Privacy Policy

Protecting your personal details on our website.
Last updated: 1st January 2023

Ground Up Property Services Ltd (registered number 11788976), whose registered office is at 12b Sun Street, Waltham Abbey, Essex, England, EN9 1EE, knows that you care how information about you is used and shared and we appreciate your trust in us to do that carefully and sensibly. This notice describes our privacy policy and forms part of our website terms and conditions (‘Website Terms’).

By accepting our Website Terms or by visiting any pages under the www.groundup-property.co.uk domain, (‘the Website’) you are accepting and consenting to the practices described in this Privacy Policy.

The Website is brought to you by Ground Up Property Services Ltd.

Ground Up Property Services Ltd believes it is important to protect your Personal Data (as defined in the General Data Protection Regulation 2016 and the Data Protection Act 2018) and we are committed to giving you a personalised service that meets your needs in a way that also protects your privacy. This policy explains how we may collect Personal Data about you. It also explains some of the security measures we take to protect your Personal Data and tells you certain things we will do and not do. You should read this policy in conjunction with the Website Terms.

When we first obtain Personal Data from you, or when you take a new service or product from us, we will give you the opportunity to tell us if you do or do not want to receive information from us about other services or products (as applicable). You can do this by letting us know when your account is set up. You may change your mind at any time by emailing us at the address below.

Collecting Information – We may collect Personal Data about you from several sources, including the following:
1. From you when you agree to take a service or product from us, in which case this may include your contact details, date of birth and address. From you when you contact us with an enquiry or in response to a communication from us, in which case, this may tell us something about how you use our services.
2. From documents that are available to the public, such as the electoral register.
3. From third parties to whom you have provided information with your consent to pass it on to other organisations or persons.
Using Your Personal Information
1. Personal Data about our customers is an important part of our business and we shall only use your Personal Data for the following purposes and shall not keep such Personal Data longer than is necessary to fulfil these purposes:
  1. To help us to identify you when you contact us.
  2. To help us to identify accounts, services and/or products which you could have from us or selected partners from time to time. We may do this by automatic means using a scoring system, which uses the Personal Data you have provided and/or any information we hold about you and Personal Data from third party agencies (including credit reference agencies).
  3. To help us to administer and to contact you about improved administration of any accounts, services and products we have provided before, do provide now or will or may provide in the future.
  4. To allow us to carry out marketing analysis and customer profiling (including with transactional information), conduct research, including creating statistical and testing information.
  5. To help to prevent and detect fraud or loss.
  6. To allow us to contact you in any way (including mail, email, telephone, visit, text or multimedia messages) about products and services offered by us where
    1. these products are similar to those you have already purchased from us,
    2. you were given the opportunity to opt out of being contacted by us at the time your Personal Information was originally collected by us and at the time of our subsequent communications with you, and
    3. you have not opted out of us contacting you.
  7. To allow us to contact you in any way (including mail, email, telephone, visit, text or multimedia messages) about products and services offered by us and selected partners where you have expressly consented to us doing so.
  8. We may monitor and record communications with you (including phone conversations and emails) for quality assurance and compliance.
  9. We may check your details with fraud prevention agencies. If you provide false or inaccurate information and we suspect fraud, we will record this.
  10. Where we need to contact you with transaction confirmation.
2. We will not disclose your Personal Data to any third party except in accordance with this Privacy Policy.
3. We may allow other people and organisations to use Personal Data we hold about you in the following circumstances:
  1. If we, or substantially all of our assets, are acquired or are in the process of being acquired by a third party, in which case Personal Data held by us, about our customers, will be one of the transferred assets.
  2. If we have been legitimately asked to provide information for legal or regulatory purposes or as part of legal proceedings or prospective legal proceedings.
  3. We employ companies and individuals to perform functions on our behalf and we may disclose your Personal Data to these parties for the purposes set out in clause 2.1 or, for example, for fulfilling orders, delivering packages, sending postal mail and email, removing repetitive information from customer lists, analysing data, providing marketing assistance, providing search results and links (including paid listings and links) and providing customer service. Those parties are bound by strict contractual provisions with us and only have access to Personal Data needed to perform their functions and may not use it for other purposes. Further, they must process the Personal Data in accordance with this Privacy Policy and as permitted by the General Data Protection Regulation 2016 and the Data Protection Act 2018. From time to time, these other people and organisations to whom we may pass your Personal Data may be outside the European Economic Area. We will take all steps reasonably necessary to ensure that your Personal Data is treated securely and in accordance with this Privacy Policy, the General Data Protection Regulation 2016 and the Data Protection Act 2018.
4. Where you give us Personal Data on behalf of someone else, you confirm that you have provided them with the information set out in this Privacy Policy and that they have not objected to such use of their Personal Data.
5. In connection with any transaction which we enter into with you:
  1. We may carry out with one or more licensed credit reference and fraud prevention agencies:
    1. credit checks where you have given us your express consent, and
    2. fraud prevention checks. We and they may keep a record of the search. Information held about you by these agencies may be linked to records relating to other people living at the same address with whom you are financially linked. These records will also be taken into account in credit and fraud prevention checks. Information from your application and payment details of your account will be recorded with one or more of these agencies and may be shared with other organisations to help make credit and insurance decisions about you and members of your household with whom you are financially linked and for debt collection and fraud prevention. This includes those who have moved to a new house and who have missed payments.
  2. If you provide false or inaccurate information to us and we suspect fraud, we will record this and may share it with other people and organisations. We, and other credit and insurance organisations, may also use technology to detect and prevent fraud.
  3. If you need details of those credit agencies and fraud prevention agencies from which we obtain and with which we record information about you, please write to our Data Protection Manager at Ground Up Property Services Ltd, Unit, 9B Princes Drive Industrial Estate, Coventry Road, Kenilworth, Warwickshire, CV8 2FD.
Protecting Information – We have strict security measures to protect Personal Data.
1. We work to protect the security of your information during transmission by using Secure Sockets Layer (SSL) software, which encrypts information you input.
2. We reveal only the last five digits of your credit card numbers when confirming an order. Of course, we transmit the entire credit card number to the appropriate credit card company during order processing.
3. We maintain physical, electronic and procedural safeguards in connection with the collection, storage and disclosure of personally identifiable customer information. Our security procedures mean that we may occasionally request proof of identity before we disclose personal information to you.
4. It is important for you to protect against unauthorised access to your password and to your computer. Be sure to sign off when you finish using a shared computer.
5. Your data is kept for as long as necessary for us to service you as a customer. Once the data is no longer required it is removed from all servers and computers and destroyed.
The internet
1. If you communicate with us using the internet, we may occasionally email you about our services and products. When you first give us Personal Data through the Website, we will normally give you the opportunity to say whether you would prefer us not to contact you by email. You can also always send us an email (at the address set out below) at any time if you change your mind.
2. Please remember that communications over the internet, such as emails and webmail (messages sent through a website), are not secure unless they have been encrypted. Your communications may go through a number of countries before they are delivered – this is the nature of the internet. We cannot accept responsibility for any unauthorised access or loss of Personal Data that is beyond our control.
Cookies – Ground Up Property Services Ltd use and deploy cookies in order to facilitate an enjoyable user experience when visiting our website. A full list and explanation of what cookies are can be found by referring to our cookie policy here
Links
1. The Website may include third-party advertising and links to other websites. We do not provide any personally identifiable customer Personal Data to these advertisers or third-party websites.
2. These third-party websites and advertisers, or internet advertising companies working on their behalf, sometimes use technology to send (or ‘serve’) the advertisements that appear on the Website directly to your browser. They automatically receive your IP address when this happens. They may also use cookies, JavaScript, web beacons (also known as action tags or single-pixel gifs), and other technologies to measure the effectiveness of their ads and to personalise advertising content. We do not have access to or control over cookies or other features that they may use, and the information practices of these advertisers and third-party websites are not covered by this Privacy Policy. Please contact them directly for more information about their privacy practices. In addition, the Network Advertising Initiative offers useful information about internet advertising companies (also called ‘ad networks’ or ‘network advertisers’), including information about how to opt-out of their information collection.
3. We exclude all liability for loss that you may incur when using these third-party website.
Employment Applicants
1. We will process personal data of employment applicants when you apply for a position with Ground Up Property Services Ltd. This includes; Name, Home Address, Contact Telephone Numbers, Email Address, Education and Employment History. Personal data will also be processed when you attend an interview and as part of the selection process. In addition, your details will be held on file with your consent if you wish to be considered for similar positions that arise in the next year in the event that you are unsuccessful with in your initial application.
  Ground Up Property Services Ltd will also retain all data associated with an unsuccessful applicant for 12 month as part of a legal requirement.
International Transfers
1. Ground Up Property Services Ltd offices and service providers are located throughout the world. Accordingly, your personal data may be sent to countries which have different levels of data protection laws than your country of residence. For instance, if you need to process personal data in the US, we will forward your information to our appropriate business partner. We may also make other disclosures of your personal data overseas, for example if we receive a legal or regulatory request from a foreign law enforcement body. Ground Up Property Services Ltd complies with all applicable laws before transferring personal data to a recipient in a country with data protection laws that do not have a data protection standard equivalent to the laws where you live.
2. We will always take steps to ensure that any international transfer of information is carefully managed to protect your rights and interests:
3. We will only transfer your personal data to countries which are recognised as providing an adequate level of legal protection or where we can be satisfied that alternative arrangements are in place to protect your privacy rights,
4. Transfers between Ground Up Property Services Ltd and its Affiliates will be covered by intra-group data transfer agreements which give specific contractual protections designed to ensure that your personal data receives an adequate and consistent level of protection wherever it is transferred within Ground Up Property Services Ltd.
5. Transfers to service providers and other third parties will always be protected by contractual commitments and where appropriate further assurances, such as certification schemes such as Privacy Shield.
6. Any requests for information we receive from law enforcement or regulators will be carefully checked before personal data is disclosed
7. We will, on request, provide you with further details regarding the categories of recipient of your personal data and the countries to which it may be transferred. You have the right to ask us for more information about the safeguards we have put in place as mentioned above. Contact us as set out in “Contact Us” Section if you would like further information.
Retention of Your Personal Data
1. We will retain your personal data for as long as is reasonably necessary for the purposes for which it was collected, as explained in this notice. In some circumstances it may be retained for longer periods of time, for instance where we are required to do so in accordance with legal, regulatory, tax, or accounting requirements.
2. In specific circumstances we may retain your personal data for longer periods of time so that we have an accurate record of your dealings with us in the event of any complaints or challenges, or if we reasonably believe there is a prospect of litigation relating to your personal data or dealings.
3. Where we have obtained your personal data in order to provide you with marketing information for our services, it will be stored by us only as long as you do not change your mind to receive such materials from Ground Up Property Services Ltd. In order to avoid future contact with you for marketing purposes, we maintain a marketing suppression list which we apply to records in our care. Where your personal data is no longer required, we will ensure that it is securely deleted.
Your Rights And How To Opt Out Or Request Changes
1. Subject to certain exemptions, and in some cases dependent upon the processing activity we are undertaking, you have certain rights free of charge in relation to your personal data.
  - To access a copy of your personal data
  - To rectify / erase personal data
  - To restrict the processing of your personal data
  - To withdraw consent for processing personal data
  - To transfer your personal data
  - To object to the processing of personal data
  - To object to how we use your personal data for direct marketing purposes
  - To obtain a copy of safeguards used for transfers outside your jurisdiction
  - To lodge a complaint with your local supervisory authority
2. We may ask you for additional information to confirm your identity and for security purposes, before disclosing the personal data requested to you. We reserve the right to charge a fee where permitted by law, for instance if your request is manifestly unfounded or excessive.
3. You can exercise your rights by contacting us. Our email for privacy related queries is info@groundup-property.co.uk. We will make every reasonable effort to honour your request promptly or inform you if we require further information in order to fulfil your request.
4. We may not always be able to fully address your request, for example if it would impact the duty of confidentiality we owe to others, or if we are legally entitled to deal with the request in a different way.
5. We ask that you please attempt to resolve any issues with us first, although you have a right to contact your supervisory authority at any time.
Further Information
1. If you would like any more information or you have any comments about our Privacy Policy, please either write to us at Data Protection Manager, Ground Up Property Services Ltd, Unit, 9B Princes Drive Industrial Estate, Coventry Road, Kenilworth, Warwickshire, CV8 2FD, or email us at info@groundup-property.co.uk.
2. We may amend this Privacy Policy from time to time without notice to you, in which case, we will publish the amended version on the Website. You confirm that we shall not be liable to you or any third party for any change to this Privacy Policy from time to time. It is your responsibility to check regularly to determine whether this Privacy Policy has changed.
3. You can ask us for a copy of this Privacy Policy and of any amended Privacy Policy by writing to the above address or by emailing us at info@groundup-property.co.uk.
  This Privacy Policy applies to Personal Data we hold about individuals. It does not apply to information we hold about companies and other organisations.
4. If you would like access to the Personal Data that we hold about you, you can do this by emailing us at info@groundup-property.co.uk or writing to us at the address noted above. Under normal circumstances, there is no charge for processing a Subject Access Request. However, there may be an administration charge levied if the scope of the request is deemed complicated, excessive or unreasonable.
Contacting The Regulator – Ground Up Property Services Ltd is always keen in the first instance to resolve any issues or complaints you might have. However, you have the right to make a complaint with the Information Commissioner’s Office (ICO) by calling 0303 123 1113 or online www.ico.org.uk/concerns.