This Privacy Notice provides details of the personal data we (Franklinallan) collect from you, what we do with it, how you might access it and who it might be shared with.

Franklinallan is the controller and responsible for your personal data (collectively referred to as Franklinallan, "we", "us" or in this privacy notice).

We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your legal rights, please do contact the DPO using the details set out below.

1.0  Our beliefs regarding privacy and data protection

We have a duty of care to all persons with data held in our system.

Data is a liability, and so we only collect/process it when absolutely necessary.

We will never sell your personal information.

Your data belongs to you, and you are at liberty to request access to it whenever you want to.

You, as the Data Subject, have the right to withdraw your consent at any time.

2.0 Contact details

Our full details are:

Franklin Allan Ltd
38 London Road
Southampton
SO15 2AG

Tel: 023 8022 1188

DPO – Jason Franklin

Website Contact information is: www.franklinallan.co.uk

3.0 Third Party Links

This website may include links to third party websites, plug-ins, and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

4.0 What data we collect

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data when the identity has been removed (anonymous data).

We may collect, use, storage and transfer the following personal information:

Identity Data includes first name, last name and user name;

Contact Data includes email address and telephone numbers;

Technical Data includes internet protocols (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website;

Profile Data includes your user name and password, your preferences and reviews;

Usage Data includes information about how you use our website.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not collect any special categories of personal data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, student union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

5.0 How and why we collect your Personal information

We use different methods to collect data from and about you, including through:

Direction interactions. You may give us Identity and Contact Data when creating an account or by corresponding with us by post, phone, email or otherwise.

Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.

Third parties. We may receive Technical Data from analytics providers such as Google, based outside the EU.

We will only use your personal information when the law allows us to. Most commonly, we will use your personal information for the following reasons:

To provide you with information or products relating to the services provided by Franklinallan where you have consented to be contacted for such purposes.

To allow you to participate in interactive features of our service, when you choose to do so.

To provide appropriate details to potential tenants and buyers.

To notify you about any changes to our service.

Because we have a legitimate business interest.

You will be asked in advance for your consent for inclusion in each instance.

5.1 Data acquired through site visitor tracking

Like most websites, this site uses Google Analytics (GA) to track user interaction. We use the data from GA to determine how many people are using our site, how people find and use our web pages, and to visualise user journeys through the website.

Although GA records Technical Data, none of this information makes you personally identifiable to us. Your computer’s IP address is also recorded by GA and presents a potential way for you to be personally identified; however, Google do not grant us access to this information. We consider Google to be a third-party data processor (see section 8.0 below).

GA makes use of cookies, details of which can be found on Google’s developer guides. Our website uses the analytics.js implementation of GA.

Disabling cookies on your internet browser will stop GA from tracking any part of your visit to pages within this website; however, this may have an impact on the website display quality.

You can find out more about our cookies on our dedicated cookies page.

5.3 Data acquired when using contact forms and email links

If you choose to contact us using the contact form, or via email, none of the data that you provide will be stored by this website. This data will not be passed to or be processed by any of the third party data processors defined in section 8.0. Instead the data will be collated into an email and sent to us over the Simple Mail Transfer Protocol (SMTP).

Should you wish to have any post/reply and its associated personal data deleted, please contact us (don’t forget to provide us with all the details regarding your request, including the reason for removal).

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

6.0 Data breaches

Upon discovery of a data breach, we will notify the Supervisory Authority within 72 hours, unless the breach is unlikely to impact the data subjects. Where exposure presents a high-risk to the Data Subjects, we will communicate accordingly with the Data Subjects, and, if necessary, inform the relevant law enforcement authorities.

This process applies to all data breaches, and includes any data breach from with website’s database, or the database(s) of any of our third party data processors.

7.0 Data retention

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including the purposes of satisfying any legal, accounting or reporting requirements.

To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk and harm from unauthorised use or disclosure of your personal data, the purposes of which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.

8.0 Data subject access requests

Under certain circumstances, you have the right under data protection laws in relation to your personal data. You have the right to:

Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

If you wish to exercise a Request access, please contact the DPO.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain services to you.

If you wish to exercise any of the other rights above, please contact Jason@franklinallan.co.uk

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable free if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case we will notify you and keep you updated.

9.0 Changes to our privacy policy

This privacy policy may change from time to time, in line with legislation or industry developments. We will not explicitly inform our clients or website users of these changes. Instead, we recommend that you check this page occasionally for any policy changes. Specific policy changes and updates are mentioned in the change log below.

25/04/2018 New GDPR Privacy policy created.

Privacy policy change log introduced.