Privacy Policy
This policy (together with our terms of use, cookie policy and any other documents referred to on it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us.
The General Data Protection Regulation ((EU) 2016/679) (GDPR), effective on 25 May 2018, gives data subjects (living individuals in respect of whom personal data is processed) enhanced rights and protections in relation to their personal data. We are committed to safeguarding the privacy of the users of our services. Therefore, we have updated our Privacy Policy so we are completely clear as to what personal data we collect, why we collect that personal data and how we handle it. We, Cartographix Ltd trading as smarthousesearch.co.uk of registered address 32 Spencer Road, SW20 0QW are the Data Controller (as that term is defined in data protection legislation).
Please read this Privacy Policy carefully. By visiting our website smarthousesearch.co.uk you are accepting and consenting to the practices described in this policy.
What information do we collect?
The following table sets out what personal information we may process, why we process that personal information and the legal basis for such processing:
The personal data that might be supplied to us
Why we process that personal data
The legal basis for processing it
Client Data: Information about you which relates to your account with us or the instructing client’s account with us. This information may include your IP address, name, your postal address, your email address and your telephone and/or mobile number, and such other information as we determine is needed to verify the identity of our clients.
We will process this data to verify your identity, maintain your account with us, to provide our services, to communicate with you and to back up our database. The reason we process this data is to ensure the proper administration of the instructing client’s account and our business and, where you have entered into a contract with us, for the purposes of fulfilling our contract with you.
The legal basis we rely on for processing this data is as follows:
- Our legitimate interests; or
- Fulfilment of our contract with you or the instructing client.
Registration Data: Information you provide when you register to use our website, enter a survey, promotion or competition, or when you report a problem with our site. The information you give us may include your IP address, name, address, email address and phone number.
We will process this data so we can deal with your registration, or other communications or applications, or to address your query or concern. The reason we process this data is to ensure the proper administration of your registration and our business.
The legal basis we rely on for processing this data is as follows:
- Our legitimate interests; or
- Fulfilment of our contract with you or the instructing client.
Communication Data: If you communicate with us (through our website contact form, via email, phone, post or any other means of communication by which you choose to contact us), we will process the information contained in your communication. This information may include your IP address, name and contact information, the content of your communication and any metadata our website generates where you communicate with us using the contact form available on our website.
We will process that information so we can correspond with you and keep records of such correspondence.
The legal basis we rely on for processing this data is as follows:
- Our legitimate interests; or
- Fulfilment of our contract with you or the instructing client.
Notification Data: Where you have subscribed or purchased services from us, we will hold such personal information as is necessary to provide you with email notifications about any changes or enhancements in the service.
We will only process such personal information to notify you about changes and enhancements to the services provided to you.
The legal basis we rely on for processing this data is as follows:
- Our legitimate interests; or
- Fulfilment of our contract with you or the instructing client.
Transaction Data: When a client instructs us to provide data services, the client will need to provide certain information to us so that we can supply those services. The personal information which may be communicated to us in the course of supplying services to our clients may include a data subject’s IP address, name, contact details, payment card details and other personal information relevant to a financial transaction.
We will process that data in order to perform our contract with you and/or our client and to fulfil the transaction.
The legal basis we rely on for processing this data is as follows:
- Our legitimate interests; or
- Performance of our contract of our contract with you or the instructing client.
Technical Data: Technical information relating to your use of our websites, including (1) the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform. We may obtain this data through our analytics tracking system; and (2) information about your visit to our website(s), including the full Uniform Resource Locators (URL), clickstream to, through and from our website(s) (including date and time), products and services you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away from the page.
We process this data so we can monitor and analyse how our websites are used so we can improve our websites and our services. This helps us to administer our business and improve the services we offer.
The legal basis we rely on for processing this data is as follows:
- Our legitimate interests.
Cookies
On our website, like most websites, we use a programming technique called "cookies" to facilitate subscriber access to our site. A cookie is information that our website sends to your internet browser which is then held on your computer. You can change your browser settings to prevent the storing of cookies. Information held in cookies can be used to identify you. For more information see our Cookie Policy.
Disclosing your personal data to others
We may need to share your personal information with certain selected third parties including:
- Consultants who may be engaged by Cartographix to help deliver the smarthousesearch.co.uk service to our clients. If we engage these people, and they may need to process personal data on our behalf, in order to perform any contract we have with you and also to ensure the proper administration of our business.
- Our business partners, suppliers and sub-contractors for the purpose of performing any contract we have with you. In particular, we may use third party companies to (1) host our websites; (2) carry out payment card transaction processing and provide; (3) technical support services; (4) data storage services; (5) event support and management services; and (6) any other services which we deem are necessary to properly manage our business and comply with our legal obligations.
- Analytics and search engine providers that assist us in the improvement and optimisation of our website.
We will also disclose your personal information to third parties in the following circumstances:
- If we sell or buy any business or assets, in which case we may need to disclose certain personal data to the prospective seller or buyer of such business or assets.
- If all or most of our assets are acquired by a third party, in which case personal data held by us about our clients will be one of the transferred assets.
- If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce any legal agreement we have with you; or to protect our rights or property, or the safety of us, our clients, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
Where do we store your personal data?
We will always try to ensure that your personal data is processed within the European Economic Area. In some circumstances this will not be possible. In circumstances where it is necessary for us to transfer your personal data outside the European Economic Area, we will only transfer such personal data to third parties where we have carried out due diligence on such third parties to ensure they will protect your personal data using similar standards and safeguards as we have. We will also have provisions in place with such third parties to ensure your personal data is protected. Such provisions will be based on the standard contractual clauses approved by the European Commission for the transfer of data outside the EEA or such other appropriate standards as are required from time to time by the European Commission or the UK Government. You consent to the transfer of your personal data outside of the EEA, as long as we comply with these requirements.
Where we have given you (or where you have chosen) a password which enables you to access our services, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, the transmission of information via the internet is not always secure. Although we will do our best to protect your personal data, and we will maintain appropriate technical and organisation measures to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
Storage and deletion of personal data
- Any personal data that we process will be deleted from our systems once we have completed the purpose for which we were processing the personal data. In some cases, the purpose for which we are processing your personal data will last for a considerable period (for example, if you are a long-term client of ours, we will need to store your data until our relationship with you comes to an end).
- We will determine the period for which we need to retain your data, acting reasonably, and taking into consideration a number of factors such as your relationship with us, your engagement with us, and the fulfilment of contracts we have with you.
- We may need to retain your personal data where this is necessary to comply with our legal obligations.
Data security
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
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.
Your rights
Under data protection laws you have the following fundamental rights:
- The right to access the personal data we hold about you;
- The right to have your personal data corrected if there are errors or inaccuracies in it, or your personal data is incomplete;
- The right to restrict the processing we carry out in relation to your personal data;
- The right to object to the processing we carry out in relation to your personal data;
- The right to have the personal data we hold about you provided to you in a useable format;
- The right to complain to a supervisory authority (in the UK this is the Information Commissioner’s Office) about how and/or why we are processing your personal data;
- The right to tell us you no longer consent to us processing your personal data. If you no longer wish us to use your personal data to send you information about smarthousesearch.co.uk you can opt out of receiving such marketing messages at any time by unsubscribing from the messages we send you or in writing by emailing us at jopy@smarthousesearch.co.uk
You can ask us to provide you with details of any personal data we hold about you. You do not have to pay us a fee to access your personal data unless we believe your access request is unfounded, repetitive or excessive. In this case we may charge you a reasonable fee to access your personal data or we may decide not to comply with your request. We will notify you if this is the case. We will require you to provide appropriate evidence of your identity before we respond to your request.
Our website may, from time to time, contain links to and from the websites of partner networks, affiliates or advertisers. If you follow a link to any of these websites, these websites have their own privacy policies and we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
If you think that any of the data we hold about you is incorrect or inaccurate, you can contact us to correct such data. Please contact us at jopy@smarthousesearch.co.uk for these purposes.
Changes to our Privacy Policy
Any changes we make to our Privacy Policy in the future will be posted on this page. Please check back frequently to see any updates or changes to our Privacy Policy. This page was last updated on 26/03/2019.
Information about us
This Privacy Policy relates to Cartographix Limited. We are a limited company registered in England and Wales with registration number 09852882. Our registered office address is at 32 Spencer Road, SW20 0QW. We operate the website smarthousesearch.co.uk. You can contact us by email at jopy@smarthousesearch.co.uk
Any questions?
Questions, comments and requests regarding this Privacy Policy are welcomed and any enquiries should be addressed to our data protection officer by emailing jopy@smarthousesearch.co.uk