01844 347459 info@oneilpropertysolutions.co.uk

Privacy Policy & Notice

We are ONEIL PROPERTY SOLUTIONS LTD with registered number 16058365 and address 155 Armstrongs Fields, Broughton, Aylesbury, England, HP22 7BX. Our Data Protection Lead can be contacted at info@oneilpropertysolutions.co.uk.

We have produced this privacy notice in order to keep you informed of how we handle your personal data. All handling of your personal data is done in compliance with the UK Data Protection Act 2018 and the General Data Protection Regulation (EU) 2016/679 ("Data Protection Legislation").

The terms "Personal Data", "Special Categories of Personal Data", "Personal Data Breach", "Data Protection Officer", "Data Controller", "Data Processor", "Data Subject" and "process" (in the context of usage of Personal Data) shall have the meanings given to them in the Data Protection Legislation.

"Data Protection Lead" is the title given to the member of staff leading our data protection compliance programme in lieu of a requirement for a Data Protection Officer.

What are your rights?

When reading this notice, it might be helpful to understand that your rights arising under Data Protection Legislation include:

  • The right to be informed of how your Personal Data is used (through this notice);
  • The right to access any personal data held about you;
  • The right to withdraw consent at any time, by emailing info@oneilpropertysolutions.co.uk;
  • The right to rectify any inaccurate or incomplete personal data held about you;
  • The right to erasure where it cannot be justified that the information held satisfies any of the criteria outlined in this policy, or where you have withdrawn consent;
  • The right to prevent processing for direct marketing purposes, scientific/historical research or in any such way that is likely to cause substantial damage to you or another, including through profile building; and
  • The right to object to processing that results in decisions being made about you by automated processes and prevent those decisions being enacted.

You can exercise your right to access personal data held about you by contacting info@oneilpropertysolutions.co.uk with the subject line: "Subject Access Request". When you submit a subject access request, you will need to provide confirmation of your identity by including a photocopy of your driver's license or passport. This service is provided free of charge and our response will be made within thirty (30) days, unless our Data Protection Lead deems your request as being excessive or unfounded.

If you have questions about any of the rights mentioned in this section, please contact our Data Protection Lead at info@oneilpropertysolutions.co.uk.

Who is the Data Controller?

  • If we have collected your personal data directly from you for our own purposes, we are the Data Controller.
  • If we have purchased your personal data from a third-party for our own purposes, we are the Data Controller. Where we have purchased your personal data, we will contact you to let you know before we first start to use it, or, at the latest, within one month of acquiring it.
  • If we have been passed your personal data from a third-party for our own purposes, we are the Data Controller. We will contact you to let you know before we first start to use it, or, at the latest, within one month of acquiring it.
  • If we have been passed your personal data from a third-party for a joint purpose that we both influence, we are the joint Data Controller.
  • If your data has been passed to us by a third party for processing under their instruction, that third party is the Data Controller. They should have notified you that they would be passing your personal data to us, ONEIL PROPERTY SOLUTIONS LTD, at the time they collected your data.
  • If we have received your personal data as part of a business to business relationship, the Data Controller is your employer.

Lawful bases for processing personal data

Under Data Protection Legislation, there must be a 'lawful basis' for the use of personal data. The lawful bases are:

  • your consent;
  • performance of a contract;
  • compliance with a legal obligation;
  • protection of your, or another's vital interests;
  • public interest/official authority; and
  • our legitimate interests.

What are our 'legitimate interests'?

Legitimate interests are a flexible basis upon which the law permits the processing of an individual's personal data. To determine whether we have a legitimate interest in processing your data, we balance the needs and benefits to us against the risks and benefits for you of us processing your data. This balancing is performed as objectively as possible by our Data Protection Lead. You are able to object to our processing and we shall consider the extent to which this affects whether we have a legitimate interest.

About our processing of your data

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

  • Identity Data — first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
  • Contact Data — billing address, delivery address, email address and telephone numbers.
  • Financial Data — bank account and payment card details.
  • Transaction Data — details about payments to and from you and other details of products and services you have purchased from us.
  • Technical Data — internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
  • Profile Data — your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
  • Usage Data — information about how you use our website, products and services.
  • Marketing and Communications Data — your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. We do not collect any Special Categories of Personal Data about you, nor do we collect any information about criminal convictions and offences.

Processing Reference Table

Reference Categories of Information Why are we processing your data? Source of Data
B2B Marketing Identity Data, Contact Data Direct marketing to former, current and prospective clients. Lawful basis: legitimate interests. Directly obtained or by referral
Analytics Technical Data, Usage Data To analyse website usage and improve service. Lawful basis: legitimate interests. Directly or indirectly obtained
Fraud Prevention Identity Data, Transaction Data To combat fraud. Lawful basis: protection of vital interests. Directly or indirectly obtained
Contact Submission Identity Data, Contact Data When you send us information. Lawful basis: your consent. Directly obtained
Phone Calls Identity Data, Contact Data Calls recorded for training/auditing. Lawful basis: legitimate interests. Directly obtained
Email & Web Contact Identity Data, Contact Data To respond to enquiries or complaints. Lawful basis: legitimate interests. Directly obtained
Consumer Marketing Identity, Contact, Transaction, Marketing Data To send marketing information. Lawful basis: legitimate interests. Directly obtained

Our use of Cookies

Cookies are small text files that are placed on your computer's hard drive through your web browser when you visit any web site. They are widely used to make web sites work, or work more efficiently, as well as to provide information to the owners of the site.

Like all other users of cookies, we may request the return of information from your computer when your browser requests a web page from our server. Cookies enable our web server to identify you to us, and to track your actions and the pages you visit while you use our website.

The cookies we use may last for a single visit to our site (they are deleted from your computer when you close your browser), or may remain on your computer until you delete them or until a defined period of time has passed.

Although your browser software enables you to disable cookies, we recommend that you allow the use of cookies in order to take advantage of the features of our website that rely on their use. If you prevent their use, you will not be able to use all the functionality of our website.

Here are the ways we may use cookies:

  • To record whether you have accepted the use of cookies on our web site.
  • To allow essential parts of our web site to operate for you.
  • To operate our content management system.
  • To operate the online notification form.
  • To enhance security on our contact form.
  • To collect information about how visitors use our site (anonymously).
  • To record that a user has viewed a webcast.
  • To record your activity during a web cast.
  • To store your personal information so that you do not have to provide it afresh when you visit the site next time.
  • To enable you to watch videos we have placed on YouTube.

What happens if I refuse to give my personal data?

The information about you that we have collected for the performance of our contracts is required in order for us to successfully fulfil our obligations to you. If you choose not to provide the personal data requested, we will not be able to enter into a contract with you to provide the benefits we offer.

We process some personal information as part of a contractual relationship with a Data Controller. Any requests to restrict this type of processing should be forwarded to the Data Controller; they will be responsible for discussing your concerns and making any decisions.

Profiling or automated decision making

ONEIL PROPERTY SOLUTIONS LTD does not perform any profiling or automated decision making based on your personal data.

How long will your personal data be kept?

  • If 'consent' is the basis for our lawful processing of your data, we will retain your data so long as both the purpose for which it was collected, and your consent, are still valid. We review the status of your consent every twelve (12) months.
  • Identity, Contact and Transaction Data are held indefinitely (subject to objection by the individual) in order to provide a superior service to returning customers.
  • If we process your data on the basis of 'legitimate interests', we will retain your data for so long as the purpose for which it is processed remains active.
  • All categories of personal data that are held by us because they are essential for the performance of a contract, will be held for a period of six years, as determined by reference to the Limitations Act 1980.

Who else will receive your personal data?

ONEIL PROPERTY SOLUTIONS LTD passes your data to the third parties listed below for the purposes of providing our services to you, and for no other purpose.

Data Controllers

  • HMRC, regulatory authorities or other authorities — We are joint Controller with these authorities who require reporting of processing in some situations.
  • Postal/Courier Providers — Where these providers act as Data Controller, we are joint Controller with them for the purposes of sending you physical documents.

Data Processors

Data processors are used for IT infrastructure and managed service delivery. For a full list of current data processors, please contact our Data Protection Lead.

Does your data leave the EU?

ONEIL PROPERTY SOLUTIONS LTD uses overseas web and IT providers. Details of what data is sent where, and the safeguards in place, are available upon request from our Data Protection Lead.

Who can you complain to?

In addition to sending us your complaints directly to info@oneilpropertysolutions.co.uk, you can send complaints to our supervisory authority. As ONEIL PROPERTY SOLUTIONS LTD predominantly handles the personal data of UK nationals, our supervisory authority is the Information Commissioner's Office.

If you believe that we have failed in our compliance with data protection legislation, complaints to this authority can be made by visiting ico.org.uk.