Effective date: 19 February 2019
The policy: Totem Property Services Limited (“us, “we”, or “our”) operates the www.totempropertyservices.co.uk website (the “Site”) The purpose of this policy is to explain to you how we control, process, handle and protect your personal information through the business and while you browse or use this website. If you do not agree to the following policy you may wish to cease viewing / using this website, and or refrain from submitting your personal data to us.
Personal Data means data about a living individual who can be identified from those data (or from those and other information either in our possession or likely to come into our possession).
Usage Data is data collected automatically either generated by the use of the Site or from the Site infrastructure itself (for example, the duration of a page visit).
Cookies are small pieces of data stored on a User’s device.
Data Controller means a person who (either alone or jointly or in common with other persons) determines the purposes for which and the manner in which any personal data are, or are to be, processed.
Data Processor (or Service Providers)
Data Processor (or Service Provider) means any person (other than an employee of the Data Controller) who processes the data on behalf of the Data Controller.
We may use the services of various Service Providers in order to process your data more effectively.
Data Subject is any living individual who is the subject of Personal Data.
The User is the individual using our Service. The User corresponds to the Data Subject, who is the subject of Personal Data.
Information Collection and Use
We may ask you to provide us with certain personally identifiable information that can be used to contact or identify you (“Personal Data”).
How is your personal data collected?
We use different methods to collect data from and about you. You may give us your identity and contact data by filling in forms or by corresponding with us by post, phone, email or otherwise. We may also receive personal data about you from various third parties and public sources
Emails from the Enquiry Form
Our Contact Enquiry Form is a simple way for you to send us details of the service you require from us. The information provided is only used for our company to build quotes for services offered. Only our colleagues process this information to build estimates/quotes in-house and information does not leave our office. We do not store these emails on a database and do not use them for mailing lists.
We never send unsolicited emails to our clients, and will only contact you in regards to any services you request from us. Emails are only backed up onto local disk drives and are not accessible to anyone who is not a company employee.
Invoices & Estimates
We hold names, addresses, telephone numbers and email addresses from our customers for invoices & estimates. This is only used for accounting and tax purposes. Under the GDPR we are not required to ask for consent to send invoices and other transactional emails to customers. We only use this personal information internally and do not share any information with other businesses or for marketing reasons.
We may also collect information how the Site is accessed and used (“Usage Data”). This Usage Data may include information such as your computer’s Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data.
Tracking & Cookies Data
Retention of Data
Totem Property Services Limited will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of our Site, or we are legally obligated to retain this data for longer time periods.
Disclosure Of Data
We may have to share your personal data for the following reasons:
Totem Property Services Limited may disclose your Personal Data to third parties and suppliers who are dealing with you as part of our service to you.
Disclosure for Law Enforcement
Under certain circumstances, Totem Property Services Limited may be required to disclose your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).
Totem Property Services Limited may disclose your Personal Data in the good faith belief that such action is necessary to:
- To comply with a legal obligation
- To protect and defend the rights or property of Totem Property Services Limited
- To prevent or investigate possible wrongdoing in connection with the Site
- To protect the personal safety of users of the Site or the public
- To protect against legal liability
Security Of Data
The security of your data is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.
Totem Property Services Limited aims to take reasonable steps to allow you to correct, amend, delete, or limit the use of your Personal Data.
If you wish to be informed what Personal Data we hold about you and if you want it to be removed from our systems, please contact us.
In certain circumstances, you have the right:
- To access and receive a copy of the Personal Data we hold about you
- To rectify any Personal Data held about you that is inaccurate
- To request the deletion of Personal Data held about you
Please note that we may ask you to verify your identity before responding to such requests.
We may employ third party companies and individuals to facilitate our Site (“Service Providers”), to provide the Site on our behalf, to perform Site-related services or to assist us in analysing how our Site is used.
These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
We may use third-party Service Providers to monitor and analyse the use of our Site.
- Google Analytics
Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Site. This data is shared with other Google services. Google may use the collected data to contextualise and personalise the ads of its own advertising network.
For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page: http://www.google.com/intl/en/policies/privacy/
Links To Other Sites
We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.
Our Site does not address anyone under the age of 13 (“Children”).
We do not knowingly collect personally identifiable information from anyone under the age of 13. If you are a parent or guardian and you are aware that your Children has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we take steps to remove that information from our servers.
Social Media Policy & Usage
We adopt a safe and responsible approach to Social Media. While we may have official profiles on social media platforms users are advised to verify the authenticity of such profiles before engaging with, or sharing information with such profiles. We will never ask for personal details on public-facing social media posts, but do use Facebook and Instagram messages to discuss orders with you and to share personal information such as email address and delivery address. Users are advised to conduct themselves appropriately when engaging with us on social media.
- By email: firstname.lastname@example.org
- By visiting this page on our website: https://www.totempropertyservices.co.uk/contact
- By mail: 16 New Road, Newbury, Berkshire, RG14 7RU