This notice is to articulate how PIIM - Property Inventory Inspections & Management collects and processes personal data. We are committed to providing a transparent approach regarding the collection, processing and on-going management of personal data.
This privacy notice is to inform you of how we collect personal information and covers:-
· Our customers who use our services
· Visitors to our websites
· Data held within our online products
· People who are making an enquiries or complaints
Visitors to our Website
When someone visits our website we may collect this information in a way which does not identify anyone. We do not make any attempt to find out the identities of those visiting our website. We will not associate any data gathered from this site with any personally identifying information from any source. If we do want to collect personally identifiable information through our website, we will make this clear as we do to our subscription customers who access our services via our website. We will always make it clear when we collect personal information and will explain what we intend to do with it.
Links to other websites
This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.
People who complete a contact form
The website and social media outlets, uses “Contact us” forms allowing visitors to supply us with their details so we may get in touch with them to discuss our products and services. The details on these forms are collected to allow us to contact the person completing them.
People we do business with
PIIM are legally obliged to ensure both Lettings and Sales Agents complete Anti-Money Laundering checks on sellers, buyers, tenants & landlords. All information supplied, will be shared with a credit reference agency who protect client’s personal data in line with new Data Protection Regulations. A Privacy form will be issued by us before any searches are completed and then scanned onto a secure environment before paper copies are destroyed.
People who email us
PIIM uses email as one of the primary sources of communication with customers and this may be monitored and used by us for security reasons and for monitoring compliance within the company.
People who make a complaint to us
When we receive a complaint from a person we make up a file containing the details of the complaint. This normally contains the identity of the complainant, contact details and any other details of the complaint. We will only use the personal information we collect to process the complaint and to check on the level of service we provide.
Job Applicants, current and previous
When individuals apply to work at PIIM we will only use the information they supply to us to process their application. Where we want to disclose information to a third party, for example where we want to take up a reference or obtain a criminal record check we will not do so without informing them beforehand. Personal information about unsuccessful candidates will be held for 12 months after the recruitment exercise has been completed, it will then be destroyed or deleted. Once a person has taken up employment with us, we compile a personnel file relating to their employment. The information contained in this will be kept secure and will only be used for purposes directly relevant to that person’s employment and fulfillment of business requirements. Once their employment has ended we will retain the file for 6 years and then dispose or delete it.
We may need to share information with other third-parties, including referencing companies, maintenance teams et. Each individual/company we work with are also subject to the new Data Protection Law. You will be informed but we encourage you to read their privacy statements.
Access to personal information
We are committed to providing people access to their personal information. If we do hold information about you we will:
· Give you a description of it and why it is being held.
· Tell you who it could be disclosed to; and
· Let you have a copy of the information in an intelligible form.
If you wish to make a request for any personal information we may hold please contact us by email, addressing it FAO the Data Controller. If we do hold information about you, you can ask us to correct any mistakes by, once again, contacting the Data Controller.
Complaints or queries
We take the collection and processing of personal data very seriously and encourage individuals and/or organizations to bring to our attention any aspects of our operations that they feel collects or processes personal data in an unfair, misleading or inappropriate way. This notice is written to give clarity and ensure our key processing activities are clear and understood. It does not provide all aspects of processing and use of personal data but you are welcome to request further information if required.
How to contact us