Data Protection policy

Overview

Introduction

In order to operate, RPC Land and New Homes  needs to gather, store and use certain forms of information about individuals.

These can include employees, suppliers, business contacts, customers and other people the company has a relationship with or regularly needs to contact.

This policy explains how this data is collected, stored and used in order to meet RPC Land & New Homes’ data protection standards and comply with the law.

Why is this policy important?

This policy ensures that RPC Land & New Homes:

  • Protects the rights of our customers, business contacts and employees
  • Complies with data protection law and follows good practice
  • Protect the company from the risks of a data breach

Roles and responsibilities

Who and what does this policy apply to?

This applies to all site based and office based staff handling data on behalf of RPC Land & New Homes.

It applies to all data that RPC Land & New Homes holds relating to individuals, including:

  • Names
  • Email addresses
  • Postal addresses
  • Phone numbers
  • Any other personal information held (e.g. financial)

Roles and responsibilities

Everyone who has access to data has a responsibility to ensure that they adhere to this policy.

Data controller

The Data Controller for RPC Land & New Homes is Graeme Dowd, Director. Together with the Board of Directors, they are responsible for why data is collected and how it will be used. Any questions relating to the collection or use of data should be directed to the Data Controller.

Compliance

RPC Land & New Homes is registered with the Information Commissioner’s Office (ICO) under reference: ZA172082

Data protection principles

1. We fairly and lawfully process personal data

RPC Land & New Homes will only collect data where lawful and where it is necessary for the legitimate purposes of the company.

  • A customer’s details will be collected when they register interest in a property, development or land we are marketing and will be used to contact the customer about similar houses, developments or land opportunities they may be interested in. Other data may also subsequently be collected in relation to their house/land purchase including financial information about their ability to fund the purchase. We will also undertake Identity checks on purchasers in order to comply with anti-money laundering legislation.
     
  • The name and contact details of land owners are collected, be they an individual or a person representing a company, charity or public sector body. This information is only used in relation to their particular instruction with RPC Land & New Homes and subsequent invoicing.
     
  • Employee details including name, address, contact numbers, NI number, Tax Reference, Drivers Licence etc., next of kin is collected and only used in relation to their employment with the company.

2. We only collect and use personal data for specified and lawful purposes.

When collecting data, RPC Land & New Homes will always explain why the data is required and what it will be used for.

We will never use data for any purpose other than that stated or that can be considered reasonably to be related to it.

3. We ensure any data collected is relevant and not excessive

RPC Land & New Homes will not collect or store more data that the minimum information required for its intended purpose.

4. We ensure data is accurate and up-to-date

Periodically RPC Land & New Homes will contact customers to check and update their data.

Any individual will be able to update or have their record deleted in its entirety at any point by contacting RPC Land & New Homes.

5. We ensure data is not kept longer than necessary

RPC Land & New Homes will keep data on individuals for no longer than 12 months after our involvement with the individual has stopped, unless there is a legal requirement to keep records.

6. We process data in accordance with individuals’ rights      

The following requests can be made in writing to the Data Controller:  

Customers can request to see any data stored about them. Any such request will be actioned within 14 days of the request being made.
 

Customers can request that any inaccurate data held on them is updated. Any such request will be actioned within 14 days of the request being made.
 

Customers can request to stop receiving any marketing communications. Any such request will be actioned within 14 days of the request being made.
 

Customers can object to any storage or use of their data that might cause them substantial distress of damage or any automated decisions made based on their data. Any such objection will be considered by the Board of Directors, and a decision communicated within 30 days of the request being made
 

7. We keep personal data secure

RPC Land & New Homes  will ensure that data held by us is kept secure.

Electronically-held data will be held within a password-protected and secure environment

 

Passwords for electronic data files will be re-set each time an individual with data access leaves their role/position

 

Physically-held data will be stored in a locked filling cabinet/cupboard.

 

Keys for locks securing physical data files will be stored in the key box in such a way as their use cannot be identified.

 

Access to data will only be given to relevant employees of RPC Land & New Homes
 

8. Transfer to countries outside the EEA

RPC Land & New Homes will not transfer data to countries outside the European Economic Area (EEA).

Direct Marketing

RPC Land & New Homes  regularly collects data from consenting potential customers for marketing purposes. This includes contacting them to promote development, houses, land and promotions that may interest them.

Any time data is collected for this purpose, we will provide:

  • A clear and specific explanation of what the data will be used for
     
  • A method for users to show their active consent to receive these communications

Data collected will only ever be used in the way described and consented to (e.g. we will not use email data in order to market 3rd-party products unless this has been explicitly consented to).

Every marketing communication will contain a method through which a recipient can withdraw their consent (e.g. an ‘unsubscribe’ link in an email). Opt-out requests such as this will be processed within 14 days.

Cookies on the RPC Land & New Homes website

A cookie is a small text file that is downloaded onto ‘terminal equipment’ (e.g. a computer or smartphone) when the user accesses a website. It allows the website to recognise that user’s device and store some information about the user’s preferences or past actions.

The website only uses ‘Session Cookies’ to aid visitors use of the site. These are not stored anywhere once the web session is closed.

The website does use Google Analytics to collect generic information including the visitor volumes, location of searcher (IP address), search device used, pages visited, originating website etc.