Who We Are
Clark Weightman Limited (‘we’ or ‘us’ or ‘our’) gather and process your personal information in accordance with this privacy notice and in compliance with the relevant data protection Regulation and laws. This notice provides you with the necessary information regarding your rights and our obligations, and explains how, why and when we process your personal data.
Clark Weightman Limited’s registered office is at 20 The Weir, Hessle, Hull, East Yorkshire, HU13 0RU and we are a company registered in England and Wales under company number 03735353. We are registered on the Information Commissioner's Office Register; registration number Z2722001, and act as the data controller when processing your data. Our designated Appointed Person for Data Privacy is Carl Bradley, who can be contacted at Clark Weightman Limited 20 The Weir, Hessle, Hull, East Yorkshire, HU13 0RU.
Information That We Collect
Clark Weightman Limited processes your personal information to meet our legal, statutory and contractual obligations and to provide you with our products and services. We will never collect any unnecessary personal data from you and do not process your information in any way, other than as specified in this notice.
The personal data that we collect from you is: -
• Date of Birth
• Home Address
• Previous Address if moved in last 5 years
• Personal Email
• Business Email
• Home Telephone Number
• Mobile Telephone Number
• National Insurance Number
• Passport Number
• Driver’s License Number
• Bank Details
We collect information in the below ways: -
Through our online various contact, enquiry and newsletter request forms, telephone enquiries, walk-in contact, job applications, CVs, documentation relating to property transactions, terms of engagement etc.
How We Use Your Personal Data (The Legal Basis for Processing)
Clark Weightman Limited takes your privacy very seriously and will never disclose, share or sell your data without your consent; unless required to do so by law. We only retain your data for as long as is necessary and for the purpose(s) specified in this notice. Where you have consented to us providing you with promotional offers and marketing, you are free to withdraw this consent at any time.
The purposes and reasons for processing your personal data are detailed below: -
• We collect personal data by responding to enquiries
• We collect your personal data in the performance of a contract i.e., arranging the sale of a property, assisting the purchase of property, arranging rentals, etc.
• We collect and store your personal data as part of our legal obligation for business accounting and tax purposes
• We have a legal obligation to share your personal data with various credit reference agencies and provide us with financial background checks prior to you renting or purchasing a client’s property
• We collect your personal data in the course of your employment with us
• We have a legal obligation to share your personal data with various credit reference agencies and provide us with financial background checks prior to you commencing employment with us
• We may occasionally send you marketing information where we have assessed that it is beneficial to you as a customer and in our interests. Such information will be non-intrusive and is processed on the grounds of legitimate interests
You have the right to access any personal information that Clark Weightman Limited processes about you and to request information about: -
• What personal data we hold about you
• The purposes of the processing
• The categories of personal data concerned
• The recipients to whom the personal data has/will be disclosed
• How long we intend to store your personal data for
• If we did not collect the data directly from you, information about the source
If you believe that we hold any incomplete or inaccurate data about you, you have the right to ask us to correct and/or complete the information and we will strive to do so as quickly as possible; unless there is a valid reason for not doing so, at which point you will be notified.
You also have the right to request erasure of your personal data or to restrict processing (where applicable) in accordance with the data protection laws; as well as to object to any direct marketing from us. Where applicable, you have the right to data portability of your information and the right to be informed about any automated decision-making we may use.
If we receive a request from you to exercise any of the above rights, we may ask you to verify your identity before acting on the request; this is to ensure that your data is protected and kept secure.
Sharing and Disclosing Your Personal Information
We do not share or disclose any of your personal information without your consent, other than for the purposes specified in this notice or where there is a legal requirement. Clark Weightman Limited uses third-parties to provide the below services and business functions; however, all processors acting on our behalf only process your data in accordance with instructions from us and comply fully with this privacy notice, the data protection laws and any other appropriate confidentiality and security measures.
Clark Weightman Limited share personal data with the following Third Parties: -
Alcium Software Limited
We use Alcium Software Limited to provide our online property management, applicant management and workflow management software and customer relationship management system. Alcium Software Limited provide a platform on which we process your personal data. They may have access to your personal data when assisting us with technical issues which may arise from time to time.
For more information about Alcium Software Limited, please read their Privacy Notice at: http://www.alciumsoftware.com/privacy-policy
We use Wrights Accountants to do our bookkeeping, tax returns and Payroll and they act in the capacity of a processor on our behalf. The only information we provide them with is your name, address, bank details and order details to meet business and legal requirements.
For more information about Wrights Accountants please contact them directly on 01482 649775. Alternatively, their Privacy Notice can be made available on request.
We use Experian (Business Express) for the purposes of obtaining UK Business Credit Reports and Consumer Credit Reports to comply without obligations in respect of Money laundering Regulations and also due diligence in assessing the financial standing/risk factor of potential purchasers and tenants. These reports will be shared with vendors and for landlords.
For more information about Experian please read their Privacy Notice at: http://www.experian.co.uk/bi-data-privacy-policy.html?_ga=2.165217465.760049952.1527073257-1208873082.1413897028
We use Worldpay to process debit and credit card payments for us.
For more information about Worldpay please visit https://worldpay.com/uk/privacy-policy.
We use SPL Solutions for our IT support. We do not provide them with any personal data, but they may have access to your personal data when assisting us with technical issues which may arise from time to time. Their Privacy Notice can be made available on request.
Grosvenor Systems Limited
We use Grosvenor Systems Limited to provide our on-line property management software. Grosvenor Systems Limited provide a platform on which we process your personal data. They may have access to your personal data when assisting us with technical issues which may arise from time to time.
For more information about Grosvenor Systems Limited, please read their Privacy Notice at: https://www.grosvenorsystems.com/privacy-policy/
Clark Weightman Limited takes your privacy seriously and takes every reasonable measure and precaution to protect and secure your personal data. We work hard to protect you and your information from unauthorised access, alteration, disclosure or destruction and have several layers of security measures in place, including: -
• SSL, TLS, encryptions, pseudonymisation, restricted access, IT authentication, firewalls, anti-virus/malware etc.
Consequences of Not Providing Your Data
You are not obligated to provide your personal information to Clark Weightman Limited, however, as this information is required for us to provide you with our services and meet contractual obligations, we will not be able to offer some/all our services without it.
As noted in the ‘How We Use Your Personal Data’ section of this notice, we occasionally process your personal information under the legitimate interests’ legal basis. Where this is the case, we have carried out a thorough Legitimate Interests’ Assessment (LIA) to ensure that we have weighed your interests and any risk posed to you against our own interests; ensuring that they are proportionate and appropriate.
We use the legitimate interests’ legal basis for processing for contacting you from time to time i.e., marketing, and have identified that our interests are that we have properties which may be of interest to you confirmed by the enquiries and interest you may have previously shown in similar properties.
How Long We Keep Your Data
Clark Weightman Limited only ever retains personal information for as long as is necessary and we have strict review and retention policies in place to meet these obligations. We are required under UK tax law to keep your basic personal data (name, address, contact details) for a minimum of 6 years after which time it will be destroyed. There are other retention periods that we might process your personal data for and a full list of retention periods is available on request.
Where you have consented to us using your details for direct marketing, we will keep such data until you notify us otherwise and/or withdraw your consent.
Lodging A Complaint
Clark Weightman Limited only processes your personal information in compliance with this privacy notice and in accordance with the relevant data protection laws. If, however you wish to raise a complaint regarding the processing of your personal data or are unsatisfied with how we have handled your information, you have the right to lodge a complaint with the supervisory authority.
Clark Weightman Limited
20 The Weir, Hessle, Hull, East Yorkshire, HU13 0RU
T: 01482 645522
Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
T: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
F: 01625 524 510
Website Complaint Submission: https://ico.org.uk/concerns/handling/
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