Privacy policy

 
 

The Deekay Group is committed to protecting and respecting your privacy. This policy, sets out the basis on which any personal information that we collect about you will be processed. Reference to the Deekay Group, or ‘we’ / ‘our’ / ‘us’, should be taken to include reference to all subsidiaries of Deekay

 

This policy applies to all personal information we collect when you interact with us including when you engage our services, when we refer work to you or you refer work to us, when you make an enquiry or request information from us or as a result of your relationship with our clients or staff. This policy also applies to information we collect through your use of this website www.deekayproperty.com and any other online service created or hosted by us on which the privacy policy appears. If you engage us to carry out work for you, we will have client confidentiality obligations to you, as set out in our Terms of Business and our letter of engagement to you.

About Us

We own and operate the following:

  • Deekay Property Ltd (a private limited company registered in England and Wales (02119251) whose registered office is Deekay House 67-69 The Broadway Stanmore HA7 4AF UK

  • Kimberley Capital Limited (a private limited company registered in England and Wales (10834844) whose registered office is at Deekay House 67-69 The Broadway Stanmore HA7 4AF UK

This privacy notice is issued on behalf of all the entities referred to in the paragraph above. Unless we inform you otherwise the relevant entity processing your data will be Deekay Property Ltd .This Company is also the data controller in respect of your personal information.

 

What Information we collect and how we use it

 

We collect personal information so that we can operate effectively and provide you with the best possible service. The information we collect depends on how you interact with our website and how you use our services. It also depends on the choices you make, for example the website functions you use and your privacy settings. You may choose not to provide certain information but if you do, and that information is necessary to provide a particular feature, then you may not be able to use that feature. We will only use your personal information where we have a lawful basis to do so.

The tables below summarises what information we collect about you, explains how we intend to use it and what our legal basis is for using it. Click on the links below to take you to the section which is relevant to you:

·         Provision of Property consultancy and property management

·         Response to enquiries and requests for information

·         Organisation of meetings, seminars and other hosted events

·         Operation of our business

·         Engagement of experts, advisers, and suppliers

·         Marketing and business development

·         Use of our website

In the tables, the following types of information include:

·         Identity information includes name, title, nationality, position, company or organisation and user log-ins.

·         Contact information includes postal addresses, email addresses and telephone numbers.

·         Financial information includes bank account details, payment information, mortgage information, personal financial details and insurance information

·         Employment information includes employment history, National Insurance number, salary and benefits details.

·         Client Due Diligence Information includes name, address, date of birth, nationality, your image and all other details held within identification and address

verification documents; records of political exposure, adverse media, sanction designations and all such information obtained by us for the purpose of meeting

our Client Due Diligence obligations

·         Special category information includes race or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, biometric data, health

and medical records, sex life or sexual orientation.

SHARING YOUR INFORMATION

We may, in providing our services and operating our businesses, share your personal information with other Deekay group entities. We may also share your personal information with third parties where:

·         you have consented to us sharing your personal information in this way;

·         we are under a legal, professional or regulatory obligation to do so (such as to comply with money laundering requirements);

·         it is necessary in order to apply or enforce our Terms of Business or where we have another legitimate interest in doing so that is not overridden by your

interests and fundamental rights. For example, to protect our clients or to operate and maintain the security of our computer systems.

We use third party service providers to support us in the performance of the activities set out in the table above including:

·         our professional advisors, professional indemnity insurers, bankers and accountants;

·         third parties engaged in relation to client matters on which we are instructed such as corporate service providers, rent review surveyors, barristers, foreign

agents and lawyers, auctioneers, receivers, process servers, translators, transcribers and providers of data rooms and other technical solutions; suppliers of

financial services including our bankers, credit card processors, debt collection, insurers, litigation funders, and credit reference agencies;

·         we use a third party service provider to provide services that involve data processing including Microsoft Azure, Virtual Cabinet, Sage etc whom we outsource

our secure mailbox and IT management.

·         We also use third party organisations to provide services such as telephony services and archiving;

·         suppliers and consultants to whom we outsource IT services and technical solutions

 

Further information on how client information may be shared and processed can be found in our Terms of Business. If you require further information regarding the identity of other third party service providers we use, please e-mail data@deekayproperty.com or contact our Data Protection Officer.

We may also share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal information with a regulator or otherwise to comply with the law.

We require all our third party service providers to take appropriate and stringent security measures to protect your personal information in line with our policies. We do not allow our third party service providers to use your personal information for their own purposes and only permit them to process your personal information for specified purposes in accordance with our instructions.

STORING YOUR INFORMATION

 

We will only retain your personal information for as long as is necessary to fulfil the purposes we collected it for or for as long as we have a lawful basis to retain it.

How long do we retain your personal data?

Your personal information will be retained in accordance with our data retention policy which categorises the information we hold and provides appropriate retention periods each category, based on the purpose for which the information is processed and taking into account legal and regulatory requirements, limitation periods for taking legal action, good practice and business requirements. For example, for legal reasons we may need to retain some of your personal information for 15 years after you engaged our services. In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you. If you require further information regarding our data retention policy, please contact our Data Protection Officer. 

Client due diligence information will be retained for five years from the conclusion of our business relationship with you, unless there is legitimate reason to retain it for a further five years.

KEEPING YOUR INFORMATION SAFE

 

All information that you provide to us is stored on secure servers. We have put in place appropriate measures to protect the security of your information.

The transmission of information via the internet is not completely secure. Although we will do our best to protect your personal information, we cannot guarantee the security of the information transmitted to our site and you acknowledge that any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access or inadvertent disclosure.

You are responsible for keeping confidential any passwords that you have to access our services (such as our extranets). Please do not share your password(s) with anyone else. If you lose control of your password you may lose control over your personal information. If your password has been compromised for any reason please let us know immediately by contacting us at: data@deekayproperty.com

YOUR RIGHTS

You have the right under data protection laws to access information held about you, subject to certain conditions, and to request its rectification or deletion.

You can see, review and update your marketing preferences via our website. Alternatively, or if you would like to access, update or amend any other information which we hold about you or would like us to stop using your personal information please contact data@deekayproperty.com.

 

By law you have the right to:

  • Request access to your personal information (commonly known as a "subject access request"). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it. This right is subject to a number of exemptions which allow information to be withheld in certain circumstances. For example, subject access rights are excluded where compliance would involve disclosing: information relating to another individual; data obtained from the public domain; negotiations or confidential references.

  • Request correction or erasure of your personal information (unless we have the legal right to retain it). You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).

  • Object to processing of your personal information where we are relying on a legitimate interest (or that of a third party) and there is something about your particular situation which makes you want to object to processing on this ground. You also have the right to object where we are processing your personal information for direct marketing purposes.

  • Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to check its accuracy or the reason for processing it.

  • Request the transfer of your personal information to another party.

  • Change your data processing preferences at any time. If you have changed your mind you can update your account settings by signing in via our website or by contacting us by email at data@deekayproperty.com in respect of marketing messages you can unsubscribe by using the "unsubscribe" link at the bottom of our marketing messages or by emailing data@deekayproperty.com

 

You should be aware that if you ask us to stop processing your personal information in a certain way or erase your personal information, and this type of processing or data is needed to facilitate your use of the website or to provide you with property services you may not be able to use the website as you did before or we may not be able to continue advising you. This does not include your right to object to direct marketing, which can be exercised at any time without restriction.

FEEs

 

You will not have to pay a fee to access your personal information (or to exercise any of the other rights). However, we may charge a reasonable fee if your request for access is clearly excessive. Alternatively, we may refuse to comply with the request in such circumstances.

WHAT WE MAY NEED FROM YOU

We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is an appropriate security measure to ensure that personal information is not disclosed to a person who has no right to receive it.

RIGHT TO WITHDRAW CONSENT

 

In the limited circumstances where we are relying on your consent as the legal basis to process your personal information for a particular purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact data@deekayproperty.com. Once we know that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.

MARKETING

We would like to send you information about Property updates, and client events which may be of interest to you (including, for example promotional materials and newsletters). We will do this if we have a lawful basis for doing so in compliance with relevant privacy law or if you consented to us doing so (for example, when you registered via our website or instructed us). 

You have the right at any time to stop us from contacting you for marketing purposes or giving your information to other members of our group. If you no longer wish to be contacted for marketing purposes, you can unsubscribe by using the “unsubscribe” link at the bottom of our marketing messages or by emailing data@deekayproperty.com. You can also update your marketing preferences.

OTHER WEBSITES

 

We use and provide links to websites which are controlled by third parties and these include the following:

·         Twitter, LinkedIn and Youtube where we may have Deekay Group accounts and profiles.

 If you use or follow a link to any of these third party websites you should be aware that these websites have their own privacy policies and we cannot accept responsibility for their use of your information.

HOW TO CONTACT US AND COMPLAINTS

Deekay Property Ltd (registered number 02119251) is the data controller in respect of your personal information. Deekay Property Ltd’s registered office is at Deekay House 67-69 the Broadway Stanmore HA7 4DJ UK

We have appointed a data protection officer to oversee compliance with this privacy policy. If you have any questions about this privacy policy, or how we handle your personal information, please contact our Data Protection Officer at the above address or by emailing data@deekayproperty.com.

 

If for any reason you are not happy with the way that we have handled your personal information, please contact us at data@deekayproperty.com or contact our Data Protection Officer. If you are still not happy, you have the right to make a make a complaint to the Information Commissioner's Office see: https://ico.org.uk/global/contact-us/.