Policy Statement

John Minnis Estate Agents are committed to ensuring that your privacy is protected. This statement, together with our Data Protection Policy, sets out the basis on which any personal data we collect from and about you, or that you provide to us, will be processed by us.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

 What data do we collect and process?

We will collect and process the following data about you:

 Information we collect about you

The types of information that we may be required to handle include details of current, past and prospective employees, suppliers, current, past and prospective customers and others that we communicate with. The information, which may be held on paper or on a computer or other media, is subject to certain legal safeguards specified in the Data Protection Act 1998 (the Act) and other regulations. The Act imposes restrictions on how we may use that information.

 Information you give us

This is information about you that you give us by corresponding with us by phone, e-mail or otherwise. It includes the information you supply us with when you engage in our property services. The information you give us may include, but is not limited to, your name, address, e-mail address, phone number, bank account information, special requirements etc.

 Why do we process your data?

We process your data in order to comply with legal obligations to which we are subject, to perform the contract between us or to take steps at your request prior to undertaking services for you, because you have consented to our processing of your data or for the purposes of our legitimate interests, such as informing you of changes to our services or to provide you with information about other services we offer.

 How will we use your data?

When you visit our website, an anonymous record of your visit is made. This data is then used to determine the number of people who visit our website and the most frequently used sections of the site. This enables us to continually update and refine the site. If you use any forms on the website a record will also be made of the details you choose to include such as your name, email address, telephone number and the nature of your enquiry.

 We may collect, hold, use and disclose the information collected to:

• allow us to provide you with the services you request from us;

• compile statistical data and to maintain our database;

• develop/ improve our website;

• to monitor and improve the quality of our services;

• respond to any email enquiries;

• provide you with information about other services we offer that are similar to those you have already requested of us or enquired about;

• notify you of any upcoming marketing, events;

• provide you with publications;

• manage systems administration;

• attend to compliance issues;

• determine suitability for employment

• comply with legal obligations we might be subject to (such as anti-money laundering);

• to notify you of changes to our services;

• for other marketing purposes

 We will not use or disclose your personal information for any other purpose which is not related (or in the case of sensitive information, directly related) to the above purposes without your consent, unless otherwise authorised, required or permitted under the laws of United Kingdom and Ireland.

Who will we share your data with?

We may disclose your personal information on a confidential basis to external service providers so that they can provide services such as financial or administrative services in connection with the operation of our business; and to any person (where necessary) in connection with their services, such as, but not limited to, law enforcement, regulatory authorities, partners or advisors.

 If we engage external service providers, we will take reasonable steps to ensure those entities comply with their obligations under GDPR when they handle your personal information. We will also ensure external service providers are only authorised to use personal information for the limited purposes specified in our agreement with them.

 Our contractors or partners are restricted from using your data in any way other than to provide services for John Minnis Estate Agents, or services for the collaboration in which they and John Minnis Estate Agents are engaged. John Minnis Estate Agents requires that all such contractors or partners enter into contractual guarantees to observe security and privacy obligations as least as stringent as those set forth in this privacy statement.

 Use of data processors

Data processors are third parties who provide elements of our recruitment service for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal information unless we have instructed them to do it. They will not share your personal information with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

Data security

We take our data security responsibilities seriously, employing the most appropriate physical and technical measures, including staff training and awareness. We review our data security measures and procedures regularly. Unfortunately, the transmission of information by means of the internet, including through e-mail, is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to or from us by means of e-mail and any such transmission is at your own risk.

 Data retention

It is our aim to only hold your data for as long as this is necessary. Unless otherwise required under applicable law, we store your data for as long as we provide services to you and for a period of no less than six years beginning on the date we receive your data.

 Marketing

We may contact you by mail, email and telephone about our services and other events involving or relating to properties which may be of interest to you. You have the right to ask us to stop processing your personal data for direct marketing purposes. If you wish to exercise this right, please send us an email to property@johnminnis.co.uk with a header that says “Unsubscribe”.

 Where we store your information

We might store your information in different places. Physical files are stored in locked filing cabinets. Electronic files are stored in the cloud which means that some data we hold may be stored at a destination outside of the European Economic Area. If we are required to transfer your data in such a way, we will ensure appropriate safeguards are in place. You may contact us via e-mail in case you wish to find out more or to obtain a copy of the appropriate safeguards.

 Your rights

You have the right to request that we:

• inform you whether we process your data, provide you with details relating to our processing, and with a copy of your data;

• rectify any inaccurate data we might have about you without undue delay;

• complete any incomplete information about you;

• erase your personal data without undue delay,

• are restricted from processing your data;

• furnish you with the personal data which you provided to us in a structured, commonly used and machine-readable format

The exercise of your rights might be subject to certain conditions prescribed by law and we might require further information from you before we can respond to your request.

 You may exercise your rights by contacting us at the addresses or e-mail address at the end of the privacy notice.

 Correction requests

We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate or out of date.

 Cookies

Our website uses Google Analytics, a web analytics service provided by Google, Inc. Google Analytics sets a cookie in order to evaluate your use of this website and compile reports for us on activity on the website. Google stores the information collected by the cookie on servers in the United States. Google may also transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf. Google will not associate your IP address with any other data held by Google. By using our website, you consent to the processing of data about you by Google in the manner and for the purposes set out above.

 Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.

You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser.

 Other websites

Our website may contain links to other sites. This privacy policy only applies to our website (www.johnminnis.co.uk) so when you link to other websites you should read their own privacy policy.

 Changes to statement

We may update this privacy statement from time to time and will publish such updated version on our website, as appropriate.

Contact details

If you would like to contact us with any queries or comments in relation to your personal data, please:

 Send an e-mail to property@johnminnis.co.uk

 Send a letter to: John Minnis Estate Agents, 42 High Street, Holywood, BT18 9AD

 Call: 028 9042 8888