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Privacy Policy

Purpose of this Privacy Policy

This document clarifies how Havensmith Properties Ltd acquires and handles your personal data when you interact with our website or submit data through it.

Please note, our website isn’t designed for children, and we intentionally avoid gathering data from minors. For a comprehensive understanding, we recommend you review this privacy statement in conjunction with other privacy-related notices we might provide. This ensures you have a holistic view of our data practices. This document complements, not replaces, other notices.

Havensmith Properties Ltd oversees this website and typically acts as the Data Controller, deciding how your personal data is used and managed. 

Data Controller

On rare occasions, we might act as the Data Processor, managing data on behalf of another entity.  Should you need clarity on our role in a specific context, please contact info@havensmith.co.uk.

We honour your privacy rights and diligently adhere to data protection regulations. Any personal data we collect is done transparently, with your knowledge and consent. Remember, you can always retract your data processing consent. However, this doesn’t negate the legality of any prior consent-based processing.

Rest assured, any personal information shared with us remains confidential. We utilize advanced measures to ensure data security and continually educate our staff on best data protection practices.

How We Gather and Classify Your Information

When you register or contact us, you voluntarily provide us with data. Additionally, our web servers log certain information about your website usage. 

Types of personal data

Personal data refers to any detail that can be used to identify an individual. This excludes data that’s been anonymised. The diverse personal data we might collect, use, and store about you includes:

Identity Information: This covers details like your first, maiden, and last name, username or a similar tag, marital status, title, birth date, and gender.

Contact Information: Here, we store details such as your billing and delivery address, email, and phone numbers.

Technical Information: This pertains to the IP address you use, browser specifics, time zone settings, the devices and technologies you use to browse our website, including their operating system.

Profile Information : This includes service requests you’ve made, your interests, feedback, preferences, and any responses you’ve given in surveys.

Usage Information: This provides insights into how you navigate our website and use our offerings.

Marketing and Communication Information: This captures your choices about receiving marketing materials from us or our partnered third parties and your communication settings.

If you fail to provide person data required by law

When it’s a legal or contractual requirement to collect your personal data and you don’t supply it upon our request, it might hinder our ability to fulfill our contract with you, such as delivering our services. If this happens, we might need to cancel a product or service you’ve requested from us. Should such a situation arise, we’ll promptly inform you.

Where do we keep your data?

Our UK-based staff manage and process the information we collect. While we might save this data in cloud storage or on an offsite server situated in Europe, we ensure no third parties access your personal information unless legally allowed. We only share the necessary amount of data when required. Our data resides in encrypted CRM systems that are password-protected and exclusively for staff access. Any data outside these systems is maintained in paper format, securely stored at our office premises.

How do we collect your personal data?

We gather information about you through various means, including:

  • Direct Engagements: You might share details like your identity, contact, and property specifics with us. This could happen when you:
    • Complete forms on our website.
    • Communicate with us via mail, phone, email, or other methods.
    • Opt for our products or services.
    • Sign up for our marketing communications.
    • Offer feedback to us.
  • Digital Tools and User Interactions: When you browse our website, we might collect automated data about your device and browsing habits. This is achieved using tools like server logs.
  • External Sources: Sometimes, we obtain personal details about you from third-party sources, such as:
    • Technical, payment, and delivery service providers who may share contact, financial, and transactional data with us.
    • Data collection entities or aggregators.
    • Open resources like Companies House, The Land Registry, and the Electoral Register within the EU.

How we use your personal data

We only process your personal data if it’s permissible by law. Typically, we handle your data under these conditions:
  • When executing a contract that we’re either planning to or have already established with you.
  • When our legitimate interests, or those of a third party, coincide with yours and don’t infringe upon your basic rights.
  • To meet specific legal or regulatory requirements.

Usually, we don’t depend on your consent for data processing except potentially for third-party direct marketing purposes. Should you wish to retract your marketing consent, please email us at info@havensmith.co.uk.
Activity Types of DataLawful basis for processing
Online Enquiry Form

(a) Identity

(b) Contact

(c) Address

(d) Marketing &
Communication

 (a) A customer interested in selling their property has actively sought our services and voluntarily shared their details through our enquiry form. This action signifies their agreement for us to gather and process this data, enabling us to reach out, discuss, and offer our services while better understanding their specific needs.
Incoming Phone Call/Initial Call. To register you as a customer, to follow up on an online enquiry

(a) Identity

(b) Contact

(c) Address

(d) Marketing &
Communication

(e) Financial

(f) Reason for
sale

(a) A customer interested in selling their property actively sought our services and voluntarily shared their details during an inbound phone call. This gesture indicates their consent for us to gather this information, allowing us to engage in discussions, offer our services, and gain insight into their specific needs.

(b) Essential for our genuine interests in maintaining up-to-date records and understanding customer interactions with our products/services.

(c)  We need to know the outstanding amount on a property to ensure that our proposal can address any secured loans on the property being presented to our company for acquisition.

To oversee our interactions with you, this encompasses:

(a) Informing you of alterations to our terms or privacy guidelines

(b) Keeping you posted on the advancements of your sale/purchase

(c) Recommending other services that align with your interests, derived from the details you’ve shared with us

(a) Identity

(b) Contact

(c) Marketing &
Communication

(a) Execution of an agreement to acquire your property

(b) Mandatory to fulfil a legal duty

(c) Essential for our valid concerns (to maintain up-to-date records and analyse customer service usage)

(d) Required for our justifiable interests in updating you on the advancement of your transaction with our firm
For the management and safeguarding of our business and this website, encompassing tasks such as resolving issues, analysing data, conducting tests, maintaining systems, providing support, generating reports, and hosting data.

(a) Identity

(b) Contact

(c) Technical

(a) A customer who is looking to sell their property has searched for our service and willingly provided us with the data we ask for whilst on an inbound phone call. This therefore constitutes affirmative action for us to collect this data with a view to discussing and offering our service and understand their requirements further.

(b) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)

(c) The amount owed on a property is required so we can make sure our offer will cover the redemption of secured lending on the property that is being offered to our company for purchase.

To provide you with pertinent website content and advertisements while gauging the efficacy of the advertising we deliver. To employ data analytics for the enhancement of our website, products/services, marketing strategies, customer interactions, and overall experiences.

(a) Identity

(b) Contact

(c) Profile

(d) Usage

(e) Marketing &
Communication

(f) Technical

(a) A customer who is looking to sell their property has searched for our service and willingly provided us with the data we ask for whilst on an inbound phone call. This therefore constitutes affirmative action for us to collect this data with a view to discussing and offering our service and understand their requirements further.

(b) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)

(c) The amount owed on a property is required so we can make sure our offer will cover the redemption of secured lending on the property that is being offered to our company for purchase.

 

Activity
Online Enquiry Form
Type of data

(a) Identity

(b) Contact

(c) Address

(d) Marketing &
Communication

Lawful basis of processing
(a) A customer interested in selling their property has actively sought our services and voluntarily shared their details through our enquiry form. This action signifies their agreement for us to gather and process this data, enabling us to reach out, discuss, and offer our services while better understanding their specific needs.

 

 

Activity
Incoming Phone Call/Initial Call. To register you as a customer, to follow up on an online enquiry
Type of data
(a) Identity (b) Contact (c) Address (d) Marketing & Communication (e) Financial (f) Reason for sale
Lawful basis of processing
(a) A customer interested in selling their property actively sought our services and voluntarily shared their details during an inbound phone call. This gesture indicates their consent for us to gather this information, allowing us to engage in discussions, offer our services, and gain insight into their specific needs. (b) Essential for our genuine interests in maintaining up-to-date records and understanding customer interactions with our products/services. (c)  We need to know the outstanding amount on a property to ensure that our proposal can address any secured loans on the property being presented to our company for acquisition.

 

Activity
To oversee our interactions with you, this encompasses:

(a) Informing you of alterations to our terms or privacy guidelines

(b) Keeping you posted on the advancements of your sale/purchase

(c) Recommending other services that align with your interests, derived from the details you’ve shared with us

Type of data

(a) Identity

(b) Contact

(c) Marketing &
Communication

Lawful basis of processing

(a) Execution of an agreement to acquire your property

(b) Mandatory to fulfil a legal duty

(c) Essential for our valid concerns (to maintain up-to-date records and analyse customer service usage)

(d) Required for our justifiable interests in updating you on the advancement of your transaction with our firm

 

Activity
For the management and safeguarding of our business and this website, encompassing tasks such as resolving issues, analysing data, conducting tests, maintaining systems, providing support, generating reports, and hosting data.
Type of data

(a) Identity

(b) Contact

(c) Technical

Lawful basis of processing

(a) A customer who is looking to sell their property has searched for our service and willingly provided us with the data we ask for whilst on an inbound phone call. This therefore constitutes affirmative action for us to collect this data with a view to discussing and offering our service and understand their requirements further.

(b) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)

(c) The amount owed on a property is required so we can make sure our offer will cover the redemption of secured lending on the property that is being offered to our company for purchase.

Activity
To provide you with pertinent website content and advertisements while gauging the efficacy of the advertising we deliver. To employ data analytics for the enhancement of our website, products/services, marketing strategies, customer interactions, and overall experiences.
Type of data

(a) Identity

(b) Contact

(c) Profile

(d) Usage

(e) Marketing &
Communication

(f) Technical

Lawful basis of processing

(a) A customer who is looking to sell their property has searched for our service and willingly provided us with the data we ask for whilst on an inbound phone call. This therefore constitutes affirmative action for us to collect this data with a view to discussing and offering our service and understand their requirements further.

(b) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)

(c) The amount owed on a property is required so we can make sure our offer will cover the redemption of secured lending on the property that is being offered to our company for purchase.

Who might your information be shared with?

We have the possibility of revealing your personal information to:

• other entities under our corporate umbrella;

• our legal representatives, representatives, and service providers;

• law enforcement agencies as part of investigations to deter illegal actions;

• we might also reveal your details to prevent and uncover criminal activities, safeguarding the Company’s interests; and

• if any other external parties necessitate access to your information, we will solely proceed with your explicit agreement.

Handling special data

The Data Protection Act of 2018 (which encompasses GDPR, 2018) delineates special data as particularly sensitive, thereby necessitating heightened protection. Owing to the nature of our operations, we might find it necessary to retain and process certain types of this data. The potential categories subject to processing encompass (but are not confined to): race, ethnic origin, political affiliations, religious beliefs, health status, sexual orientation, or personal relationships.

Please take note that we will solely request this information if it directly pertains to your unique circumstances and the service we are poised to provide you. We will require your explicit consent to manage this data or if the processing is imperative for the initiation, execution, or defense of legal claims.

How long we keep your data

We will retain your personal information for the duration necessary to fulfill the objectives for which it was initially collected, ensuring the provision of services and the pursuit of our valid business interests, or as mandated by relevant legal obligations.

In determining the appropriate period for retaining personal data, we take into account factors such as the volume, nature, and sensitivity of the personal data, the potential risks associated with unauthorised disclosure or use of your personal data, the purposes for which we process the information, and whether alternate methods can achieve those objectives. Additionally, we consider the applicable legal stipulations.

Typically, we maintain your personal data for a minimum of 6 years, after which it will be securely disposed of. Should you require further details about the retention and deletion of your data, please don’t hesitate to email us at info@havensmith.co.uk.

Havensmith Marketing

We aim to provide you with information about our products and services that could be of potential interest. If you have consented to receive marketing emails or signed up for our newsletters, you may opt out at any time. 

If you would like to receive marketing communications, please contact us at info@havensmith.co.uk.

We might use your Identity, Contact, Technical, Usage, and Profile Data to help us decide what may be of interest to you.  This approach assists us in discerning the products, services, and promotions that might hold relevance for you (a process we refer to as marketing).

You may receive marketing communications from us if you have requested information from us and you have not chosen to opt out from receiving such marketing content.

Collection and use of website information

We engage in the mapping and analysis of usage patterns exhibited by website visitors, a process intended to aid in the evolution of the site and the augmentation of each visitor’s browsing experience.

Depending on the browser you use, you might have the option to configure it in the following ways:
• Receive prompts to individually accept or reject cookies.
• Prevent your browser from accepting any cookies at all.

For specific details concerning cookie security, it’s advisable to consult the supplier or manufacturer of your web browser.

As part of your visit to this site, we may gather and retain particular ‘technical information’, including:
• The IP address through which you access the website.
• The browser type and operating system employed during your visit.
• The date and time of your visit(s) to the site.
• Clickstream data that unveils the actions taken by visitors throughout the website.
• The website address from which you arrived at this site.

For more comprehensive insight into the cookies we employ, kindly review our cookie policy.

Your rights under The Data Protection Act, 2018

These are your right under the Data Protection Act 2018 (this is the UK’s version of GDPR, 2018). You will not have to pay to access your personal data (or to exercise any of your other rights). We may, however, charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. 

Right to be informed

Our obligation is to provide you with clear, concise, and easily accessible information about how we intend to process your data.

Right of access

You have the privilege to request a complimentary copy of the information we hold about you (known as a subject access request). To obtain this copy, please email info@havensmith.co.uk. You will need to:
– Provide verification of your identity and address (such as a copy of your passport or driver’s license, along with a recent utility bill).
– Specify the details you wish to receive a copy of, including any reference numbers you may possess.

We may contact you to ask you for further information on relation to your request in order to speed up our ability to respond.

Right of rectification

If you suspect any inaccuracies in our data, you possess the right to rectification, a process that is free of charge. Within one month (or two if the data is intricate), we will effect the necessary amendments. To exercise this right:
– Contact us via email, phone, or written correspondence (refer to ‘How to Contact Us’ below).
– Furnish enough details for us to identify you (e.g., account number, username, application specifics).
– Indicate the information that requires correction and provide the accurate replacement.

Right of erasure

You have the ability to request the complete removal of your personal data from our records, albeit this action is possible only under specific circumstances. To explore the feasibility of this process, please connect with us for a comprehensive discussion.

Right to restrict processing

If desired, you can request the cessation or temporary suspension of the processing of your personal data. In such cases, we have the authority to retain the data without engaging in further processing.

Right to object

You possess the right to object to the processing of your data under circumstances involving legitimate interests, direct marketing, and historical/scientific research and/or statistical analysis.

Right of to lodge a complaint

Should you find any reason to lodge a complaint concerning the handling of your personal data, you are entitled to approach the Information Commissioner’s Office (ICO).

Our time limit to respond to your request

We must try to respond to any Subject Access requests in a timely manner, this is specified as within a month. Occasionally it may take us a little longer than a month for particularly complex requests or if a number of requests have been received from the same person. In such circumstances we will keep you informed.

How can you contact us?

If you have any questions about our Privacy Policy, please use our contact form and we will be happy to answer any questions.

You may also contact us:

By post: Havensmith Properties Ltd, 21a Brighton Road, South Croydon, England, CR2 6EA, or alternatively

By email: info@havensmith.co.uk

We are a property investment company specialising in sourcing, acquiring and managing a diversified portfolio that generates income and capital appreciation for our investors

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