Hair & Son have incorporated Rona Partnership Limited with both companies sharing stored data.
We process personal information to enable us as to carry out all property services, promote and advertise our services, maintain our own accounts and records, support and manage our employees and for the various purposes as described in detail below.
“Personal Data” is any information that relates to you and identifies you personally, either alone or in combination with other information available to us. This will generally be name including ‘title’, mobile/home/work telephone numbers, email and home address. In the case of ‘tenants’, more information will be needed to cover legal requirements and referencing.
If we hold an event and required your dietary requirements, your data would be deleted after the event.
We use your personal data to assist you with all your property requirements and to enable us to keep in touch with you and provide the service you expect. Your personal data will also be used to enable us to perform all contractual and legal requirements on your behalf.
To adhere to the new General Data Protection Regulations 2018 (GDPR) and for lawful reasons, Hair & Son will need to hold and process your personal data for:-
Hair & Son will securely store your personal data for as long as we are acting in your interests to provide the full estate agency service required.
We may from time to time transfer your personal data to a country outside of the EEA. For example when personal data is stored on a cloud server.
Hair & Son are very proud to have been part of the local community and involved in all property matters around the local area for nearly 100 years. As we have gained knowledge and experience in both industry and local property matters, we will from time to time produce newsletters and other informative marketing literature together with holding property related events which may be of interest to you across all property fields. In order to keep you up to date with all the above and any changes in legislation, would you please click here to tick your preferences and choice of communication channel to receive these notifications. (Your Username will be your email address and you will need to create a Password to access your preferences.)
We will share your personal data as necessary and on the lawful grounds described above with various third parties who process your personal information on our behalf.
Where necessary or required we share information with:
We require that these service providers and other third parties adhere to strict rules when processing your personal data, including to only use your personal data in accordance with Hair & Son’s instructions and/or the applicable laws.
We require all third parties to delete all your personal data at the end of the specific service/provision we have asked them to undertake and not to use it for their own marketing.
We are committed to protecting your personal data and implement appropriate technical and organisational security and training measures to protect it against any unauthorised or unlawful processing and against any accidental loss or damage.
All Hair & Son’s Data Processors and joint Data Controllers will be contracted to only use your data as instructed by Hair & Son and to protect the confidentiality and security of your data at all times and in accordance with GDPR requirements.
All data retention is stored securely with limited access. When data is deleted it is done so irretrievably.
The new GDPR legislation creates rights for data subjects. These are the right to be informed, the right of access, the right to rectification, the right of erasure, the right to restrict processing, the right to data portability, the right to object and rights in relation to automated decision making and profiling.
With regard to the ‘right to be forgotten’ (right of erasure), by law we have to keep your data for six years with regard to our legal obligations to HMRC for tax purposes. We also have a legal obligation to hold the following data on outgoing tenants for six years:-
Any AML (Anti Money Laundering) information obtained through any department also needs to be kept for 6 years.
New applicants will expire automatically on our software after 60 days and all other personal data will be deleted/removed once all our legal obligations have been covered.
In the event of a data security breach, we will advise you and any other parties as soon as we are made aware of the breach and notify the Information Commissioner’s Office (ICO) if appropriate.
CCTV cameras are used on site purely for the safety and security of our staff.
Our Data Protection Officer is Anita Hair, who is a partner of Hair & Son and is registered with the Information Commissioner’s Office (ICO).
t: 01702 39 49 59
Hair & Son’s registered office is 200, London Road, Southend on Sea, Essex SS1 1PJ
Should you have any issues against Hair & Son, our Complaints Procedure can be found here:-
Last updated: 23rd May 2018
Joint Data Controllers - For further information on their Privacy Policies, please visit their websites
FCC Paragon https://fccparagon.com/
Brief Your Market https://www.briefyourmarket.com/
Tenancy Deposit Scheme https://www.tenancydepositscheme.com/
Relocation Agent Network https://www.relocation-agent-network.co.uk/
The Property Ombudsman https://www.tpos.co.uk/
Nest Pensions https://www.nestpensions.org.uk/
Insurance companies: https://www.thecleargroup.com/ | https://www.insurancesurrey.co.uk/ | https://deacon.co.uk/
Inventory Hive https://www.inventoryhive.co.uk/
Happy Inspector https://happy.co/
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Certain aspects on our website, including contact forms and property enquiries require you to supply us contact information. This contact information including name, e-mail address, etc. is used for the benefit of all so that we may communicate important information regarding your account and our services.
We also require that you are registered with us online if you wish to access extended information about properties via the web site. Some extended information requires us to authorise you to have access and may require human contact with you using the contact details provided. Please help us by providing correct information as requested. Usually this authorisation is a one off process and once activated will give you continued access to extended property information.
If you would rather talk with us directly please use the main number or use the contact tab for additional methods of contact.
Unless otherwise agreed, the information we gather about you will not be supplied or sold to any third parties.
You should consider any communication that you transmit to Hair and Son, including data, enquiries, comments, etc. as non-confidential, and agree that Hair and Son will not be liable or responsible if information that belongs to you is intercepted and used by an unintended recipient.Close