At Hollybrook, we are fully committed to ensuring that your data is fully protected and your privacy is respected.
What is the purpose of this notice?
To describe how we collect and use personal data about you in accordance with the General Data Protection Regulations (GDPR) and Data Protection Act 2018.
What we need
Hollybrook Limited will be known as the “Data Controller” of the personal data you provide to us. Hollybrook are part of the Hollybrook group of companies and associated companies, a list of which are available on request. We keep all personal information you provide completely confidential, regardless of how and why it is provided. This includes name, address, e-mail, telephone number, financial information and other information that may be required.
Third Party Services
We may pass your information to our third-party service providers, agents, subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf. In general, the third-party provides will only collect, use and disclose your information to the extent necessary to allow them to perform the services they provide to us.
We may share your personal data with the following third parties:
- Hollybrook group companies, associated and joint venture companies;
- Managing agents & estate agents who provide management and letting services to Hollybrook group, affiliate or joint venture companies that own or manage developments;
- Utility providers who may provide services to a property that you have purchased or are renting;
- HM Customs and Excise, Companies House, the National House Building Council and other statutory and public bodies.
We recommend that you read the privacy policies of third-party providers so that you can understand the manner in which your personal information will be handled by them.
Please be aware that certain providers may be located in or have facilities that are located in a different jurisdiction than either you or us. If you elect to proceed with a transaction that involves the services of a third-party service provider, then your information may become subject to the laws of the jurisdiction(s) in which that service provider or its facilities are located.
Why we need it
We need your personal data to provide services to you, through our website, by telephone, post and email and to ensure compliance with legal obligations, public and legitimate interests and where it is necessary for contractual arrangements.
What we do with it
We only ever use your personal data with your consent, or where it is necessary:
- To enter into, or perform, a contract with you
- To comply with a legal duty
- To protect your vital interests
- For our own (or a third party’s) lawful interests, provided your rights don’t override these.
In any event, we’ll only use your information for the purpose or purposes it was collected for (or for closely related purposes).
We may process personal information for certain legitimate business purposes, which include some or all of the following:
- Where the processing enables us to enhance, modify, personalise or otherwise improve our services/communications for the benefit of our customers
- To ensure that we carry out legal/statutory obligations ie to comply with health and safety regulations, to provide statutory information to the tax authorities etc
- to identify and prevent fraud
- to enhance the security of our network and information systems
- to better understand how people interact with our websites
- to provide postal communications which we think will be of interest to you
- to determine the effectiveness of promotional campaigns advertising.
Whenever we process data for these purposes we will ensure that we always keep your personal data rights in high regard and take account of these rights at all times.
When we process your personal data for our legitimate interests, we will make sure that we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. Our legitimate business interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted by the law). You have the right to object to this processing if you wish to do so. Please bear in mind that if you object this may affect our ability to carry out tasks above for your benefit.
Where we keep it
We are based in the UK and we store our data within the EU. Some organisations which provide services to us may transfer personal data outside of the EU, but we will only allow them to do this if your data is adequately protected.
For example, some of our systems use Microsoft products. As a US company, it may be that using their products result in personal data being transferred to or accessible from the US. However, we will allow this as certain personal data will still be adequately protected (as Microsoft is certified under the USA’s Privacy Shield scheme).
How long we keep it
We will only use and store information for so long as it is required for the purposes it was collected. How long information will be stored depends on the information in question and what it is being used for. For example, if you ask us not to send you marketing e-mails, we will stop storing your e-mails for marketing purposes (though we’ll keep a record of your preference not to be e-mailed).
We continually review what information we hold and delete what is no longer required. We never store payment card information. We will not retain your data for any longer that necessary and the longest time that we will hold your data will be six years unless there is a legal requirement to hold data for an extended period.
Changes to our privacy notice
We keep this privacy notice under regular review and will place any updates arising from changes in the law or for operational reasons on our website at hollybrookhomes.co.uk
We do collect some information from cookies and similar software that allows us to understand how you arrive on our websites and use and navigate around them, so we can improve the sites.
A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
We obtain some information from Google Analytics and Facebook. The Facebook information provided is limited to your email address and only that which you have previously agreed with Facebook that they can share.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
All of the personal data we process is done so by our staff in the UK. No third parties have access to your personal data unless the law allows them to do so.
What are your rights?
We want to ensure that you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:
- the right to confirmation as to whether we have your personal data. If we do, to obtain a copy of the personal information we hold (this is known as a data subject access request)
- the right to have your data erased (though this will not apply where it is necessary for us to continue to use the data for a lawful reason)
- the right to have inaccurate data rectified
- the right to object to your data being used for marketing or profiling: and
where technically feasible, you have the right to personal data you have provided to us which we process automatically based on your consent or the performance of a contract. This information will be provided in a common electronic format.
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
If you wish to raise a complaint on how we have handled your personal data, you can contact the Data Privacy Manager at Hollybrook who will investigate the matter.
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the Information Commissioners Office, the UK Supervisory authority for data protection issues.