Privacy Policy

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Introduction

Property Deal Packaging Ltd (referred to as “PDP”, “We”, “Us”, “Our” from here forward) understands that your privacy is important to you and that you care about how your personal data is used. PDP defines ‘records’ as all documents in any format, which are used to facilitate our day-to-day business activities and held to provide evidence of our business transactions and on-going business relationships.

How can your personal data be gathered?

a)  Exchange of business cards;

b)  Via completing a ‘Contact us’ or ‘Sign Up’ form on our website: 

c)  Via a direct message on either: Twitter or LinkedIn

d)  Via email contact

e)  Via text message/telephone/Skype/Zoom conference calls

f)  Via a LinkedIn Page(s)

g)  Via a LinkedIn Group(s)

h)  Via Social Media (LinkedIn, Twitter, etc)

i)  Via registering for a webinar (Zoom)

j)  Via booking a telephone call appointment through our website (GoDaddy)

How do we process your data?

a)  Face to Face – Handwritten notes;

b)  Third party services: Microsoft Outlook, Xero, GoDaddy Email Merketing, DocuSign, Skype, Zoom, Social Media, LinkedIn & Twitter.

c)  Collecting images – Copies of proof of personal identification, proof of address, proof of funds & proof of the source of funds documents.

d)  Password protected on PDP Director Laptop to hold personal data provided to confirm your identification, address & funds etc.

How do we seek your consent?

a)  Via Face to Face – Exchange of business cards;

b)  Via a ‘positive’ opt-in system on our website ‘sign up’ or contact pages;

c)  Via third party providers: Microsoft Outlook (Email), GoDaddy (Email Marketing), “Landmark”, Credas, DocuSign, Skype, Zoom, Social Media (LinkedIn, Twitter, etc).

d)  Via email, phone call, Social Media message to obtain permission to pass on personal details to other professional services.

Where might your data be stored?

a) GoDaddy – Email Marketing System

b) Meta – Social Media

c) Zoom – Webinar Registration

d) Xero – Accounting System

e) Skype - Communication

f) Zoom – Conference Call System    

g) LinkedIn – Social Media

h) Twitter – Social Media

i) PDP Director Computer

 j) PDP Devices

k)  DocuSign – Document and Invoice sending 

l) Microsoft Outlook – Email

m) Landmark Information Group Limited – Identity Verification Software

n) Credas Technologies Ltd – Identity Verification Software

Your data will be held until you ‘unsubscribe’ which you can do at any time, or in line with PDP obligations under certain specified timescales for certain legislation or regulations, see Section: Data Retention. 

What security is there for your stored data?

Personal data held by PDP is stored in the following ways:

Remote Access 3rd Party Systems

    Xero –  Xero – Privacy Notice

Zoom - Zoom - GDPR Statement

Skype -  Skype - Privacy Policy

Meta – Meta – Privacy Policy

Twitter - Twitter - Privacy Policy

LinkedIn - LinkedIn - Privacy Policy

GoDaddy – GoDaddy – Privacy Policy

DocuSign – DocuSign Privacy Policy

Microsoft – Microsoft – Privacy Policy

Landmark Information Group Limited – “Landmark” – Privacy Policy

Credas Technologies Ltd – “Credas” – Privacy Policy

PDP devices – Phone – Password Protected Laptop – Encrypted and/or password protected file

Electronic back-up Files – Password locked – stored in locked, fire resistant safe – Refer to Privacy Policy on our website https://propertydealpackaging.com/privacy-policy

Physical records (Hard copies)

Hard Copies – Locked filing cabinet - Refer to Privacy Policy on our website https://propertydealpackaging.com/privacy-policy

Personal data is held in relation to the following services: 

a)  Providing client service(s) to a property or site owner (seller);

b)  Providing client service(s) to a property investor (buyer – Individual & Company);

c)  Providing an on-going business relationship with other professionals.

What personal data do we keep?

The following personal data listed below may be collected, held, and processed by PDP:

Contact Type

Data Collected

Purpose of Data

Client - Seller

Full Name, home address, D.O.B., email, contact telephone number, proof of identification, proof of address, proof of right to sell property or site + answers to questions re the property or site + Reason for sale of property or site.

·  Provide business service(s)

·  Fulfil obligations under Money Laundering Regulations

·  Receive payment for services provided (where applicable)

Client – Buyer - Individual

Full name, home address, D.O.B., email, contact telephone number, proof of identification, proof of address, proof of funds, proof of source of funds and answers to questions re investment strategies and goals.

·  Provide business service(s)

·  Fulfil obligations under Money Laundering Regulations

·  Receive payment for services provided (where applicable)

Client – Buyer - Company

Full name, home address, D.O.B., email, contact telephone number, proof of identification, proof of address for any shareholders or controllers (as requested) - Proof of funds, proof of source of funds + Answers to questions re investment strategies and goals.

·  Provide business service(s)

·  Fulfil obligations under Money Laundering Regulations

·  Receive payment for services provided (where applicable)

PSC Trainee

Name, address, email, contact telephone.

·  Provide training, coaching or support service(s)

·  Receive payment for services provided (where applicable)

Professional Associate

Company name, contact name, email, contact telephone number & details of services provided or required.

·  Provide business service(s)

How long do we keep your personal data?

Record Type

Purpose of Data

Retention Period or Criteria

Responsible Staff Member

Action

Notes or Comments

Client - Seller

Provide service 

Fulfil obligations – Money Laundering Regulations

6 Years from end of business relationship

Archive

Client - Buyer

Provide service 

Fulfil obligations – Money Laundering Regulations

6 Years from end of business relationship

Archive

PSC Trainee

Provide service

6 Years from end of business relationship

Archive

Professional Associate

Business Communication

6 Years from end of business relationship

Archive

Complaints

Investigate Complaint

6 Years from date of complaint closed

Archive

Statutory Legal Bodies

To prove compliance

6 Years from end of business relationship

Archive

Insurance

To prove insurance cover

End of Cover + 3 years

Archive

Business Documents (Policies, procedures & Risk Assessments)

To ensure consistent approach by company

Fulfil legislative responsibilities

Superseded + 3 years (then review for archive value)

Archive

Supplier, business relationship documents, audits and reviews

To prove transactions or other actions

Fulfil legislative responsibilities

End of relationship + up to 6 years

Archive

Memberships, certification and accreditation with Professional Associations

To prove membership or accreditation

End of Membership/accreditation + 1 year

Archive

PDP Data Security Measures

PDP has adopted the following measures to protect the security of your personal data: 

Your personal data will never be:

a)  Requested or sent via an email system unless you expressly request it.

b)  Transferred to any employees, agents, contractors, or other parties, whether such parties are working on behalf of PDP or not, without your authorisation;

c)  Transferred to any device personally belonging to an employee;

Your personal data will always be:

a)  Stored securely using a secure password system and/or have encryption in place;

b)  Stored electronically and backed up or hardcopy and held securely;

c)  Erased or otherwise disposed of in a secure manner at your request or at the appropriate time.

PDP Data Erasure Measures

PDP has adopted the following measures to fulfil the secure destruction of your personal data: 

Electronic Data:

a)  Will be deleted securely using the desktop shredding system.

Hard Copies:

a)  Will be shredded before recycling appropriately.