privacy policy

LITTLEJOHNS PROPERTY MANAGERS PRIVACY POLICY

Our commitment to you

Littlejohns Property Managers (“We”) are committed to protecting and respecting your privacy. Below are the guidelines we adhere to for protecting your personal data. Please read these very carefully.

This policy (together with our terms of use at littlejohns.ltd.uk and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our practices regarding your personal data and how we will treat it.
For the purpose of General Data Protection Regulation (GDPR), the data controller is Littlejohns Property Managers, having a place of business at 115 Lauriston Place Edinburgh EH3 9JG.

Information we may collect from you

We may ask you to provide information that will enable us to provide services to you, enhance your site visit, respond to requests for information, support our customer relationship, assist you with technical support issues or follow up with you after your visit.
We may ask for your name, address, email address, telephone number, occupation, credit card information and other bank details and other information that is necessary to process your application, provide requested services or register you for or subscribe you to services or offers.

In particular, we may collect and process the following data about you:


• If you contact us or make enquiries, we may keep a record of that correspondence
• We may also ask you to complete surveys that we use for research purposes, although you do not have to respond to them
• Details of transactions you carry out through our site and of the fulfilment of your property transactions as landlord or tenant; and/or
• Details of your visits to our site including, but not limited to, traffic data, location data, weblogs and other communication data

Who has access to your information?

We will not sell your information to third parties or share your personal data for marketing purposes.
We will on occasion need to pass your details onto third parties to carry out works requested by us on your behalf. They fully understand that this information is covered by GDPR and they are responsible for securing your information under their own Privacy Policy and GDPR. When we use third parties, we disclose only the personal information that is necessary for them to deliver the service required and that this information is their responsibility once passed to them.

Your choices

You have a choice about whether or not you wish to receive information from us. We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. If you no longer wish to receive email communication about our services then you are able to unsubscribe.

How you can access and update your information

The accuracy of your information is important to us. We are working on ways to make it easier for you to review and correct information that we hold about you. In the meantime, if you change email address or any of the other information we hold is inaccurate or out of date, please email us at .(JavaScript must be enabled to view this email address) or write to Littlejohns Property Managers, 115 Lauriston Place, Edinburgh, EH3 9JG. Alternatively, you can telephone 0131 228 3535.

You have the right to ask for a copy of the information we hold about you. We will provide this information to you electronically within a 30-day period, please note that for substantial or excessive enquiries this may invoke a small admin fee and may take up to 60 days for substantial enquiries.

You can find out more about you rights as a data subject at the Information Commissioner’s Office (https://ico.org.uk/) (ICO) website.

IP addresses and cookies

We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.

For the same reason, we may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service.

They enable us:


• To estimate our audience size and usage pattern
• To store information about your preferences; this allows us to customise our site according to your individual interests
• To speed up your searches
• To recognise you when you return to our site

You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site (including when you link to any third party advertisements on our site).

Where we store your personal data

By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy. All information you provide to us is stored on our secure servers. If personal data is stored on removable media (e.g. CD, DVD, USB), that removable media will be stored securely at all times when not being used. Personal data will never be saved directly to mobile devices.

Where personal data is stored on paper it will be kept in a secure place where unauthorised personnel cannot access it. Employees will ensure that no personal data is left where unauthorised personnel can access it. When the personal data is no longer required it will be disposed of by the employee so as to ensure its destruction. If the personal data requires to be retained on a physical file then the employee should ensure it is properly secured within the file, (e.g. stapled, or bound in any other secure manner within the file) which is then stored in accordance with our storage provisions.

Complaints

Under the GDPR (2018) you have the right to complain about the way we process your data. You can complain to us directly by email .(JavaScript must be enabled to view this email address) and mark your email for the attention of the Data Protection Officer. You are also welcome to provide us with feedback.
If you would like to take your complaint further, you are also able to complain directly to the ICO who will contact us on your behalf.

Breaches

A data breach can occur at any point when handling personal data and we have reporting duties in the event of a data breach or potential breach occurring. Breaches which pose a risk to the rights and freedoms of the data subjects who are the subject of the breach require to be reported externally to the ICO.

We take the security of data very seriously and in the unlikely event of a breach will take the following steps:


1: As soon as the breach or potential breach has occurred, and in any event no later than six (6) hours after it has occurred, the data breach must be recorded in writing of (i) what is the breach, (ii) how it occurred and (iii) what the likely impact of that breach is on any data subject(s).
2: We must seek to contain the breach by whatever means available.
3: We must consider whether the breach is one which requires to be reported to the ICO.
4: Notify third parties in accordance with the terms of any applicable data sharing agreements.

 

Reporting to the ICO

We are required to report any breaches which pose a risk to the rights and freedoms of the data subjects who are the subject of the breach, to the ICO within 72 hours of the breach occurring. The DPO must also consider whether it is appropriate to notify those data subjects affected by the breach.

Data Protection Officer

The Data Protection Officer in this instance is Littlejohns Property Managers and we have the responsibility and oversight over compliance under the data protection laws.
Archiving, retention and destruction of data

We cannot store and retain personal data indefinitely. We must ensure that personal data is only retained for the period necessary. We shall ensure that all personal data is archived and destroyed timeously and at the point that we no longer need to retain that personal data in accordance with the periods specified.

Review of this Privacy Notice

We keep this Privacy Notice under regular review, This Privacy Notice was last updated on 24th May 2018.