Our use of your personal data will be governed by this Privacy Notice.

Hilden Management Limited is a controller for the personal information that it collects and uses about you. Your personal information is treated as confidential and in accordance with data protection legislation. Your personal information will only be shared with others in accordance with this Privacy Notice.

This Privacy Notice explains;

• What personal information is 
• How we collect personal information
• The types of personal information we collect
• How we use your personal information
• The legal basis for processing your personal information
• How we share your personal information
• How long we keep your personal information
• How we keep your personal information secure
• Your rights in relation to your personal information
• How to make complaints and how to contact us

If there are any changes to the way in which your personal information is used, this Privacy Notice will be updated.

Personal information is any information that tells us something about you. This could include information such as name, contact details, date of birth, or any information about your needs or circumstances which would allow us to identify you.

Some personal information is classified as “special” data under data protection legislation. This includes information relating to health, racial or ethnic origin, religious beliefs or political opinions and sexual orientation. This information is more sensitive and we need to have further justifications for collecting, storing and using this type of personal information. There are also additional restrictions on the circumstances in which we are permitted to collect and use criminal conviction data.

Any references to personal information in this privacy notice will include personal data, and where relevant, special categories of personal data.

We will collect your full name and contact details (such as phone number, email address and postal address) from you when you engage with us.

In addition, if we are providing a service to you, or on your behalf, where we are required to do so by law, we will collect information relating to your identity, which will be at least one form of photographic identification (such as a passport, a driving licence or an identification card) and one form of documentation with proof of your place of residence (such as a recent utility bill).

We will also confirm whether you have any relatives or close connections working at Hilden Management Limited so that we are aware of potential conflict of interests and if identified how to manage these, in accordance with our statutory and regulatory obligations.

Depending on the service that we provide to you (or on your behalf) we may also collect additional personal information as detailed below;

If you are buying, or selling through us;

• We will collect a contact telephone number to get in touch with you to arrange viewings, and to update you on offers both submitted, or received, relating to property.
• Where you have enquired about buying property, we will use your contact details to respond to you. We may send you additional properties or information that may assist with your search 
• If you are not the legal owner of the property, we are required to obtain details as to your ability to sell the property such as a Grant of Probate, Power of Attorney, or Guardianship Order.
• We may collect information required to identify you. This is to meet anti-money laundering and counter terrorist requirements. If we are dealing with an entity, for example a charity, or a trust we may need to obtain personal information for the beneficiaries of the entity and those in a position of control. This will include, but is not limited to, identity and address documents. We may also need to collect information on other individuals who have an interest in the property who are not considered to be our customers.
• We are working alongside third parties such as solicitors, developers, joint or multi agents, and therefore we may need to share these documents on the basis of legitimate interests.

• If you wish to purchase a property, we will also collect personal information required to source a property for you and, where required, negotiate on your behalf

Under data protection legislation we are only permitted to use your personal information if we have a legal basis for doing so. We rely on the following legal bases to use your information;

• Where we need information to perform the contract, we have entered into with you
• Where we need to comply with a legal obligation
• Where the processing is necessary for us to carry out activities for which it is in Hilden Management Limits legitimate interests (or those of a third party) to do so and provided that your interests and fundamental rights do not override those interests, including:
  • Processing that is necessary for us to promote our business, measure the reach and effectiveness of any campaigns – this could include sending you marketing information from time to time after you have engaged us to provide services. You have the right to opt out of receiving this information at any time.
  • Processing necessary for us to operate the administrative aspects of our business efficiently and effectively – this will include verifying the accuracy of information that we hold about you and creating a better understanding of you as a customer; processing for administrative purposes such as processing for network and information security purposes i.e. in order for us to take steps to protect your information against loss, damage, theft or unauthorised access or to comply with a request from you in connection with the exercise of any of your rights outlined below.

In limited circumstances we may also rely on the following legal bases:

• Where we need to protect your interests (or someone else’s interests); and/or
• Where it is needed in the public interest or for official purposes

We may process special categories of personal information and criminal conviction information in the following limited circumstances:

• With your explicit consent, in which case we will explain the purpose for which the information will be used at the point where we ask for your consent.

Information on how your personal information will be used for the particular services you have requested from us is provided below.

• We use your personal information for the purposes of our obligations to you. Whether selling your property / or, if you are a buyer, to arrange a viewing, obtain feedback regarding a property, and preparing a contract for sale or purchase. 
• We will use your personal information to conduct due diligence in accordance with other legal or regulatory obligations
• We will share your personal information with your appointed solicitor and the solicitor and agent acting for the seller or purchaser as is necessary to facilitate the sale or purchase. We may also share your personal information with developers when purchasing a new build property. 
• We will share your personal data with third party referencing agencies for the purposes of the prevention and detection of crime, fraud and/or money laundering. In such circumstances, the third-party referencing agency may act as a data controller for your information. We will inform you of the referencing agency. We use Thirdfort. 

• We will share personal information with our regulators, governmental or quasi-governmental organisations, legal authorities and with courts, arbitrators as may be required from time to time in order to comply with our regulatory and legal obligations.
• Where we use third party services providers who process personal information on our behalf in order to provide services to us. Such as third-party referencing agencies for the purposes of the prevention and detection of crime.
• We may share your personal information with any person working within Hilden Management Limited, this is done on a need-to-know basis to ensure we are able to perform our services to you our client. 
• We will hold your personal information on our central database and use this to provide you with marketing information about services we offer from time to time.  You have the opportunity to opt out of receiving this information at any time.

The security of information is very important to us and we have measures in place which are designed to prevent unauthorised access to your personal information including but not limited to:

• Our client information is stored on our secure internal database system. Access is restricted on our client systems to those within the business who are required to have access to your information for legitimate business purposes.
• Hard copy documentation is stored in locked cabinets.

All data is hosted with systems and protections in place to protect against both unauthorised access, and other external factors that could cause damage to, your personal data. There are strict access requirements in place and access is restricted to those absolutely necessary.

We ensure access to personal information is only shared internally on a strictly need-to-know basis. 

The period for which we will keep your personal information will depend on the type of service you have requested from us. Depending on the service we have provided, will depend on how long we retain data to meet our statutory or regulatory obligations. Or we may need to retain the information in case of a legal claim.

You have a number of rights in relation to your personal information, including the right to:

• Be informed about how we use your personal information
• Obtain access to your personal information that we hold
• Request that your personal information is corrected if you believe it is incorrect, incomplete or inaccurate
• Request that we erase your personal information in the following circumstances:

• Hilden Management Limited is relying on consent as the legal basis for processing and you withdraw consent
• Hilden Management limited is relying on legitimate interests as the legal basis for processing and you object to this processing and there is no overriding compelling ground which enables us continue with the processing
• If the personal information has been processed unlawfully (i.e. in breach of the requirements of the data protection legislation)
• If it is necessary to delete the personal information to comply with a legal obligation

• You can ask us to restrict our data processing activities where you consider that:
  • Any personal information is inaccurate. 
  • Our processing of your personal information is unlawful
  • Where we no longer need the personal information but you require us to keep it to enable you to establish, exercise or defend a legal claim
  • If you have raised an objection to our use of your personal information
• Request a copy of certain personal information that you have provided to us in a commonly used electronic format. This right relates to personal information that you have provided to us that we need in order to perform our agreement with you and personal information where we are relying on consent to process your personal information
• Object to our processing of your personal information where we are relying on legitimate interests or exercise of a public interest task to make the processing lawful. If you raise an objection, we will carry out an assessment to determine whether we have an overriding legitimate ground which entitles us to continue to process your personal information; and
• Not be subject to wholly automated decisions which produce legal effects or which could have a similarly significant effect on you.

If you would like to exercise any of your rights, please contact info@hilden.management

Please note that we will keep a record that you have made a request to exercise your rights, and our response to your request, in order to demonstrate compliance with our data protection obligations and so that we can handle any queries, complaints or claims in relation to your request. This record will be kept in accordance with our retention policies at section 6 above.

Complaints

If you have any complaints about the way we use your personal information please contact our relations department at relations@hilden.management who will try to resolve the issue. If we cannot resolve any issue, you have the right to complain to the data protection authority (the Information Commissioner in the UK). 

Contact details

If you have any questions, comments or requests regarding any aspect of this Privacy Policy, please contact the data controller directly in writing to our registered office Dry Close, Newbery Lane, Misterton, Somerset. TA18 8NE