Our contact details 

Hawkings Alexander Limited

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Delta House

16 Bridge Road

Haywards Heath

West Sussex

RH16 1UA

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hello@hawkingsalexander.co.uk

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1. The type of personal information we collect and when we collect it:

We currently collect and process the following information:

• Your name;

• Your email address;

• Your postal address;

• Your telephone or mobile number;

• Information you provide when you complete any forms provided by us e.g reservation forms) 

• Any correspondence between us; and

• CCTV recordings if you visit one of our sites

 

We collect personal information when you:

• Contact us by telephone, email, letter, or any other form of messaging.

• Visit us or any of or developments.

• Complete any of forms on our website 

• Source information about our developments via a third-party such as a property portal e.g. Rightmove or an estate agent

• Enter into any transaction with us

• Request information from us with a view to entering into a transaction with us.

 

2. Requests for additional information

If you are purchasing or thinking about purchasing a home from us we may request further personal information from you. If we do this, we will tell you why we are collecting this information and how we will use it.

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3. How we use your personal data:

In some circumstances we can use your personal data if it is in our legitimate interest to do so, provided that we have told you what that legitimate interest is. A legitimate interest is when we have a business or commercial reason to use your information which, when balanced against your rights, is justifiable.  If we are relying on our legitimate interests, we have set that out in the table below. We will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).

• When we register you as a new customer, we collect your identity and contact information. We collect this information to perform our contract with you.

• When we register your interest in one of our developments, we collect your identity and contact information. We collect this information to perform our contract with you.

• To manage our relationship with you, we collect your identity and contact and transaction information. We collect this information to perform the contract we have with you, to comply with a legal obligation or legitimate interests to keep our records up to date.

• To send you the latest news about new developments, we collect your identity and contact information and your marketing and communication preferences. We have a legitimate interest to do this to send you the updates if you have not opted-out of receiving and to ensure that marketing is only sent to those people.

• CCTV footage is collected as we have a legitimate interest to ensure the safety and security of assets and employees/ customers.

• Due Diligence: We may need to conduct investigations on existing customers, potential customers and business partners to determine if those companies and individuals have been involved or convicted of offences such as fraud, bribery and corruption.

 

4. Who we share your personal data with:

In order to provide you with our services and meet our legal obligations, we only share your data with 3rd parties, in the following circumstances:

• To fulfil your purchase;

• For property management;

• To fulfil our obligations under your property’s warranty provisions;

• For due diligence checks;

• To register your interest in a property;

• To verify your identity;

• To authorise debit/credit card payments and any other transactions authorised by the customer;

• To manage and maintain the accuracy of your records;

• To handle complaints, queries and improve customer service;

• To fulfil our marketing requirements;

• To meet legal obligations, for example, for the purposes of national security, taxation and criminal investigations; and

• We’ll never make your personal data available to anyone outside the Hawkings Alexander Limited for them to use for their own marketing purposes without your prior consent

 

5. Transferring your personal information outside the EEA

The EEA is the European Economic Area, which consists of the EU Members States, Iceland, Liechtenstein and Norway. If we transfer your personal data outside the EEA we have to tell you.

Limited personal information that we collect from you may be transferred to and processed in a destination outside of the EEA. In these circumstances, your personal information will only be transferred on one of the following bases:

The country that we send the information is approved by the UK Government as providing an adequate level of protection for personal information; or

The recipient has agreed with to standard contractual clauses (SCC’s) approved by the European Commission, obliging the recipient to safeguard the personal information; or

The recipient has Binding Corporate Rules (BCR’s) approved by the European Commission in place, obliging the recipient to safeguard personal information

 

6. How long do we keep your personal data?

We will only retain your personal data for as long as is necessary to fulfil the purposes for which it is collected. When assessing what retention period is appropriate for your personal data, we take into consideration:

Any statutory or legal obligations;

The requirements of the business;

The purposes for which we originally collected the personal data;

The lawful grounds on which we based our processing;

The types of personal data we have collected;

The amount and categories of your personal data; and

Whether the purpose of the processing could reasonably be fulfilled by other means.

After such time, we will securely delete or destroy your personal data. In most instances the personal data processed by us this will be securely destroyed 6 years from when you cease to be a customer. We only hold CCTV data for a period of 30 days.

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7. Your rights 

Right to be Informed

We will always be transparent in the way we use your personal data. You will be fully informed about the processing through relevant privacy policies.

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Right to Access

You have a right to request access to the personal data that we hold about you and this should be provided to you, under the General Data Protection Regulation (GDPR) and the Data Protection Act 2018, within 1 month. If you would like to request a copy of your personal data, please contact us using the details at the top of this policy.

 

Right to rectification

We want to make sure that the personal data we hold about you is accurate and up to date. If any of your details are incorrect, please let us know and we will amend them.

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Right to erasure

You have the right to have your data ‘erased’ in the following situations:

• Where the personal data is no longer necessary in relation to the purpose for which it was originally collected or processed.

• When you withdraw consent.

• When you object to the processing and there is no overriding legitimate interest for continuing the processing.

• When the personal data was unlawfully processed.

• When the personal data has to be erased in order to comply with a legal obligation.

If you would like to request erasure of your personal data, please contact us using the details at the top of this policy. Please note that each request will be reviewed on a case by case basis and where we have a lawful reason to retain the data, it may not be erased.

 

Right to restrict processing

• You have the right to restrict processing in certain situations such as:

• Where you contest the accuracy of your personal data, we will restrict the processing until you have verified the accuracy of your personal data.

• Where you have objected to processing and we are considering whether our legitimate grounds override your legitimate grounds.

• When processing is unlawful, and you oppose erasure and request restriction instead.

• Where we no longer need the personal data, but you require the data to establish, exercise or defend a legal claim.

 

Right to data portability

You have the right to data portability in certain situations. You have the right to obtain and reuse your personal data for your own purposes via a machine-readable format, such as a .CSV file. If you would like to request portability of your personal data, please contact us. This only applies:

• To personal data that you have provided to us;

• Where the processing is based on your consent or for the performance of a contract; and

• When processing is carried out by automated means.

 

Right to object

You have the right to object to the Hawkings Alexander Limited processing your data in these circumstances:

• Where the processing is for direct marketing. Remember you can opt out of email communication at any time via the unsubscribe feature on our emails;

• Where the processing is based on legitimate interests;

• Where the processing is for purposes of scientific/historical research and statistics

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at the details above if you wish to make a request.

 

8. How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at the contact details above.

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You can also complain to the ICO if you are unhappy with how we have used your data.

 

The ICO’s address:            

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

 

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk