Privacy Statement
1. Who we are
Kareland LTD is a company registered in England under the company number 12384732, whose registered address is: 3 Webb Lane, Tadpole Garden Village, Swindon, Wiltshire. SN25 2PY. Kareland LTD can be contacted via email at contact@kareland.com.
The ICO Registration number of Kareland LTD is ZA769913.
Kareland LTD is committed to protecting the privacy of its website users, customers and clients. In general, you can access and browse the website without identifying who you are or revealing any personal data (as defined below) about you. We will ensure that any personal data received from you will be processed in accordance with the eight principles of the Data Protection Act 1998 and the Privacy Policy below.
2. Information covered by this Privacy Notice
Personal data. This is information, or any combination of separate pieces of information, that could be used to identify you
Special categories of personal data. This is information which is classified as sensitive (for example details of your health)
Please read this Privacy Notice carefully. If you have any questions about this notice or our use of your personal data, please contact Kareland LTD by email or in writing using the contact information provided in section 1 of this privacy notice.
The information we collect from you may include information that can be uniquely identified with you (“personal data”). The types of personal data that you are required to provide to us may include;
your full name
your current address
your email address
your phone number
Other information that we may collect from you may include;
your residential address history
your date of birth
your national insurance number
your nationality
your current employment status, salary and details previous employment history
your job title, work address and personnel office details
your passport, visa or work permit, or any other relevant information pertaining to your right to residency in the UK
If you are a business your company name, URL and domain name
We will also store a record of your transactions for a reasonable period of time for the purposes listed below.
We only collect personal data from you when you choose to supply it to us. We will not collect information about you from other sources, such as public records or bodies, or private organisations except as provided for in this Privacy Policy.
You may also be required to provide us with information relating to your credit or criminal conviction history for the purposes of carrying out a credit & criminal records check.
3. Where we get personal information from
When you enquire or register an interest in services provided by Kareland LTD, we may collect personal information from a variety of sources, including:
Information we collect directly from you, either through face to face contact, by telephone, email or electronic communications such as messaging or through the internet
Information we collect when you visit our website
Information provided to us by third parties
Information from publicly available sources, for example, Land Registry, credit reference agencies
4. What information we collect
4.1 Information we collect directly from you
Depending on the type of service or product we are discussing, the following are examples of information we may collect directly from you:
Name
Date of birth
National Insurance Number
Nationality
Email address
Postal address
Telephone number
Passport, visa or work permit
Employment history
Financial information, such as earnings and outgoings
Payment information, such as a credit card and bank account details
We may, during the course of your relationship with us, request additional information from you which is relevant to the provision of specific services.
4.2 Information we collect when you visit our web sites
We may use cookies and other technologies to collect information when you visit our web site. Details of how we use cookies are provided in Section 13 ‘Our Use of Cookies’.
4.3 Information we obtain from third parties
Where we are required by law, or for business needs, we will obtain information about you from third parties, but only after we have your agreement to do so. For example (but not limited to) the third parties we may need to contact are credit reference agencies, banks, employers, landlords, accountants and solicitors in order to obtain references, undertake identity verification and basic criminal record checks, and validate your income level and financial history.
5. Who we share your information with
We may share your information both within Kareland LTD, relevant third parties and landlords of rental properties.
Where we engage with third parties to provide services (such as deposit schemes, utility providers or local government bodies) or other business services and operations, we provide them with only the personal information they need to perform the service we request.
6. How we use your information
We will process the information you provide or we obtain from other sources to provide you with services and answer any questions you may have.
The following are examples of how we use the information we collect:
To process your application and confirm your identity
To provide services for the sale and purchase of property
To provide a service for tenants, prospective tenants and landlords
To provide property management services
To arrange survey and valuations
To arrange protection insurances
To arrange conveyancing services
To process payment for our services
To protect against and prevent fraud, unauthorised transactions, money laundering, tax evasion, claims, other liabilities and manage risk exposure and agent or franchise quality, integrity, compliance and security of business processes
To provide, administer and communicate with you about Kareland LTD services
To compile business directories, including business contact information
To operate, monitor, evaluate and improve our services and website
To evaluate your interest in and suitability for employment or provision of services
6.1 Customer Surveys
From time to time we may contact you including by post, email or telephone to ask you for your feedback and comments on our services.
6.2 Information about our services
We may also use your personal data to contact you by post, email, telephone or other electronic means to provide you with information about services from Kareland LTD and carefully selected third parties which we feel may be of interest or relevant to your needs.
Please see Section 12 for information about how you can exercise your rights.
6.3 Credit scoring
Some of the services provided by third parties may involve an automated decision and/or credit scoring to determine whether we are able to provide a service.
Using third parties to undertake searches and collate information on our behalf helps make fair and responsible decisions. When coming to these decisions we and third parties will consider:
the information provided on the application form
Information from previous landlords or reference providers
information about previous account conduct, including any payment arrears and
official public records information such as fraud record information, insolvency records and CCJs
For further information about automated decisions or credit scoring, please contact Kareland LTD by email or in writing using the contact information provided in section 1 of this privacy notice.
7. Lawful basis of processing
Kareland LTD processes your information under any of the following lawful conditions:
Performance of a contract - this is where the collection and processing of your data is necessary for the performance of a contract to which you are a party, or in order to take steps at your request prior to entering into a contract
Legal obligation - this is where the collection and processing of your data is necessary for compliance with a legal obligation, for example verification of identity, fraud prevention and right to tenancy checks
Consent - where we process information under consent we will seek your clear and unambiguous consent before processing your data, for example to obtain credit and criminal record checks
Legitimate interests - some information is processed by Kareland LTD as part of its legitimate interests which include network and information security, direct marketing, web analytics, updating customer details, lettings, sales, and other core services provided
8. Other situations
We may transfer or otherwise process your personal information:
As part of the sale of the business to another company, or in relation to the purchase of another business
When we have received your instruction to pass the sale of your property to another agent
To enforce our terms and conditions
When required by law and/or government authorities
When requested by the Property Ombudsman Service or any other consumer ombudsman or trade association
9. How long we keep your information for
We will keep your information for as long as is reasonably necessary for the purposes set out in this privacy notice, and to fulfil our legal and regulatory obligations.
For further information about how long we will keep your information, please contact Kareland LTD by email or in writing using the contact information provided in section 1 of this privacy notice.
10. When we communicate with you
We will send you service-related communications
We may also contact you in order to provide you with information about our services which we believe may be of interest to you, and which relate to your needs.
11. How we communicate with you
We will normally contact you either by email or through the post. We may also telephone you or send you SMS messages where a more timely or urgent response is required.
12. Your statutory rights
You have a number of rights concerning the personal information we use. These include the right to:
ask us for access to a copy of your personal information we hold about you
ask us to correct your personal information
ask us to delete your personal information
withdraw your consent to use your personal information
Where you have provided consent for our processing of your personal data, you may withdraw that consent at any time. If you withdraw your consent, your previous consent will remain valid in respect of our use of your data in relation to good or service we are still contracted to provide
We will act to respond to your request to stop receiving promotional email, phone, text or postal messages from Kareland LTD as quickly as is practicable (around 10 working days, as systems take time to replicate). We will keep information for record keeping purposes, to ensure we fulfil your request not to send particular types of messages.
ask us to restrict the use of your personal data
object to our use of your personal data
object to an automated decision, including profiling (for example, in terms of credit risk)
lodge a complaint with the Information Commissioner’s Office, if you object to the way we use your personal information. For more information please go to www.ico.org.uk
If you wish to make a request for access to a copy of your personal data, please contact Kareland LTD by email or in writing using the contact information provided in section 1 of this privacy notice.
If you wish to exercise any of your other rights, please contact Kareland LTD by email or in writing using the contact information provided in section 1 of this privacy notice.
We will acknowledge your request and let you know what we will need from you to carry out your request. Every effort will be made to respond to or comply with your request as quickly as possible, and we will ensure our systems are updated as soon as is practicable in response to your request.
13. Our use of cookies
A cookie is a small file placed on your device when you visit a website that can be understood by the site that issued the cookie. It may contain a unique identifier to ensure that you are not shown the same information and/or are only shown information you have stated that you are interested in.
In order to use the website you agree to let cookies be saved as they are an important part of navigation of the website.
The following are examples of information we may collect:
Information about your device browser and operating system
Your internet protocol (IP) address assigned to your internet service
The web pages you visit on our websites
Any embedded links you view
13.1 Third party cookies used on the site
We use Google Analytics to provide us with information about your visit to our website. We do this in order to help improve our website service to customers.
Their cookies typically store anonymous aggregated information such as whether a visitor has been to the site before, and the time of the current visit.
We or our third party advertisers may also use cookies to monitor the effectiveness of advertising on the site.
13.2 Other Technologies
Our security software may use your IP address and browser version to help protect our systems and provide diagnostic information in the case of an issue.
14. How we protect your information
We store your personal information on our computer systems and in our paper records.
We have implemented security procedures to ensure that personal information is not damaged, destroyed or misused, and to prevent unauthorised access to your information.
The information that we collect is stored securely with restricted physical access.
We also use a number of security measures to prevent electronic access.
Where - in line with this Privacy Notice - information is shared with third parties, similar security measures are used to protect your information.
15. Data Transfers
We ourselves do not currently transfer the personal information we collect about you to recipients in countries other than the country in which the information originally was collected. Those countries may not have the same data protection laws as the country in which you initially provided the information.
If in the future we or our partners need to transfer your information to recipients in other countries we will:
perform those transfers in accordance with the requirements of applicable law and subject to appropriate safeguards, and
protect the transferred personal information in accordance with this Privacy Notice
16. Children’s privacy
We do not offer any services to children. In certain circumstances, for example during a tenancy application, we may collect the name and date of birth of children and share this with the landlord whilst the application is being considered.
17. Links to other websites
Our website and other electronic documentation may provide links to other websites for your convenience and information. These operate independently from us and have their own privacy notices or policies, which we strongly suggest you review.
Where linked websites are not owned or controlled by us, we are not responsible for their content or data privacy practices.
18. Our Promise to you
When you provide us with this information, you agree to the collection, use and sharing of your information in accordance with this data privacy notice. Our promise to you is that
You are in control of your data
You can change your privacy settings at any time
If you don’t think the data is correct tell us and we will put it right
We will keep your data secure
We also promise to collect, process store and share your data safely and securely and to make sure the businesses we work with do the same
19. Updates to our Privacy Notice
We will occasionally update our Privacy Notice, so we suggest that you review this Notice from time to time. If we make substantial changes to our Privacy Notice, we will endeavour to inform you directly about these changes.