Privacy Policy

Harvey & Ryall Ltd, company registration number 10608376 , data protection registered number ZA242057.

Harvey & Ryall are committed to maintaining the trust of our clients and users of our web site. We believe strongly that your personal data should be protected always and used for relevant purposes. We do not engage in selling, renting or trading your data as email lists to third party businesses for marketing purposes.

We have set out below what the information we collect, how we collect it and for which purposes including how we process it and your rights. By using Harvey & Ryall web site and the services we provide you are agreeing to be bound by this policy in respect of information collected about you through this site and any other means.

If you do not agree with this policy please do not use this web site.

For the EU General Data Protection Regulation ("GDPR") we are the "data controller".

What information do we collect & how we use it?

Registrations & Mailing Lists

When you instruct us to carry out a service you will complete a registration.

As part of our registration process on our web site we will collect personal data from you for the following reasons: to allow us to contact you in order to obtain further details and ultimately provide a service; to tell you about things that you ask us to keep you informed of; to carry out checks with third parties and verify the information with your express consent; to obtain feedback and reviews of our service; to check our records are correct and update them accordingly; to provide you with relevant and accurate information when completing a service; to keep you updated on the progress of your service.

We will store a history of your use on our site, if after 5 years we don’t hear from you we may archive your details and delete it from our system and database.

Contact via a third party

You may contact us through a third party site such as Rightmove or Zoopla (ZPG) by sending a contact form. We will store this information in our email system and database so that we may contact you about the enquiry. Please refer to the privacy policies of the site which you use for more details on how they store and process your data.

Service providers

Some of our services are completed by carefully selected partners. We have checked their privacy policies and satisfied ourselves that they have a clear policy on use, processing and storing of personal data and they will not use the data provided to them for any other reason than to provide the service unless you have expressly given them that authority.

Below is a list of the service providers that we process your data with;

Split the Bills – With your express permission we will ask Split the Bills to contact clients regarding services they have to offer in regards to energy bills. Please refer to their privacy policy for further information.

Good Lord – We will obtain specific consent from you to complete our registration / tenancy documents and agreement via Good Lord this includes identity checks, reference checks and credit checks. Please refer to their privacy policy for further information and data collected to carry these out. Harvey & Ryall store copies of the outcome and id within our database.

We will forward your contact details to other users to confirm appointments, this will include your name and contact telephone number and on occasion your email address. Express permission is requested to forward on more information which we collect, process or verify.

We will not forward your data to any third parties for the purposes of marketing to your additional sales services without your express permission.

To complete some services, we will be required to forward your contact details to arrange access, these details may include your name, contact telephone number, email address, property address and information about any tenancy to our in house contractors.

Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our site.

A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive.

The cookies we use are "analytical" cookies. They allow us to recognise and count the number of visitors and to see how visitors move around the site when they are using it. This helps us to improve the way our website works.­

Purpose

Examples of purposes for which a cookie may be used:

• To estimate our audience size and usage pattern;
• Store information about your preferences, and so allow us to customise our site and to provide you with offers that are targeted at your individual interests;
• Speed up your searches;

Blocking Cookies

Please note that our advertisers may also use cookies, over which we have no control.

You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies as soon as you visit our site.

Using your personal data

Personal data submitted on our site will be used for the purposes specified in this privacy policy or in relevant parts of the site.

Our legal basis for processing your personal data:

• Administer the site;
• Improve your browsing experience by personalising the site;
• Enable your use of the services available on the site;
• Supply to you services which you have shown interest in;
• Send statements and invoices to you, and collect payments from you;
• Send you general (non-marketing) commercial communications;
• Send you email notifications which you have specifically requested;
• Send to you our newsletter and other marketing communications relating to our business or the businesses of carefully-selected third parties which we think may be of interest to you by post or, where you have specifically agreed to this, by email or similar technology you can inform us at any time if you no longer require marketing communications to be sent by emailing us at; info@harveyryall.com
• Provide third parties with statistical information about our users – but this information will not be used to identify any individual user;
• Deal with enquiries and complaints made by or about you relating to the website;
• We will not without your express consent provide your personal information to any third parties for the purpose of direct marketing;
• Notify you about changes to our service.

The legitimate interests pursued by us, or third parties we use, are as follows:

• To provide services to you for advertising and letting property;
• To provide services to users in the process of managing tenancies or managing the collection of rent on behalf of the landlord.

You have the right to request your data be permanently deleted from our systems. We will comply with this request wherever statutory requirements permit us to do so and should we need to hold data we will anonymise this.

You can access the data we hold on you by emailing info@harveyryall.com

Other disclosures

In addition to the disclosures reasonably necessary for the purposes identified elsewhere in this privacy policy, we may disclose information about you:

• To the extent that we are required to do so by law;
• In connection with any legal proceedings or prospective legal proceedings;
• In order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk); and
• To the purchaser (or prospective purchaser) of any business or asset which we are (or are contemplating) selling.

Except as provided in this privacy policy, we will not provide your information to third parties.

Policy amendments

We may update this privacy policy from time-to-time by posting a new version on our website. You should check this page occasionally to ensure you are happy with any changes. We may also notify you of changes to our privacy policy by email.

Your rights

You may instruct us to provide you with any personal information we hold about you.

You may instruct us not to process your personal data for marketing purposes by email to info@harveyryall.com at any time.

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of their websites, please note that these websites have their own privacy policies and we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

You have the right to withdraw your consent at any time by email to info@harveyryall.com , we may not be able to provide services should you withdraw consent.

If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection.

Third party websites

The website contains links to other websites. We are not responsible for the privacy policies or practices of third party websites.

Updating information

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

Contact

If you have any questions about this privacy policy or our treatment of your personal data, please write to us by email to info@harveyryall.com.

Where we store your personal data

• We may hold your own or your client’s details which may include names, private addresses, date of birth, tax and NI references, company number (if applicable), employer’s reference and name (if applicable), business details (if applicable) and details of past and present taxable income and gains and data on other taxes.
• We hold this data to allow us to provide accurate services (if applicable).
• We also hold data in order to make ID checks under the right to rent checks, this may include a copy of your passport or driving licence and evidence of your address.
• We retain data for as long as statute or regulations demand.
• We hold data electronically and on paper.
• We normally destroy files after six years.
• Our computer hard drives are destroyed before disposal.
• We do not allow any third party access to our data, however, our IT support (outsourced) may work on software programmes that hold that data such as our databases.
• We store data via third party servers and we use applications including Dropbox, Microsoft and Google products.
• Data held on third party servers is highly protected by security features including firewalls, regular scans against malware and measures to prevent SQL injection.
• We process and store data using our software, password protected.
• When software is installed on our local machines all software is password protected.
• We prohibit the use of memory sticks to hold client data. If you provide us with a memory stick we will not transport it out of our office.
• We will only share data with HMRC and HM Courts and Tribunal’s service, during the course of an enquiry or investigation or other reasons if we are obliged by other regulations to provide data.
• We may use third party contractors in our business and they are required to sign a ‘Fit and proper’ declaration which includes a declaration that they will not remove data or pass on data to other parties.