Tersons is the trading name of Cilec Limited. This document sets out how we use the data we hold on you, what it is and how to contact us or the relevant authority if you have a complaint. The General Data Protection Regulations (GDPR) effective from on 25th May 2018 underpin other EU or UK legislation already in force.
Tersons are based at 27/29 Castle Street, Dover, Kent, CT16 1PT
Telephone number 01304 246115
Data Controller is Simon Crowley and he can be contacted at the above address or email@example.com if there is a complaint.
Personal data is information that could personally identify you. The standard information Tersons will need is your name, address, telephone number, email address and any photographic identity we may have to hold in order to comply with the money Laundering Regulations.
The Personal Data we will collect
In all cases, we will need to collect your name, address, telephone number(s) and email address.
How we interact with you will determine the next level of information we may need. This could include: Photographic Identification, copy Utility Bill(s), National Insurance Number, Employer details, Salary information, Bank Details, Pension or Benefit receipts, Employment or Medical Records, Professional Affiliations.
Failure to provide the information we need to deal with your interaction with us will cause delays and may prevent us from working with you.
How will we collect your Data
We will collect Personal information from you directly. There may be occasions when we will seek further information that could also identify you by interrogating publicly held records. These might include Land Registry, Companies House, Local Authority web sites. Some information may be required via third parties in order to perform our function on your behalf. This may include Financial Advisor(s), Referencing Company, Employer, Accountant, Professional Body, Trades Union, Family Members, Guarantors or Referees.
If you contact us via our Web Site, the site will automatically place a “cookie” on your computer to identify the site amongst others on your browser, for us to measure the traffic and also means that you don’t have to fill in basic information each time you visit. You will be able to disable the cookie function from your browser.
Use of your Personal Information
The Data Protection Act states that we can only use your Personal Data if we have a proper reason for doing so. If we do not use your Data, we will not be able to satisfy our regulatory obligations or deal with the legal requirements imposed upon us. Certain third parties, such as for example; a plumber, may be given your details to make a repair. This is known as Legitimate Interest for which we do not need your consent. In the same way, if we contact a Referencing Agency to establish your credit status for a transaction, this too is Legitimate Interest. However if we refer you to a Third Party for marketing of services of any kind we will need your consent and we will only make such a referral if we have gained your permission to do so. We use social media in the marketing of homes for rent or sale and for general updates on services or items of interest generally. You will be asked for consent to market in this way. We will not ask for your consent to use marketing tools such as Rightmove, Zoopla or our own website.
Under the Data Protection Act 1998, you have the right to request a copy of the information which we hold about you. If you would like a copy of some or all of the personal information we hold about you please email firstname.lastname@example.org and we will provide the information we hold within 7 days.
We will not sell, lease or distribute your personal information.
Marketing of Services
While we transact with you, we may from time to time, let you know by letter or email about other services or promotions we are offering. This is a Legitimate Interest and we do not need your consent. Once our transaction with you has completed we will need consent from you to continue with such updates. When the time comes we will ask for your consent in a clear and unambiguous way and you are perfectly at liberty to decline. If you do, your data will be deleted.
Where will your data be held?
Our computer systems are backed up, fire walled and anti virus software installed. They are regularly tested by our computer engineers. Paper files are stored at our office and will be kept for at least 12 months. We will also maintain a digital record of transactions that we have conducted, but after 12 months personal data will be removed. Card machine receipts and direct debit details are locked away and only accessed by staff who need to process the payments on your behalf. We keep the records for as long as HMRC require and they are then destroyed in sealed data bags at an approved data destruction site.
How do I seek Clarification? How do I complain?