Privacy Policy

Introduction:   

At PICKARD (LEEDS) LIMITED (PICKARD (LEEDS) LIMITED or “us” or “we” or “our”), we respect the privacy rights of our online visitors and recognise the importance of protecting the information we collect about you. Our Privacy Policy is designed to help you understand how we collect, hold, use and disclose personally identifiable information about you.  

This Policy (together with our website Terms and Conditions, and any other documents referred to in it) sets out the basis on which we PICKARD  (LEEDS) LIMITED, with a company number of 8164306, a registered address of Layton Hall Layton Road, Rawdon, Leeds, West Yorkshire, LS19 6QZ and an email address of privacy@pickardproperties.co.uk.

We will process any personal data we collect from you, or that you provide to us, in the course of using our website. For the purposes of the UK Data Protection Act 2018 (“DPA’18”) we are the data controller.   Please remember that this Privacy Policy does not apply to the practices of companies that we don’t own or control or to people that we don’t employ or manage. We encourage you to read the privacy statements of each and every website that collects personally identifiable information about you. The privacy information in this Privacy Policy applies solely to our Site and the information we collect about you.

Your Information:  

When you use our Site, there are a number of ways in which you provide information and other data to us. By using our Site, you acknowledge that we will be processing and collecting this data, on the terms and for the reasons that are explained below. All personal data of users of our Site is processed under the UK General Data Protection Regulation (“UK GDPR”) and DPA’18.

All personal data processed when a user completes our contact form or otherwise contacts us is collected under the legal basis of legitimate business interest, for the purposes of responding to your enquiries in relation to our services. All additional data collected will be processed under the legal basis of contract.

Information we may collect about you:  

Your full name, address, email address, telephone number, or other information you provide in our contact form.  

Your IP addresses. 

Your Internet Service Provider (“ISP”).  

Any referring or exit pages taking you to or from our site.  

Your web browser type and version.  

Your time zone and location. 

Date/time stamp. 

Photographs.   

Click stream data. 

Any browser plug-ins and versions used on your browser. 

Your operating system.  

Professional affiliations.   

Your payment information. Information we collect when you interact with the content on our Site or on third-party sites or platforms, such as social networking sites. This may include information such as “Likes”, profile information gathered from social networking sites or interacted with our content.

How we use your information:  

Ensure that content from our Site is presented in the most optimised and effective manner for you and  your computer. 

To diagnose or fix technology problems.  

To control unauthorised use or abuse of our Site and our products and services, or otherwise detect, investigate or prevent activities that may violate our policies or be illegal.  

To carry out our obligations arising from any interaction entered into between you and us. 

To allow you to participate in interactive features of our service, when you choose to do so.  

To notify you about changes to our service. 

To deliver support and respond to your inquires.  

To administer our Site including data analysis, testing, traffic monitoring, research, statistical and survey purposes. 

PICKARDS (LEEDS) LIMITED, may provide general statistical information to third parties, but such information will not allow anyone to be personally identified.  

To send you our newsletters from time to time.  

To provide you with information, products or services that you request from us or that we feel may interest you, where you have consented to be contacted for such purposes.  

If you do not wish to be contacted for marketing purposes, please tick any relevant box on which you submit your data or unsubscribe from any marking communication using the unsubscribe function in the footer of the email. You can also contact us directly by emailing pickard@pickardproperties.co.uk.    Please note that if you click on, or follow, any links from our Site to external websites, our Privacy Policy will no longer apply. Please check the privacy policies of any such external site before submitting any personal data, as we cannot accept any responsibility or liability in relation to them.

Data Storage:  

All information you provide to us will be stored on our UK – based secure servers, encrypted using SSL encryption 256 bit.  

We take your privacy seriously and will take all reasonable steps to protect your personal data, but please be aware that any data that you send to our Site is sent at your own risk.  

The data that we collect from you may be transferred to, processed and/or stored at a destination outside of the European Economic Area (“EEA”). By submitting your personal data, you agree to this. We will take all reasonable steps to ensure that your data is treated securely and in accordance with this Privacy Policy.   

We hold personally identifiable information in a combination of hard copy and electronic files for the period necessary to support our Site, comply with our legal obligations, resolve disputes, or otherwise fulfil the purposes outlined in this Privacy Policy. We use third-party information system providers who may store or have access to your personal information. We may also retain backup information on our servers for some time to comply with applicable law or our internal security policies. We do not always remove or delete all of your information for a number of reasons, including due to technical and systems constraints, contractual or legal requirements.  

We operate with a data retention period of 6 years from the date of our last interaction with a user. 6 years after the date of our last interaction with a user, all of the data provided by the user during all of their interactions with us will be reviewed and securely deleted or destroyed.  

We ask you not to send us, and you not to disclose, any sensitive personally identifiable information (such as information related to racial or ethnic origin, religion or other beliefs, health, criminal record or trade union membership) on or through our Site or otherwise. If, contrary to this request, you do provide any sensitive information, in doing so you acknowledge that we will be collecting and handling that information in accordance with this Privacy Policy.  

No method of transmission over the internet, method of electronic storage, or other security methods is one hundred percent secure. Therefore, while we strive to use commercially acceptable means such as firewalls, password-protected databases with limited physical and electronic access, and encryption to protect your personally identifiable information against unauthorised use, disclosure or modification, we cannot guarantee its absolute security.  

By using our Site or otherwise providing personally identifiable information to us, you are consenting to have your personally identifiable information transferred to and processed in the UK or any other country in which the data controller and its parents, subsidiaries, affiliates and service providers maintain facilities.   Our Site may also contain links to other third-party websites including social media networks.  This Privacy Policy applies solely to information collected by PICKARDS (LEEDS) LIMITED. Even if the third party is affiliated with us through a business partnership or otherwise, we are not responsible for the privacy practices of other sites.  We encourage you to familiarise yourself with the privacy policies of such sites to determine how they handle any information they separately collect from you. Please be aware that we do not warn you when you have chosen to click through to another website or property when using our Site.

How your data may be disclosed:  

In order to provide our services, we may transfer your personally identifiable information to third parties, parents, affiliates, subsidiaries and service providers, some of which may process and/or store your personally identifiable information outside of the EEA. However, in such instances, we will take all reasonable steps to ensure that your data is treated securely and in accordance with this Privacy Policy. Any data transfers that take place outside of the EEA are covered by appropriate safeguards, e.g. Standard Contractual Clauses (“SCC’s”) and Data Transfer Agreements (“DTAs”).   

Third parties to whom your personally identifiable information may be disclosed to include, but are not limited to:

Stripe: https://stripe.com/gb/privacy

GoCardless: https://gocardless.com/privacy/

Re-Leased: https://www.re-leased.com/privacy-policy

Yomdel Live Chat: https://www.fixflo.com/privacy-policy

Mailchimp: https://mailchimp.com/legal/

WordPress:  https://wpengine.co.uk/legal/privacy/

Fixflo: https://www.fixflo.com/privacy-policy

TDS: https://www.tenancydepositscheme.com/privacy-policy/

Xero: https://www.xero.com/uk/legal/privacy/

LetAlliance: https://www.letalliance.co.uk/privacy-policy/

Gemini: https://www.gemini.com/legal/privacy-policy

Propsoftware: https://www.propsoftware.co.uk/privacy_policy.php

Google Drive: https://policies.google.com/privacy

Google Mail: https://policies.google.com/privacy

Microsoft Dynamics: https://www.microsoft.com/en-gb/privacy

MS Outlook: Microsoft Exchange /privacy

Microsoft Teams: https://learn.microsoft.com/en-us/microsoftteams/Teams-overview

MS365: https://www.microsoft.com/en-gb/trust-center/privacy

Microsoft SharePoint: https://learn.microsoft.com/en-us/sharepoint/safeguarding-your-data

Elavon: https://www.elavon.co.uk/privacy-policy.html

Orca: https/weareorca.com/privacy-policy

Dropbox: https://www.dropbox.com/privacy

CCTV: https://cctvdirect.co.uk/policies/privacy-policy and https://www.4sitesecurity.co.uk/sites/default/files/2021-01/gdpr_privacy_notice_for_clients.pdf

Atlassian (Trello): https://support.atlassian.com/trello/docs/privacy/

Right to Rent Checking Service: https://www.trustid.co.uk/

Property Inventories: Privacy Policy | InventoryBase

Document Manager: https://www.hubdoc.com/privacy-policy

Docusign: https://www.docusign.com/en-gb/privacy

Let Alliance Referencing: https://www.letalliance.co.uk/privacy-policy/

Cloudflare: https://www.cloudflare.com/en-gb/privacypolicy/

Hotjar: https://www.hotjar.com/legal/policies/privacy/

WhatsApp: https://www.whatsapp.com/legal/privacy-policy-eea

HSBC existing data: https://www.hsbc.co.uk/content/dam/hsbc/gb/pdf/privacy-notice2.pdf

Youtube: Youtube Privacy

VOIP System: Yealink Privacy

Sigal Telecom: http://signaltelecom.co.uk/privacy-policy/

Children under the age of 13:  

Our Site is not intended for  use by anyone under the age of 13 nor does PICKARD (LEEDS) LIMITED knowingly collect or solicit personally identifiable information from anyone under the age of 13. If you are under the age of 13, you must not attempt to send any information about yourself to us, including your name, address, telephone number, or email address.   In the event that we confirm that we have collected personally identifiable information from someone under the age of 13 without verification of parental consent, we will delete/destroy that information promptly.  If you are a parent or legal guardian of a child under the age of 13 and believe that we might have any information from or about such a child, please contact us at the email or mailing address provided at the end of this Privacy Policy.

Access to information:  

Subject access request  

You have the right under the DPA’18 to access the information we hold about you. If you wish to exercise this right, please submit your request via the following form:

Right to be forgotten 

You have the right under the DPA’18 to have all of the information that we hold about you deleted in line with our statutory and legal responsibilities. If you wish to exercise this right, please submit your request here:  

Right to data portability  

You may have the right under DPA’18 to request a copy of all of the information we hold about you if the processing is based on consent, contract or the processing is being carried out by automated means. If you wish to exercise this right, please submit your request here:

Right to data rectification 

You have the right under the DPA’18 to request the amendment or updating of all of the information that we hold about you. If you wish to exercise this right, please submit your request here:

Enforcement:  

At PICKARDS (LEEDS) LIMITED, we regularly review our compliance with the relevant data protection law and this Privacy Policy. We cooperate with the appropriate regulatory authorities, including the Information Commissioners Office (“ICO”), to resolve any complaints regarding the transfer of personally identifiable information that cannot be resolved between at PICKARD (LEEDS) LIMITED and the individual.   If you have a concern about your privacy or  would like to know more about how your personally identifiable information is collected or used please contact us.  We ask that when you contact us with a complaint, please include contact information and clearly describe your complaint. For any complaint regarding privacy, please use privacy@pickardproperties.co.uk as we also deal with complaints relating to other areas. We will respond to your request or complaint within a reasonable time and will let you know the next steps in resolving your complaint.  If you are not satisfied with our response, you may also contact your local and federal data protection authorities to lodge a complaint.

Notice

We reserve the right to change our Privacy Policy at any time. These changes will take immediate effect unless you are notified otherwise. We recommend that you refer to this Privacy Policy on an ongoing basis so that you understand our current practices at the time of using our service. Unless stated otherwise in a separate agreement, this Privacy Policy applies to all information we hold about you.   Non-material changes and clarifications will take effect immediately, and material changes will take effect within 30 days of their posting on our Site (unless we specify a different notice period).  If we make changes, we will post them and will indicate on this page the policy’s new effective date.  If we make material changes to this policy, we will notify you here, by email, or through notice on our home page.

Contact Us:  

If you have any questions or want to get in contact with us regarding this Privacy Policy, please feel free to email us at privacy@pickardproperties.co.uk   or write to us at Pickard Properties 26-30 North Lane, Headingly, Leeds LS6 3HE.   Should you not be satisfied with the process, conduct or response to a request you may have made, you have the right to complain to the ICO (https://ico.org.uk/make-a-complaint/).

Updated 06/02/2024