At NEPM Ltd, we’re committed to respecting and
protecting your privacy.
This Privacy Policy explains when and why we
collect personal information about our website visitors, customers and people
who contact or interact with us, how we use it, the conditions under which we
may disclose it to others and how we keep it secure.
If you do not want us to process your personal
information as described in this Privacy Policy, please do not provide
information to NEPM Ltd or use our website http://www.nepm.co.uk/.
NEPM Ltd has a Data Protection Officer who is
responsible for matters relating to privacy and data protection. The Data
Protection Officer can be reached at info@nepm.co.uk or Buddle House, Buddle
Road, Newcastle upon Tyne, NE4 8AW.
About NEPM Ltd
NEPM Ltd is a limited company registered in
England under the company number 12683412 and registered address is Buddle
House, Buddle Road, Newcastle upon Tyne, NE4 8AW.
How do we collect personal information about
you?
We obtain personal information about you that
you provide to us through our website, emails, phone conversations, documents
you provide to us or when you visit with one of our agents, for example when
you:
● Enquire about specific properties for rent
● Ask us to value your property
● Register for our email newsletters
● Participate in one of our surveys
● Interact with us on our social media sites
We also obtain personal information relating to
you using automated technical means when you visit our website.
What type of personal information is collected?
The information we collect from you might
include (but is not limited to) your name, address, email address, phone
number, date of birth and financial details and any other information you
choose to provide to us.
The information we collect through our website
using automated technical means includes: the Internet protocol (IP) address
used to connect your computer to the Internet, your login information, browser
type and version, time zone setting, browser plug-in types and versions,
operating system and platform, identification number, online identifier and
location data. We also collect information about your website visit including
which website pages are accessed, page response times and length of visits to
pages.
How long do we retain your personal
information?
We review our retention periods for personal data on a regular basis. We are legally
required to hold some types of information for certain prescribed periods to fulfil
our statutory obligations. Outside of specific statutory obligations, we will hold
your personal data on our systems for as long as is necessary for the relevant
purposes for which we use it, or in accordance with any retention periods set out
in any relevant contract you hold with us.
We will retain your personal information
including your name, address, email address, phone number, date of birth and
financial details for a minimum period of 1 year and for a maximum period of 6
years.
How do we use your personal information?
Under the GDPR you must state the purposes and
legal basis for processing each category of personal data. It is your
responsibility to describe the purpose and the legal bases that you are relying
on, and where you are relying on ‘legitimate interests’, what those legitimate
interests are. We have made some suggestions in red, but you’ll need to review
these to determine whether they are appropriate for your agency.
We may use the information that you directly
provide to us in the following ways:
● We may use your name,
address and contact details for the purpose of carrying out our obligations
arising from any contracts entered into by you and NEPM Ltd such as providing
you with products and services you have requested, visiting and arranging viewings
of your property. Our legal basis for this use is that it is necessary
for the performance of a contract to which you are party.
● We may use your name, email
address and postal address to provide you with information, you have requested
from us, respond to enquiries or requests from you, communicate with you in
relation to those enquiries or requests and arranging visits to your property
by our staff. Our legal basis for this use is our legitimate interests,
namely carrying out activities in the course of NEPM Ltd business in response
to customer enquiries or requests.
● We may use your name, email
address and postal address to provide you with information regarding similar
goods and services to those you have already enquired about or purchased.
Our legal basis for this use is our legitimate interests, namely the
ongoing marketing of our goods and services to individuals with whom we have an
existing relationship in connection with our goods and services and/or who have
expressed an interest in those goods and services.
● Where you have entered into
a contract with us or we have provided you with services, we may use your name,
email address, postal address or phone number to ask for your feedback about
the services we have provided to you. Our legal basis for this use is our
legitimate interests, namely evaluating and where necessary improving the
quality of our service provision with a view to promoting the success of our
business and positive customer relationships.
● Where you are a party to an
existing contract with us or regularly enter into contracts with us for our
goods and services, we may use your name, email address, postal address or
phone number to notify you of changes to the terms and conditions of our
services. Our legal basis for this use is our legitimate interests,
namely the administration and management of our business contracts and
relationships.
● We may use your name, email
address and postal address to send you marketing communications, if you have
chosen to receive these. These may include information about properties for
rent or for sale, the current property market, promotions or offers. Our legal
basis for this use is consent.
We may use the information that we automatically
collect using technical means through our website to:
● Administer our site and for
troubleshooting, testing, research and statistical purposes. We use Google
Analytics, a third-party website monitoring tool. Our legal basis for this is
our legitimate interests, namely [monitoring the use of our software and IT
systems, improving our website;
● Measure or understand the
effectiveness of our own advertising activity. Our legal basis for this use is
our legitimate interests, namely improving the relevancy of our advertising;
● Measure or understand the
effectiveness of our marketing emails. Our legal basis for this use is consent.
This automated collection of information may
involve the use of cookies. Please see our Cookies Policy for further
detail about these https://www.nepm.co.uk/pages/cookies
We may analyse the personal information we
collect directly from you and obtain using automated technical means to create
a profile of your interests and preferences so that we can contact you with
information relevant to you (if you have chosen to receive marketing
communications from us).
We may also use any of your personal information
that we collect from you directly where necessary to detect and reduce fraud
and credit risk. Our legal basis for this use of your personal
information is our legitimate interests in preventing our business being
subject to fraud or credit risk.
Who has access to information?
We will not sell or rent your information to
third parties.
We may pass your information to third party
service providers, including but not limited to:
● Business partners, suppliers
and sub-contractors working on our behalf for the purposes of completing tasks
and providing services to you.
When we use third party service providers, we
disclose only the personal information that is necessary to deliver the service
and we have a contract in place that requires them to keep your information
secure and otherwise use your information in accordance with applicable data
protection law.
We may disclose your personal information to any
member of our group of companies (this means our subsidiaries, North East Lets
Ltd, North East Renovations Ltd insofar as reasonably necessary for the
purposes set out in this policy.
We may disclose your personal information to our
insurers and /or professional advisers insofar as reasonably necessary for the
purposes of obtaining and maintaining insurance coverage, managing risks,
obtaining professional advice and managing legal disputes.
We may transfer your personal information to a
third party as part of a sale of some or all of our business and assets, or as
part of any business restructuring or reorganisation, or if we’re under a duty
to disclose or share your personal data in order to comply with any legal
obligation or to enforce or apply our terms of use or to protect the rights,
property or safety of our customers. However, we will take steps with the aim
of ensuring that your privacy rights continue to be protected.
In addition to the specific disclosures set out
in this section, we may disclose your personal information 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, or for the establishment, exercise or defence of legal
claims, whether in court proceedings or in an administrative out-of-court
procedure.
Your rights
In this section we have summarised the rights
that you have under data protection law. Some of the rights are complex,
applying only in certain circumstances and subject to certain exceptions, and
in the interests of keeping this policy concise, not all of the details have
been included in our summaries. Accordingly, you should read the relevant
laws and guidance from the regulatory authorities for a full explanation of
these rights.
You have the right:
● To object to us processing
your personal information for marketing purposes. If you object, we will stop
processing your personal information for this purpose. When we collect
your data, you can choose whether you wish to receive marketing communications
from us. If you wish to stop receiving marketing communications, you can opt
out at any time by clicking an ‘unsubscribe’ link at the bottom of one of our
emails.
● To access the information we
hold about you and certain information about our processing of it and your
rights in relation to it.
● In certain circumstances, to
obtain erasure of the personal information we hold about you, subject to
certain exceptions.
● To rectification of the
information we hold about you.
● In certain circumstances, to
restrict our processing of your personal information or object to us processing
it. If you object, we will stop processing your personal information unless
certain exceptions apply.
● Where our legal basis for
processing your personal information is your consent or the performance of a
contract and we process it by automated means, to be provided with the personal
information we hold about you in structured, commonly used and machine-readable
format and to transmit the information to another controller.
● To not be subject to a
decision based solely on automated processing, including profiling, that
produces legal effects concerning you or similarly affecting you, subject to
certain exceptions.
● Where our processing of your
personal information is based on your consent, to withdraw that consent at any
time. If you withdraw your consent, we will stop the relevant processing,
but it will not affect the lawfulness of our processing before the withdrawal.
To exercise any of these rights, email us at
info@nepm.co.uk or write to us at NEPM Ltd Buddle House, Buddle Road,
Newcastle upon Tyne, NE4 8AW. In addition, you can exercise your right to
object to direct marketing at any time by clicking an ‘unsubscribe’ link at the
bottom of one of our emails.
If you consider that our processing of your
personal information infringes data protection laws, you have the right to
lodge a complaint to a supervisory authority responsible for data protection.
You may do this in the EU member state of your habitual residence, your
place of work or the place of the alleged infringement. More information
about lodging a complaint with the Information Commissioner’s Office (the
relevant UK supervisory authority) can be found at
https://ico.org.uk/concerns/.
Security precautions in place to protect your
information
We take appropriate technical and organisational
precautions to secure your personal information and prevent its loss, misuse or
alteration. All information you provide to us is stored on our secure storage
facility.
The transmission of unencrypted (or inadequately
encrypted) data over the internet is inherently insecure, and for this reason
we cannot guarantee the security of data sent between us over the
internet.
Use of Cookies
Like many other websites, our website uses
cookies. ‘Cookies’ are small pieces of information sent by an organisation to
your computer and stored on your hard drive to allow that website to recognise
you when you visit. They collect statistical data about your browsing actions
and patterns.
Cookies allow us to provide important site
functionality so you don’t have to re-enter lots of information. They also
allow us to remember what links and pages you have been or viewed during a
session. This helps us deliver a better, more personalised service to you.
It is possible to switch off cookies by setting
your browser preferences. For more information on the Cookies we use, visit
our Cookies page.
Links to other websites
Our website may contain links to other websites
run by other organisations. We are not responsible for the privacy practices of
those organisations or the content of their websites. You should read the privacy
policies of these organisations before providing them with any personal
information.
Review of this Policy
We keep this Policy under regular review. This
Policy was last updated on 21st November 2022.
If we change our Privacy Policy we will post the
changes on this page and may place notices on other sections of the website
and/or notify you by email.
Further information
You can obtain further information about data
protection laws by visiting the Information Commissioner’s Office website at
www.ico.org.uk.