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Martin Smith Lettings

Martin Smith Property Management Ltd understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our customers and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

1. Information About Us

Martin Smith Property Management Ltd.Limited Company registered in England under company number: 09115227 Registered and main trading address: 42 Romford Road, Stratford, E15 4BZ Data Protection Officer: Martin Smith

Email address: Telephone number: 0208 519 6677 Postal Address: As above.

2. What Does This Notice Cover?

This Privacy Information explains how we use your personal data: how it is collected, how it isheld, and how it is processed. It also explains your rights under the law relating to your personaldata.

3. What is Personal Data?

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679)(the “GDPR”) as ‘any information relating to an identifiable person who can be directly orindirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified.Personal data covers obvious information such as your name and contact details, but it alsocovers less obvious information such as identification numbers, electronic location data, andother online identifiers.

The personal data that we use is set out in Part 5, below.

4. What Are My Rights?

Under the GDPR, you have the following rights, which we will always work to uphold:

a) The right to be informed about our collection and use of your personal data. This PrivacyNotice should tell you everything you need to know, but you can always contact us tofind out more or to ask any questions using the details in Part 11.

b) The right to access the personal data we hold about you. Part 10 will tell you how to do this.

c) The right to have your personal data rectified if any of your personal data held by us isinaccurate or incomplete. Please contact us using the details in Part 11 to find out more.

d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 11 to find out more.

e) The right to restrict (i.e. prevent) the processing of your personal data.

f) The right to object to us using your personal data for a particular purpose or purposes.

g) The right to data portability. This means that, if you have provided personal data to usdirectly, we are using it with your consent or for the performance of a contract, and thatdata is processed using automated means, you can ask us for a copy of that personaldata to re-use with another service or business in many cases.

h) Rights relating to automated decision-making and profiling. We do not use your personaldata in this way.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 11.

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

5. What Personal Data Do You Collect?

We may collect some or all of the following personal data (this may vary according to yourrelationship with us):

  • Name;
  • Date of birth;
  • Gender;
  • Address;
  • Email address;
  • Telephone number;
  • Business name;
  • Job title;
  • Profession;
  • Payment information;
  • Information about your preferences and interests;

6. How Do You Use My Personal Data?

Under the GDPR, we must always have a lawful basis for using personal data. This may bebecause the data is necessary for our performance of a contract with you, because you haveconsented to our use of your personal data, or because it is in our legitimate business intereststo use it. Your personal data may be used for one of the following purposes:

  • Providing and managing your account.
  • Supplying our products AND/OR services to you. Your personal details are required inorder for us to enter into a contract with you.
  • Personalising and tailoring our products AND/OR services for you.
  • Communicating with you. This may include responding to emails or calls from you. GDPR Privacy Notice May 2018 V1 3
  • Supplying you with information by email AND/OR post that you have opted-in to (youmay unsubscribe or opt-out at any time by requesting to do so via e-mail or post).

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email AND/OR telephone AND/OR text message AND/OR post with information, news, and offers on our products AND/OR services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.

7. How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason(s) forwhich it was first collected. We will generally hold personal data for the duration of our businessrelationship. Once our business relationship has been terminated, we will generally hold yourpersonal data, for one year after the termination of the business relationship, but this is subjectto: (a) any minimum statutory or other legal, tax, health and safety or accounting requirementsfor particular data or records, and (b) the retention of some types of personal data for up to sixyears to protect against legal risk, e.g. if they could be relevant to a possible legal claim in aCounty Court or High Court.

Overall, this means that we will “thin” the file of personal data that we hold on clients, customersand suppliers one year after the termination of the business relationship, so that we onlycontinue to retain for a longer period what is strictly necessary.

8. How and Where Do You Store or Transfer My Personal Data?

We will only store or transfer your personal data in the UK. This means that it will be fullyprotected under the GDPR.

The security of your personal data is essential to us, and to protect your data, we take a numberof important measures, including the following:

  • All paper information is in a lockable cabinet and only the data protection officer hasaccess (key) for it.
  • All the information that is on a computer is protected with a password and only the dataprotection officer has access to it.

9. Do You Share My Personal Data?

We will not share any of your personal data with any third parties for any purposes, subject toone important exception.

In some limited circumstances, we may be legally required to share certain personal data, whichmight include yours, if we are involved in legal proceedings or complying with legal obligations,a court order, or the instructions of a government authority.

We may sometimes contract with the following third parties to supply products AND/OR servicesto you on our behalf. These may include payment processing, delivery, and marketing. In somecases, those third parties may require access to some or all of your personal data that we hold:

  • Our cleaners - In order to complete our service we need to give only your address andnames to the cleaners. We are not sharing your telephone number and email with them.

If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 8.

In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

10. How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of thatpersonal data and for a copy of it (where any such personal data is held). This is known as a“subject access request”.

All subject access requests should be made in writing and sent to the email or postal addressesshown in Part 11. To make this as easy as possible for you, a Subject Access Request Form isavailable for you to use. You do not have to use this form, but it is the easiest way to tell useverything we need to know to respond to your request as quickly as possible.

There is not normally any charge for a subject access request. If your request is ‘manifestlyunfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged tocover our administrative costs in responding.

We will respond to your subject access request within 28 days and, in any case, not more thanone month of receiving it. Normally, we aim to provide a complete response, including a copy ofyour personal data within that time. In some cases, however, particularly if your request is morecomplex, more time may be required up to a maximum of three months from the date we receiveyour request. You will be kept fully informed of our progress.

11 .How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including tomake a subject access request, please use the following details (for the attention of Mrs MariyaIlieva):

Email address: Telephone number: 0208 519 6677Postal Address: 42 Romford Road, Stratford, E15 4BZ

12. Changes to this Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for example, ifthe law changes, or if we change our business in a way that affects personal data protection. Any changes will be made available on our website under “Terms & Conditions”.