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.
Property Deal Packaging Ltd
Stanton Road, Burton on Trent, DE15 9RP
Company Reg No. 12248805
VAT Reg No. 376 9900 46
Copyright © 2023 Property Deal Packaging - All Rights Reserved.
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