General Data Protection Regulation
Mount & Minster LLP is committed to ensuring that your personal information is protected and treat all information held about you in accordance to General Data Protection Regulation (GDPR). For these purposes, Mount & Minster LLP is considered to be a ‘data controller’ and as a consequence, we decide how and why the personal data that we collect is used, when you contact us or otherwise engage with us via our website or other media.
The policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore, the way this website processes, stores and protects user data and information will also be detailed within this policy.
This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies to all UK national laws and requirements for user privacy.
Contact & Communication
Your personal information is kept private and stored securely until a time it is no longer required or has no use, as detailed by General Data Protection Regulation (GDPR). We are committed to ensuring that your personal information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online, in writing and orally.
We may collect the following information:
- name and job title
- contact information including email address
- demographic information such as postcode, preferences and interests
- other information relevant to customer surveys and/or offers
How we collect personal information:
We only gather the personal information we need for business purposes in order to provide you with the services you have requested or to comply with our regulatory obligations, as well as appropriate news and information where you have agreed to this.
We collect information from you in many different ways and this will include, but is not strictly limited to, by telephone, post, your personal visits to our offices/meetings with our employees, text, email, use of social media, online registration and information forms, online newsletters, information and feedback forms; as well as through other third party websites and property portals such as rightmove.co.uk, onthemarket.com
When you access www.mountandminster.co.uk information collected may include, but not be limited to:
Information as to what individual properties for sale or rent you have accessed as a registered user
Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.
Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.
Google Analytics (and other Google services/online third party information collection services) collating - Information about the device and browser you are using to access the website e.g. type, version, operating system, etc., traffic data including the URL of the website that referred you to our website if applicable, location data including geolocation, weblogs and other communication data, details of your interaction with social media, your computer’s IP (Internet Protocol) address, the date and time of your visit and how long you remained on our website, the pages visited on our website and interactions performed.
How we may use your information:
Your personal information will only be used in respect of our company’s legitimate interests in offering its services to you and other customers.
- For the Provision of our services and processing agreed transactions - We need your personal information in order for us to provide you with the services you request, such as but not excluding others, buying, renting or letting property; buying and selling goods/chattels by auction, planning work, farming/agricultural business services and survey and valuation services. Depending on which service you receive we may also need to share your personal information with a range of third parties including but not limited to, general building/maintenance service providers, local authorities, law enforcement agencies, utility companies, payment providers, credit referencing agencies, solicitors and conveyancers, estate agents, surveyors and financial services advisors and insurance providers.
- To allow us to meet our legal obligations as regards our agreed service requirements with you and other third parties - This may involve obligations, as part of our legitimate interests, in respect of, but not limited to legislative requirements such as the Right to Rent Checks under Section 22 of the Immigration Act 2014, and Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 and Estate Agency Act 1979, services standards, as well as obligations to our company’s professional regulatory body the RICS and the associate requirements of the membership of selective staff regulatory property institutions such as the CAAV, NAEA and ARLA.
- To assist in marketing, advertising and other communications of our services to you - When you register as an applicant, register to receive our online newsletters, enter into a service transaction with us, use our website, provide feedback on our service, the personal information acquired will be used to create your personal information profile. This may be used for the purposes of our legitimate interests, in order to send you appropriate marketing messages, including but not limited to, newsletters which are in line with any preferences you have told us about. When we send you marketing emails we rely on your consent to contact you for marketing purposes. You are not under any obligation to provide us with your personal data for marketing purposes. You can tell us that you do not want your personal information to be processed in this way at any time by contacting us at firstname.lastname@example.org or, where relevant, by following the unsubscribe/change my preferences link in any marketing communication you receive from us.
- To enable us to improve our service and your user experience/assess and report on business performance - By providing our company with your personal information, on and offline, we may obtain an insight into how you interact with our services and we may use this and the personal information of other customers, as part of our legitimate interests, in assessing how we can improve our services and the means of communication by which we engage with you. Your personal information may be anonymized in conjunction with that of other customers as part of our legitimate interest to assess how our company is performing and reporting performance standards for internal use and for external marketing purposes.
- For Mount & Minster staff personal security - Our company has a legitimate interest to request the provision of personal Information required to enable and ensure our staff are safe when conducting out of office viewings, market appraisals and meetings. Such personal information will include, but not exclusively be limited to a customer’s full personal details, contact information and a verifiable residential address.
- In handling any legitimate customer support request - If you contact our company in respect of customer support, we will consider it as being part of our legitimate interests and that of your own in making this request for us to process personal information such as, but not limited to, an email address, telephone number and residential address, to ensure we provide you with the best possible service.
How we store and protect your personal information
The security of the personal information we hold on you is very important to us and we have procedures in place designed to prevent unauthorised access to your personal information;
- By issuing us with your personal information, you agree to its transfer, storing and processing as part of our company’s legitimate interests.
- Our client files are stored on our secure customer management systems.
- Access is restricted on our customer systems to those within the company who are required to have access to your information for legitimate business purposes.
- Hard copy information files are stored in locked cabinets in the UK.
- We ensure access to personal information is restricted to employees and workers or other persons working within the company on a need to know basis only.
- General Data protection/GDPR 2018 training is provided to company employees and workers who need access to personal information.
- Your personal information is held in datacentres, some hosted by third party data management providers servicing our company which have systems and procedures in place to protect against both unauthorised access, and other external factors that could cause damage to your personal data. There are strict access requirements in place and access is restricted to those absolutely necessary.
- The digitised personal information we hold is stored in the UK on secure (password and firewall protected) servers.
- All electronic transactions and data transmissions with mountandminster.co.uk are encrypted by industry-standard SSL (Secure Socket Layer) technology; and it has a SSL certificate from GlobalSign, a WebTrust-certified certificate authority.
- The transfer of information via the internet is never completely secure and as a consequence we cannot guarantee the security of any information sent over the internet between your communication device and our website. Any such data transmission is at your own risk.
- Having received your personal information, we will apply strict procedures and security features to try to prevent unauthorised access, as part of our secure backups and data disaster recovery procedures.
Your personal information rights
We always recommend contacting us directly to discuss exercising your legal rights. Please use our email address email@example.com or contact us directly in one of our offices.
The Right to make a ‘subject to access request’
If you would like to enquire as to what personal information our company may hold about you, we can process such a request to provide you with a copy of any such information held upon receipt of proof of identity. We may charge an administration fee of up to £10 (plus VAT) to cover our costs for collating and providing you with this information.
All subject access requests must be made in writing and addressed for the attention of The Data Controller, Mount & Minster, Atton Place, 32 Eastgate, Lincoln, LN2 1QA
The Right of Access
You are entitled to receive confirmation as to whether your personal information is being processed by us, as well as various other information relating to our use of your personal information.
You also have the right to access your personal information which we are handling.
The Right of Rectification
You have the right to require us to rectify any inaccurate personal information we hold about you. You also have the right to have incomplete personal information we hold about you completed, by providing a supplementary statement to us.
The Right to Data Portability
You have the right to receive the personal information we hold about you in a structured, standard machine readable format and to send this to another organisation controlling your personal information.
The Right of Erasure
You have the right to require us to erase your personal information which we are handling in the following circumstances:
· We no longer need to use your personal information for the reasons we told you we collected it for
· Where we needed your consent to use your personal information and you have withdrawn your consent
· You object to use of your personal information and we have no compelling reason to carry on handling your personal information
· Our handling of your personal information has broken the law
· We must erase your personal information to comply with a law we are subject to.
Your Right to Object
You have the right to object to us handling your personal information when:
· We are handling your personal information based on our legitimate interests
· If you ask us to stop handling your personal information in this way, we will stop unless we can show you that we have compelling grounds as to why our use of your personal information should continue
· For marketing purposes. If you ask us to stop handling your personal information on this basis, we will stop.
How long will we retain your data for?
Where you have contracted with our company for its services, we will retain your personal information as long as is required to comply with our regulatory and statutory obligations to ensure that we are able to assist you should you have any questions, feedback or issues in connection with any services we have provided to you.
Where we have used your personal information to contact you for marketing communications we will contact you:
· At least every 36 months to ensure you are happy to continue receiving communications from us
· If you tell us that you no longer wish to receive marketing communications from us, we promise to stop sending them to you
· Where we have processed your data for any other reason (such as where you have contacted us with an initial enquiry) we will retain your data for up to 24 months
This website operates an email newsletter program, used to inform subscribers about products and services supplied by this website. Users can subscribe through an online automated process should they wish to do so but do so at their own discretion. Some subscriptions may be manually processed through prior written agreement with the user.
Subscriptions are taken in compliance with UK Spam Laws detailed in the Privacy and Electronic Communications Regulations 2003. All personal details relating to subscriptions are held securely and in accordance with GDPR. No personal details are passed on to third parties nor shared with companies / people outside of the company that operates this website. Under GDPR you may request a copy of personal information held about you by this website’s email newsletter program. If you would like a copy of the information held on you please write to the business address at the bottom of this policy.
Email marketing campaigns published by this website or its owners may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include; the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity [this is by no far a comprehensive list].
This information is used to refine future email campaigns and supply the user with more relevant content based around their activity.
In compliance with UK Spam Laws and the Privacy and Electronic Communications Regulations 2003 subscribers are given the opportunity to un-subscribe at any time through an automated system. This process is detailed at the footer of each email campaign.
Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites).
The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Adverts and Sponsored Links
This website may contain sponsored links and adverts. These will typically be served through our advertising partners, to whom may have detailed privacy policies relating directly to the adverts they serve.
Social Media Platforms
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
Shortened Links in Social Media
This website and its owners through their social media platform accounts may share web links to relevant web pages. By default, some social media platforms shorten lengthy urls [web addresses] (this is an example: http://bit.ly/zyVUBo).
Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.