to information. We will not sell or rent your information to third parties.

We may pass your information to third party service providers, including but not limited to:

Business partners, suppliers and sub-contractors working on our behalf for the purposes of completing tasks and providing services to you.
Advertisers and advertising networks (including social media) to select and serve relevant adverts to you;
SuperIntern, the provider of our website chat assistant (see “Our website chat” above).
Google, the provider of Google Analytics, if you accept analytics cookies (see “Cookies Policy” below).

When we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and otherwise use your information in accordance with applicable data protection law.

We may disclose your personal information to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries), insofar as reasonably necessary for the purposes set out in this policy.

We may disclose your personal information to our insurers and /or professional advisers insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.

We may transfer your personal information to a third party as part of a sale of some or all of our business and assets, or as part of any business restructuring or reorganisation, or if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our customers. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

In addition to the specific disclosures set out in this section, we may disclose your personal information where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person, or for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative out-of-court procedure.

Your rights

In this section we have summarised the rights that you have under data protection law. Some of the rights are complex, applying only in certain circumstances and subject to certain exceptions, and in the interests of keeping this policy concise, not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

You have the right:

To object to us processing your personal information for marketing purposes. If you object, we will stop processing your personal information for this purpose. When we collect your data, you can choose whether you wish to receive marketing communications from us. If you wish to stop receiving marketing communications, you can opt out at any time by clicking an ‘unsubscribe’ link at the bottom of one of our emails.
To access the information we hold about you and certain information about our processing of it and your rights in relation to it.
In certain circumstances, to obtain erasure of the personal information we hold about you, subject to certain exceptions. To rectification of the information we hold about you.
In certain circumstances, to restrict our processing of your personal information or object to us processing it. If you object, we will stop processing your personal information unless certain exceptions apply.
Where our legal basis for processing your personal information is your consent or the performance of a contract and we process it by automated means, to be provided with the personal information we hold about you in structured, commonly used and machine-readable format and to transmit the information to another controller.
To not be subject to a decision based solely on automated processing, including profiling, that produces legal effects concerning you or similarly affecting you, subject to certain exceptions.
Where our processing of your personal information is based on your consent, to withdraw that consent at any time. If you withdraw your consent, we will stop the relevant processing, but it will not affect the lawfulness of our processing before the withdrawal.

To exercise any of these rights, email us at hello@secombeestates.co.uk or write to us at 25 St Julians Farm Road, London SE27 0RJ. In addition, you can exercise your right to object to direct marketing at any time by clicking an ‘unsubscribe’ link at the bottom of one of our emails.

If you consider that our processing of your personal information infringes data protection laws, you have the right to lodge a complaint to a supervisory authority responsible for data protection. You may do this in the EU member state of your habitual residence, your place of work or the place of the alleged infringement. More information about lodging a complaint with the Information Commissioner’s Office (the relevant UK supervisory authority) can be found at https://ico.org.uk/concerns/.

Security precautions in place to protect your information

We take appropriate technical and organisational precautions to secure your personal information and prevent its loss, misuse or alteration. All information you provide to us is stored on our secure servers. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

The transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and for this reason we cannot guarantee the security of data sent between us over the internet.

Cookies

‘Cookies’ are small pieces of information sent by a website to your computer and stored by your browser, so that the website can recognise you when you visit. Our website sets analytics cookies only if you accept them, and our website chat uses similar browser storage. Both are described in the Cookies Policy below.

It is possible to switch off cookies and browser storage by setting your browser preferences. If you do, the website chat may not keep your conversation between pages. You can also accept or decline analytics cookies at any time from “Cookie settings” at the bottom of every page.

Cookies Policy

Cookies are small text files that are placed on to your computer by websites that you visit. They are used to make websites work, to improve efficiency of websites, to improve the user’s experience and to provide usage information on websites. This information should make your website visits more productive by storing and using information on your website preferences and habits.

Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

The settings on your web browser can usually allow you to choose whether or not to accept cookies. Most web browser software is initially set up to accept them.

We may offer cookies to you and you should ensure that your web browser is set up to not accept cookies if you do not wish to receive them. Please note that if you disable cookies, some services or website functionality may not be available. For further information about cookies and how to disable them please go to www.aboutcookies.org.

Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

Analytics cookies are set only if you accept them. The browser storage the website chat needs is used when you use the chat.

What this website stores

Analytics cookies, only if you accept them. Google Analytics sets these to count visits and see which pages are used; they don’t identify you by name:

_ga:: Tells one visitor from another. Expires after 2 years.
_ga_<container-id>:: Keeps track of the current visit. Expires after 2 years.

Your cookie choice. Whether you accepted or declined analytics cookies is kept in your browser’s local storage, so we don’t ask again on every page. If you decline later, the analytics cookies are removed.

Website chat. The chat stores a few items in your browser’s local storage, which works in a similar way to cookies. They are needed for the chat to work, and are only used by it:

Visitor and chat session IDs:: Random identifiers that keep your conversation together, so it is still there if you move to another page or come back later.
Landing page:: The first page you visited, so we know what your enquiry is about.
Contact captured:: Whether you have already given your email address, so the chat doesn’t ask again.
Chat settings and history cache:: The chat’s settings and your recent conversations, so the chat opens quickly.

You can remove these at any time by clearing your browser’s site data for this website.

Links to other websites

Our website may contain links to other websites run by other organisations. We are not responsible for the privacy practices of those organisations or the content of their websites. You should read the privacy policies of these organisations before providing them with any personal information.

Review of this Policy

We keep this Policy under regular review. If we change our Privacy Policy we will post the changes on this page and may place notices on other sections of the website and/or notify you by email.

Further information

You can obtain further information about data protection laws by visiting the Information Commissioner’s Office website at www.ico.org.uk.