Privacy & Cookies Policy

 

  1. Introduction

1.1      We are committed to safeguarding the privacy of our website visitors and service users.

1.2      This policy applies where we are acting as a data controller with respect to the personal data of our website visitors and service users; in other words, where we determine the purposes and means of the processing of that personal data.

1.3      We use cookies on our website. Insofar as those cookies are not strictly necessary for the provision of our website and services, we will ask you to consent to our use of cookies when you first visit our website.

1.4      In this policy, “we”, “us” and “our” refer to Hoopla Property Services Ltd.

  1. How we use your personal data

2.1      In this Section 2 we have set out:

(a)       the general categories of personal data that we may process;

(b)      in the case of personal data that we did not obtain directly from you, the source and specific categories of that data;

(c)       the purposes for which we may process personal data; and

(d)      the legal bases of the processing.

2.2      We may process data about your use of our website and services (“usage data“). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and services. The legal basis for this processing is our legitimate interests, namely monitoring and improving our website and services.

2.3      We may process your account data (“account data“).The account data may include your name and email address. The source of the account data is you, your employer, your landlord, your tenant or your letting agent. The account data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

2.4      We may process your information included in your personal profile on our website (“profile data“). The profile data may include your name, address, telephone number, email address, gender and employment details. The profile data may be processed for the purposes of enabling and monitoring your use of our website and services. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business, and the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

2.5      We may process your personal data that is provided in the course of the use of our services (“service data“). The service data may include your name, surname, address, phone number and email address. The source of the service data is you, your employer, your landlord, your tenant or your letting agent. The service data may be processed for the purposes of operating our website, providing our services,  registering any warranties/guarantees relating to work carried out, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you (including customer service follow up calls). The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business, and the performance of a contract between you and us (or your landlord, letting agent or tenant) and/or taking steps, at your (or your landlord, letting agent or tenants) request, to enter into such a contract

2.6      We may process information that you post for publication on our website, third party website, or through our services (“publication data“). The publication data may be processed for the purposes of enabling such publication and administering our website and services. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

2.7      We may process information contained in any enquiry you submit to us regarding goods and/or services (“enquiry data“). The enquiry data may be processed for the purposes of offering, marketing and selling relevant goods and/or services to you. The legal basis for this processing is consent.

2.8      We may process information relating to our customer relationships, including customer contact information (“customer relationship data“). The customer relationship data may include your name, your employer, your letting agent, your landlord, your tenant, your job title or role, your contact details, and information contained in communications between us and you or your employer, landlord, letting agent or tenant. The source of the customer relationship data is you, your employer, your letting agent, your landlord or your tenant. The customer relationship data may be processed for the purposes of managing our relationships with customers, communicating with customers, keeping records of those communications, registering any warranties/guarantees relating to work carried out, and promoting our products and services to customers. The legal basis for this processing is our legitimate interests, namely the proper management of our customer relationships.

2.9      We may process information relating to transactions, including purchases of goods and services, that you enter into with us and/or through our website or third party website (“transaction data“).The transaction data may include your contact details, your card details and the transaction details. The transaction data may be processed for the purpose of supplying the purchased goods and services and keeping proper records of those transactions. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract and our legitimate interests, namely the proper administration of our website and business.

2.10    We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters (“notification data“). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters. The legal basis for this processing is the performance of a contract between you and us and/or taking steps, at your request, to enter into such a contract.

2.11    We may process information contained in or relating to any communication that you send to us (“correspondence data“). The correspondence data may include the communication content and metadata associated with the communication. Our website will generate the metadata associated with communications made using the website contact forms. The correspondence data may be processed for the purposes of communicating with you and record-keeping. The legal basis for this processing is our legitimate interests, namely the proper administration of our website and business and communications with users.

2.12    We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.

2.13    We may process any of your personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional service.

2.14    In addition to the specific purposes for which we may process your personal data set out in this Section 2, we may also process any of your personal data where such processing is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person, or for the continual development of our products and services.

2.15    Please do not supply any other person’s personal data to us, unless we prompt you to do so.

  1. Providing your personal data to others

3.1      We may disclose your personal data to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary for the purposes, and on the legal bases, set out in this policy. Information about our group of companies can be found at hooplapropertyservices.com

3.2      We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

3.3      We may disclose personal and financial information to our accountants ‘Inca Accounting’ identified at www.inca-accountants.co.uk insofar as reasonably necessary for company accounts, PAYE, and VAT support.

3.4      We may disclose personal and financial information to our subcontractors, landlords, tenants letting agents insofar as reasonably necessary to complete our services.

3.5      Financial transactions relating to our website and services are handled by our payment services providers Stripe. We will share transaction data with our payment services providers only to the extent necessary for the purposes of processing your payments, refunding such payments and dealing with complaints and queries relating to such payments and refunds. You can find information about the payment services providers’ privacy policies and practices at www.stripe.com/gb.

3.6      We may disclose your enquiry data to one or more selected third party suppliers of goods and services for the purpose of enabling them to contact you so that they can offer, market and sell to you relevant goods and/or services. Each such third party will act as a data controller in relation to the enquiry data that we supply to it; and upon contacting you, each such third party will supply to you a copy of its own privacy policy, which will govern that third party’s use of your personal data. This includes the registering any warranties/guarantees relating to work carried out,

3.7      In addition to the specific disclosures of personal data set out in this Section 3, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

  1. Retaining and deleting personal data

4.1      This Section 4 sets out our data retention policies and procedure, which are designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of personal data.

4.2      Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes.

4.3      We will retain your personal data as follows:

(a)       All data will be retained for a minimum period of 14 days following request for deletion, and for a maximum period of 6 years following termination of all services.

4.4      Notwithstanding the other provisions of this Section 4, we may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.

  1. Security of personal data

5.1      We will take appropriate technical and organisational precautions to secure your personal data and to prevent the loss, misuse or alteration of your personal data.

5.2      We will store all your personal data on personal computers and mobile devices, and in secure manual record-keeping systems.

5.3      You acknowledge that the transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and we cannot guarantee the security of data sent over the internet.

  1. Amendments

6.1      We may update this policy from time to time by publishing a new version on our website.

6.2      You should check this page occasionally to ensure you are happy with any changes to this policy.

6.3      We may notify you of changes to this policy time to time

  1. Your rights

7.1      You should read the relevant laws and guidance from the regulatory authorities for a full explanation of your rights.

7.2      We can supply you a copy of your personal data if requested. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee.

7.3      You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.

7.4      You may exercise any of your rights in relation to your personal data by requesting so in writing. Evidence of your identity will be required.

  1. Third party websites

8.1      Our website includes hyperlinks to, and details of, third party websites.

8.2      We have no control over, and are not responsible for, the privacy policies and practices of third parties.

  1. Personal data of children

9.1      Our website and services are targeted at persons over the age of 18.

9.2      If we have reason to believe that we hold personal data of a person under that age in our databases, we will delete that personal data.

  1. Updating information

10.1    Please let us know if the personal information that we hold about you needs to be corrected or updated.

  1. Acting as a data processor

11.1    In the event that we act as a data processor rather than a data controller, this policy shall not apply. Our legal obligations as a data processor are instead set out in the contract between us and the relevant data controller.

  1. About cookies

12.1    A cookie is a file containing an identifier (a string of letters and numbers) that is sent by a web server to a web browser and is stored by the browser. The identifier is then sent back to the server each time the browser requests a page from the server.

12.2    Cookies may be either “persistent” cookies or “session” cookies: a persistent cookie will be stored by a web browser and will remain valid until its set expiry date, unless deleted by the user before the expiry date; a session cookie, on the other hand, will expire at the end of the user session, when the web browser is closed.

12.3    Cookies do not typically contain any information that personally identifies a user, but personal information that we store about you may be linked to the information stored in and obtained from cookies.

  1. Cookies that we may use

13.1    We use cookies for the following purposes:

(a)       authentication – we may use cookies to identify you when you visit our website and as you navigate our website

(b)      status – we may use cookies to help us to determine if you are logged into our website

(c)       shopping cart – we may use cookies to maintain the state of your shopping cart as you navigate our website

(d)      personalisation – we may use cookies to store information about your preferences and to personalise our website for you

(e)       security – we may use cookies as an element of the security measures used to protect user accounts, including preventing fraudulent use of login credentials, and to protect our website and services generally

(f)       advertising – we may use cookies to help us to display advertisements that will be relevant to you

(g)      analysis – we may use cookies to help us to analyse the use and performance of our website and services

(h)      cookie consent – we may use cookies to store your preferences in relation to the use of

  1. Cookies used by our service providers

14.1    Our service providers use cookies and those cookies may be stored on your computer when you visit our website.

14.2    We use Google Analytics to analyse the use of our website. Google Analytics gathers information about website use by means of cookies. The information gathered relating to our website is used to create reports about the use of our website. Google’s privacy policy is available at: https://www.google.com/policies/privacy/

14.3    We may publish Google AdSense interest-based advertisements on our website. These are tailored by Google to reflect your interests. To determine your interests, Google will track your behaviour on our website and on other websites across the web using cookies.

  1. Managing cookies

15.1    Most browsers allow you to refuse to accept cookies and to delete cookies. The methods for doing so vary from browser to browser, and from version to version. You can however obtain up-to-date information about blocking and deleting cookies via your preferred browser preferences:

15.2    Blocking all cookies will have a negative impact upon the usability of many websites.

15.3    If you block cookies, you may not be able to use all the features on our website.

  1. Our details

16.1    This website is owned and operated by Hoopla Property Services Ltd.

16.2      We are registered in England and Wales under registration number 10540287

and our registered office is at 70 Elizabeth Road, Henley on Thames, RG9 1RA

16.3    Our principal place of business is at 70 Elizabeth Road, Henley on Thames, RG9 1RA

16.4    You can contact us:

(a)       by post, to the postal address given above;

(b)      using our website contact form;

(c)       by telephone, on 01491 520226 or

(d)      by email, using the email address published on our website from time to time

  1. Data protection registration

17.1    We are under no requirement to register.

  1. Data protection officer

18.1    Our data protection officer’s contact details are Nicky Stevenson – info@hooplapropertyservices.com