DATA PROCESSING

Berry Property Services’ Data Privacy Policy

This is the Privacy Policy of Berry Property Services. In this document, “Berry”, “we”, “us” or “our” refer to Berry Property Services.

Company Number: 08345560

Registered Office:  266 Selsdon Road, South Croydon, Surrey, CR2 7AA

Introduction

We, Berry Property Services (referred to as “Berry”, “we”, “us” or “our” in this Privacy Policy), is the controller and therefore responsible for your personal data.

Berry Property Services respects your privacy and is committed to protecting your personal data not just as an exercise to comply with the law but as a continuation of our respect for you and your personal information. Our policy complies with the Data Protection Act 2018 accordingly with the EU General Data Protection Regulation (GDPR).

This privacy policy contains important information on who we are and how Berry Property Services collects, stores and processes your personal data that we obtain from you or that you provide to us. It covers information that could identify your “personal information” and information that could not. In the context of law and this notice, “process” means collect, store, transfer, use or otherwise act on information.  It also explains your privacy rights in relation to your personal information and how the law protects you. 

Berry Property Services does not knowingly collect data relating to children. 

It is important that you read this privacy policy carefully so that you are fully aware of how and why we are using your data. 

Data Protection Officer (DPO)

We have appointed a Data Protection Officer (DPO) who is responsible for ensuring that our policy is followed. 

If you have any questions regarding this Privacy Policy, including any requests to exercise your legal rights, please contact our DPO.

Contact Details:

Company Name in Full: Berry Property Services

Name of DPO: Hayley Whitby 

Email Address: admin@berrypropertyservices.co.uk

Postal Address: 266 Selsdon Road, South Croydon CR2 7AA 

Telephone Number: 020 3995 5500

What data do we may collect about you

We may collect and use the following information about you: 

• Your name and contact information, including property addresses, email addresses, telephone numbers and company details if applicable.
• Information to enable us to check and verify your identity, e.g. First name(s), maiden name, surname, username or similar identifier, marital status, title, date of birth.
• Your gender information, if you choose to give this to us.
• Correspondence history, transaction and instruction history with us.
• Your financial data including bank account details, if applicable. 
• Profile data including your username and password, preferences and feedback, usually when using our customer portal.
• Technical data including internet protocol (IP) address, your login data, time zone setting and location, operating system and platform and other technology on the devices you use to access this website.
• Information about how to use our website, IT, communication and other systems.

This personal information is required to provide our services correctly and to full fill our contractual and sometimes legal obligations. If you do not provide personal information when required, it may delay or even prevent us from providing our services to you. If we do not receive all of the information that is required for us to provide our services we have the right to refuse/cancel the service that you have with us. This will be explained to you in writing. 

It is important that the personal data that we hold about you is accurate and current. Please inform us of any changes to your personal information.

Please note that we do not collect any special categories of personal data about any individuals. This includes information regarding race or ethnicity, religion or any philosophical beliefs, sexual preference, political opinions, trade union memberships, information regarding your health. We do not collect or hold any information regarding criminal convictions and offences. 

How is your personal data collected 

• Directly from you, this includes personal data that you provide by telephone, email or text message and/or via our website or social media.
• From clients requesting our services and providing tenant and or landlord contact details.
• Directly from a third party e.g customer due diligence providers, managing agents, landlord, tenants etc.

How and why we use your personal information

Under data protection law, we can only use your personal information if we have a legitimate reason for doing so, for example:

• To comply with our legal and regulatory obligations.
• To enable us to perform as stipulated in our contract with you or to take action at your request before entering into a contract.
• Where you have given consent.

Please note that we do not collect, use or process special category personal information, such as racial or ethnic origin, political opinions, religious beliefs, trade union membership, genetic and biometric data, data concerning health and sexual orientation. 

We may use your personal information to send you updates, this may either be by email, telephone call, SMS or post) about our services or highlighting any legal changes which may affect you.

Please be assured that we will always treat your personal information with the utmost respect and never sell or share it with any other organisation. 

Who we share your personal information with

Third parties used by us to deliver our services e.g. payment service providers, service providers, maintenance contractors, managing agents, landlord, tenants etc.

We ensure that we are satisfied that anyone handling your personal information is doing so correctly and are taking appropriate measures to protect your personal information. We also impose contractual obligations on service providers (where possible) to ensure that they can only use your personal information to provide services to us and you. 

We do not share any personal information on our website or social media.

Where your personal information is held 

Your personal information is held at our office and saved on a password protected system. It may also be securely held with the third parties identified above (See above “Who we share your personal information with”)

What are your data protection rights?

You have the following data protection rights which you can exercise at any time:

• The right to access – The right to request that we provide you of a copy of all of your personal information
• The right of rectification – You have the right to request that we correct any information that you believe is inaccurate or complete any information that is incomplete
• The right to erase – You have the right to request us to erase some or parts of your personal data at any time
• The right to restrict processing – You have the right to request that we restrict processing your personal data in certain circumstances
• The right to object – You have the right to object to us processing your personal data in certain circumstances
• Data portability – You have the right to request that we transfer the information that we have collected in a structured, commonly used and machine-readable format and/or transmit that information to a third party or directly to you in certain circumstances 
• Not to be subject to automated individual decision making – The right to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you

For further information on each of those rights, including circumstances in which they apply, please contact us or see Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.

If you would like to exercise any of these rights please email, call or write to us providing the following information:

• Enough information to identify you.
• Proof of identity i.e. a copy of your driving licence or passport
• Let us know what right you want to exercise and the information to which your request relates.

Please note that we have one month to respond to you.