We have appointed a data protection officer (DPO) who is responsible for ensuring that Our Privacy Policy is followed.

If you have any questions about this Privacy Policy, including any requests to exercise your legal rights, please contact our DPO, Helen Napper at hello@hdpropertysussex.co.uk.

INFORMATION COLLECTED 

We may collect, use, store and transfer different kinds of personal data about you. We have collated these into groups as follows: (1) personally identified information, such as your email address and full name, which is provided by you when completing any forms online; (2) non-personally identifiable information collected from use of the Service, including but not limited to property details, selection criteria and other online behaviours; (3)  automatically collected information including but not limited to your device’s unique device ID, the IP address of your device, your operating system, the type of Internet browsers you use and information about the way you use the Service; (4) marketing data, including your preferences in receiving marketing, communications and responses from Us.

Where We need to collect personal data by law, or under the terms of a contract We have with you, and you fail to provide that data when requested, We may not be able to perform that contract. In that case, We may have to stop providing a service to you. If so, we will notify you of this at the time.

INFORMATION FROM OTHER SOURCES

We may obtain information about you from other sources, such as public databases, joint marketing partners, social media platforms (such as Facebook), as well as from other third parties. Examples of the information we receive from other sources include: social media profile information (your name, gender, birthday, email, current city, state and country, user identification numbers for your contacts, profile picture URL and any other information that you choose to make public); marketing leads and search results and links, including paid listings (such as sponsored links). 

You may ask us the source of the information We hold about you. To do so, please email hello (at) hdpropertysussex.co.uk with your request.

COMMUNICATING WITH US

When you contact Us, whether by telephone, through our website, app or by email, 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 Company.

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.

 Cookies are small text files that are placed on your device by your app/ web browser when you visit any app/ website. They allow an app/ website to provide you with a personalised experience and our Company with statistics about how you use our Service so that it can be improved.

Some cookies may last for a defined period of time, such as one day or until you cease activity with the browser. Others last indefinitely. Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use.

Our website uses cookies. They are placed by software that operates on our servers, and by software operated by third parties whose services we use.

Your use of the Service shall act as your consent to Our use of tracking code, such as cookies, to provide for the operation of the Service.

USE OF INFORMATION COLLECTED

We process your information (1) for purposes based on legitimate business interests; (2) in order to enter into or perform a contract with you; (3) to fulfil our contract with you; (4) compliance with our legal obligations.

Some of the ways we use your information includes, but is not limited to, (1) facilitate communication and service providing; (2) send you marketing and promotional communications; (3) send administrative information to you; (4) understand Service usage; (5) internal reporting purposes.

ACCESS OF INFORMATION BY THIRD PARTIES

We only share information (1) with your consent; (2) to comply with current laws and regulations; (3) where we believe it is necessary to investigate, prevent or take action regarding potential violations of Our policies, suspected fraud, situations involving potential threats to the safety of any person and illegal activities, or as evidence in litigation in which We are involved; (4) to selected service providers, contractors and agents who may perform services for Us or on Our behalf and require access to such information to do that work. 

DATA STORAGE

Your data is securely stored online with restricted access to only persons authorised to perform tasks on behalf of the Company. 

The systems used in the daily operation of the Company include, but not limited to: 

• Agile - CRM system
• PandaDoc - electronic signature
• Lloyds Accounting Software - accounting software
• ZohoSites - website provider
• Airtable - database
• Smoobu - channel manager
• Stripe - payment gateway
• ChargeAutomation - deposit management system
• Google Drive - file storage
• Brevo - email marketing system 
• Canva - online design software
• LandMark - electronic due diligence check 

These systems are all password protected and it is only known/ accessed by persons authorised by the Company. 

Physical data (on paper) is held in a secure office in Turners Hill. You may ask us for more details about our data storage - to do so, please email us with your request. 

DATA RETENTION

We will retain your information in full or partially, (1) for as long as you use the Service; (2) to comply with other law, including for the period demanded by our tax authorities; (3) to support a claim or defense in court; (4) for an undetermined time thereafter, depending upon the factors deemed appropriate by Us; (5) until you request, via our email to Us, to delete your information.

DATA DELETION

We will permanently delete your information upon your request, which can be done by contacting Us. 

When We have no ongoing legitimate business need to process your personal information, We will either delete or anonymise it, or, if this is not possible (for example, because your personal information has been stored in backup archives), then We will securely store your personal information and isolate it from any further processing until deletion is possible.

We have implemented appropriate technical and organisational security measures designed to protect the security of any personal information We process. However, please also remember that We cannot guarantee that the internet itself is 100% secure. Although We will do our best to protect your personal information, transmission of personal information to and from our Service is at your own risk. You should only access the services within a secure environment. 

INFORMATION FROM MINORS

We do not knowingly solicit data from or market to children under 18 years of age. By using the Service, you represent that you are at least 18 years-old. 

If we learn that personal information from users less than 18 years of age has been collected, We will deactivate the account and take reasonable measures to promptly delete such data from Our records. If you become aware of any data we have collected from children under age 18, please contact us.

In some regions (like the European Economic Area), you have certain rights under applicable data protection laws. These may include the right (1) to request access and obtain a copy of your personal information; (2) to request rectification or erasure; (3) to restrict the processing of your personal information; and (4) if applicable, to data portability. In certain circumstances, you may also have the right to object to the processing of your personal information. To make such a request, please email us. We will consider and act upon any request in accordance with applicable data protection laws.

If We are relying on your consent to process your personal information, you have the right to withdraw your consent at any time. Please note however that this will not affect the lawfulness of the processing before its withdrawal.

If you are resident in the European Economic Area and you believe We are unlawfully processing your personal information, you also have the right to complain to your local data protection supervisory authority. You can find their contact details here: http://ec.europa.eu/justice/data-protection/bodies/authorities/index_en.htm 

OPT OUT

You can stop all collection of your information by ceasing use of our Services through the browser. You can request permanent deletion of your information by contacting Us.

You can unsubscribe from Our marketing email list at any time by clicking on the unsubscribe link in the emails that We send or by contacting Us. You will then be removed from the marketing email list – however, we will still need to send you service-related emails that are necessary for the administration and use of your account. 

We may update this Privacy Policy from time to time as necessary, for any reason. 

CONDITION OF USE
The continued use of the Service is deemed your acceptance of our Privacy Policy and any updates made to it. Should you disagree with any terms of this Privacy Policy, please cease the access and/or use of our Service.