This Policy applies to both personal information supplied to us either by an individual or by others. We may use personal information supplied to us for any of the purposes as set out in this Policy, or as otherwise disclosed at the point of collection.
This Policy is an important document. We recommend that you read it carefully and print and keep a copy for your future reference.
In this Policy, we use the terms:
“we”, “us”, and “our” (and other similar terms) to refer to Tesni Properties Limited and all associated trading names including Tesni and Tesni Homes as referred to in any contract we enter into with you; or if you have not yet entered into a contract with us as owner of the Tesni Properties website, tesnihomes.co.uk. In each of the above cases Tesni Properties Limited will be the data controller as prescribed in law of England and Wales (the “Data Controller”);
“Contract” refers to a written document which sets out the terms and conditions of the engagement between Tesni Properties Limited and you and which describes the products and/or services to be provided to/from you. “Personal Information” is any information relating to an identified or identifiable natural person;
“identifiable natural person” is one who can be identified, directly or indirectly, in particular by reference to an identification number or to one or more factors; and
“you” and “your” (and other similar terms) refer to our customers, individuals associated with our customers, contacts, suppliers, job applicants, staff and visitors to the Tesni Properties Limited website, www.tesnihomes.co.uk.
Your rights in relation to Personal Information and how to exercise them
Under certain circumstances you have the following rights:
the right to ask us to provide you, or a third party, with copies of the Personal Information we hold about you at any time and to be informed of the contents and origin, verify its accuracy, or else request that such information be supplemented, updated or rectified according to the provisions of the law;
the right to request erasure, anonymisation or blocking of your Personal Information that is processed in breach of the law;
the right to object on legitimate grounds to the processing of your Personal Information. In certain circumstances we may not be able to stop using your Personal Information, if that is the case, we’ll let you know why; and
withdrawal of consent – while we do not generally process Personal Information on the basis of consent when Personal Information is processed on the basis of consent an individual may withdraw consent at any time (this may apply to processing of special categories of Personal Information and includes the following: racial/ethnic origin, political opinions, religious or philosophical beliefs and trade union membership). In the event that you no longer want to receive any marketing material from us, please use the unsubscribe option (which is in all of our marketing emails to you), or contact the Data Controller as set out below.
To exercise such rights (bar withdrawing from marketing emails – as described above) and if you have any questions about how we collect, store and use Personal Information, then please contact us using the details as set out in the “Data Controller contact information” section below.
What basis do we have for processing your Personal Information?
We will only process personal Information where we have a lawful reason for doing so. The lawful basis for processing Personal Information by us will be one of the following:
the processing is necessary for the performance of a contract you are party to or in order to take steps at your request prior to you entering into a contract;
the processing is necessary in order for us to comply with our legal obligations (such as compliance with anti-money laundering legislation);
the processing is necessary for the pursuit of our legitimate business interests (including that of the delivery and the promotion of our products and services); and
processing is necessary for the establishment, exercise or defence of legal claims.
What Personal Information do we collect and process?
We aim to be transparent about why and how we process Personal Information. For further information on our processing activities please review the relevant section below:
We process Personal Information about contacts using a customer relationship database. Personal Information is collected and added to the database by Tesni Properties staff, and includes: name, email address, job title, telephone number, nature of enquiry and other contact information. The Personal Information may also be collected by virtue of us providing our products or services to you or at a networking event. In addition Personal Information may also be collected via the Tesni Properties Limited website, www.tesnihomes.co.uk.
For contact and communication purposes: we may use your contact information to send you updates that we may circulate from time to time on progress on our sites, news about any events we are organising or participating in, and/or other information about us that we believe may be of interest to you. You can specify your contact preferences when registering online to receive communications from us (for example, through the Tesni Properties Limited website, www.tesnihomes.co.uk) or by subsequently advising us of your contact preferences using options provided on all of our marketing emails or the contact details as set out in the “Data Controller contact information” section below.
Performing analytics – such as trends, sales intelligence, marketing effectiveness (such as click and open rates) uptake and progress.
Personal Information is retained on our database for as long as it is necessary for the purposes set out above (being the length of the business relationship). If a contact requests to be forgotten their contact details will be deleted from the database. If a contact opts out of receiving marketing materials their details will be deleted.
Customers and individuals associated with customers
We request that our customers only provide Personal Information which is necessary for us to carry out our services or for the sale of our products.
If we need Personal Information in respect of individuals associated with customers in order to provide our products or services we ask our customers to provide this Policy to the data subjects.
In the majority of circumstances we will collect Personal Information from our customers or from third parties acting on behalf of our customers.
Providing planning and development services or sale of new homes: we will use and disclose Personal Information in such a manner as we believe is reasonably necessary to provide our products or services, for example to liaise with other professional service providers in relation to matters that we are handling on a matter you have instructed us on.
Administration: to collect our fee/sales proceeds, we will use Personal Information to agree payment arrangements, and to collect our fee/sales proceeds.
Managing customer relationships: providing customers with information on our services and sites that we consider may be relevant to them; arranging and hosting events; and identifying where we may make improvements in service delivery.
Compliance with anti-money laundering regulation: we may use your Personal Information (e.g. evidence of your identity) in order to fulfil our obligations to check the identity of our customers in compliance with anti-money laundering law and regulations.
Our general retention period for documentation created for the purpose of providing products or services is 12 years. In some instances there are legal and regulatory exceptions which may require documentation to be held for longer or shorter periods. If you require further information please contact us using the details as set out in the “Data Controller contact information” section below.
Please refer to the Recruitment Record Retention policy as to how Personal Information is collected, processed and how long it is retained for, for further details please contact the Data Controller.
Suppliers (including individual contractors)
Personal Information, including name, email address, telephone number and other business contact information, is collected to receive services from suppliers, to manage the relationship with the supplier, and for the provision of services to our customers.
To receive products or services from our suppliers: please note that we will use and disclose their Personal Information in such manner as we believe is reasonably necessary to receive and to review the provision of those products or services from suppliers.
Products or Services to customers: if a supplier is assisting us in delivering products or services to our customers we will process Personal Information to manage that relationship.
Administration: to agree payment arrangements with our suppliers, and to make payments to them.
A general retention period of 12 years will be applied unless there are any legal and or regulatory exceptions which may require documentation to be held for shorter or longer periods. If you require further information please contact us using the details as set out in the “Data Controller contact information” section below.
Personal Information in relation to staff will be held on various internal systems and applications. A privacy notice which sets out the purposes for which Personal Information will be processed and contains information on data subject rights is provided to staff at the commencement of employment. If further information is required please contact your local Human Resources department.
Visitors to the Tesni Properties Limited website
Personal Information will be collected if you sign up to attend any of our events and/or to receive our marketing literature.
if you have requested to receive our marketing literature please see the paragraph above headed ‘Business contacts’.
Who else may have access to your Personal Information?
On occasion, we may need to share your Personal Information with third parties. We will only share Personal Information where we are legally permitted to do so.
Where you supply us with Personal Information as a customer, we will assume, unless you instruct us otherwise in writing, that we can disclose your Personal Information in such manner as we believe is reasonably necessary to provide our products or services (including as described in this Policy), or as is required under applicable law. This might be because, for example, we may pass your Personal Information to third parties such as:
credit-checking agencies for credit control reasons;
events: we may need to pass on your Personal Information (e.g. name, company, occupation) to a third party in connection with management of an event, in which case the details will only be used by the third party for that specific purpose;
business partners, service providers and other affiliated third parties: to enable us to provide our products or services to you, we may need to share your Personal Information with our business partners (including other professional advisers such as accountants or auditors), external product or service providers. Our arrangements with external service providers currently cover the provision of product guarantee information, estate agents, solicitors, support services including AML/CDD checks, events management, document production, business research, equipment, secretarial services, marketing and business development and facilities management;
disclosures required by law or regulation: in certain circumstances, please note that we may be required to disclose Personal Information under applicable law or regulation.
How we look after your Personal Information
We have in place appropriate technical and organisational security measures to protect your Personal Information against unauthorised or unlawful use, and against accidental loss, damage or destruction.
We put in place strict confidentiality agreements (including data protection obligations) with our third party service providers.
Links to other websites
The Tesni Properties Limited website, www.tesnihomes.co.uk, may link to other, unaffiliated third party websites. Please note that Tesni Properties Limited is not, and cannot, control or be responsible for the content or privacy and confidentiality practices of any third party websites. You must always carefully review the privacy and confidentiality policy of any third party website that you may visit in order to understand how the operators of that website may collect, store and use your Personal Information.
Updates to this Policy
This Policy was last updated in May 2018. Please check back regularly to keep informed of updates to this Policy.
Data Controller contact information
Tesni Properties Limited is a Data Controller: email: firstname.lastname@example.org
While we hope that you will not need to, if you want to complain about our use of Personal Information please send an email detailing your complaint to Data Controller using email email@example.com .
You also have the right to lodge a complaint with the Information Commissioners Office www.ICO.org.uk.