GDPR – PRIVACY, DATA PROTECTION & RETENTION POLICY
The GDPR is a regulation in EU law on data protection and privacy for all individuals within the European Union and introduces new requirement for all business.
D.P. O’Mahony Auctioneers take the security and privacy of our clients and customers information very seriously. We wish to inform you that we take all possible steps to follow strict security procedures and to comply with GDPR to make sure that your data and communications with us are kept private and secure.
This policy explains who is collecting the data, what data is collected, why we collect and when we collect personal information from you either as a client, an enquirer, user of our website, or service supplier. This policy also outlines how we use it, the reasons under which we may disclose it to others/third parties, how long we keep it for and how we keep it secure. Our policy also outlines your rights as the data subject and how you can raise a complaint should it arise.
D.P. O’Mahony Auctioneers provide property services, including sales, property management, and property valuations in respect of both residential and commercial properties.
For a variety of reasons and in order to carry out our services to you we need to know your contact details (name, email, telephone numbers, postal address etc.). We also need to be certain of your identity (photo ID and some form of documentation with proof of your place of residence.) This information is all collected in the context of compliance with our anti-money laundering obligations.
We also use your data information which you have consented to us using to contact and send you property related marketing materials or communications and for the purposes of providing commercial & residential services and/or advice. This may be via email, text, phone or post. You may withdraw your consent at any time by contacting D.P. O’Mahony, Auctioneers.
We also use your data information to contact you about organising viewings and updating you on any offers received for or expressions of interest for your property.
We also use your data information to source a property for you and /or negotiate the acquisition and if necessary to contact you outside of working hours in the case of an emergency or urgency with regard to your property or if you are a tenant in a property that we manage. We also use your information with regard to contacting you with information on viewings, offers and the progress of the sale/letting of your property.
We may share your personal information with third parties such as solicitors, legal advisers, IT service providers, security service providers, administrative services and accountants for the purpose of carrying out our services.
We may use your bank account details, building society or similar account details, for example, if you are selling or letting through us in order to arrange payments due to you etc. If you are renting through us we will use this information to manage an approved rental account.
We are required to use your personal information to in order to be compliant with regulatory, legislative and voluntary codes of practice to which we have committed and to comply with laws and regulations concerning the prevention of money laundering, fraud and terrorist financing. As a result, we may need to disclose information to government and other statutory bodies. Your data may be used to comply with binding court orders, search warrants, requests to assist the Gardai with the investigation or prevention of an offence and orders relating to requests for mutual legal assistance in criminal matters received from foreign law enforcement agencies. Your information may also be shared where we need to protect your interest (or someone else’s interest) and or where your personal information is needed in the public interest or for any official purposes.
Anti-money laundering legislation requires us to keep customer and other related parties’ personal information for a period of five years after the relationship ceases or the date of the last transaction whichever is later.
Under the Property Services Regulation Act 2011 we are obliged to maintain certain records in respect of property transactions in which we are instructed and these records may contain personal information.
We are also obliged to retain certain business records in accordance with company and law/revenue requirements which may include your personal information for a period of six years.
You have a number of rights under data protection law. You have the right to be informed about the personal information we hold about you and how we use that information and to obtain access to your personal information that we hold.
You have the right to have any personal information that we hold about you rectified if it is incorrect, incomplete or inaccurate. You have the right to erase (also known as the right to be forgotten). You can also request that we erase your personal information if we continue to process personal information beyond the period when it is necessary to do so for the purpose for which it was originally collected. You have the right to withdraw consent.
You have the right to restrict our processing activities if your personal information has been processed unlawfully (i.e. in breach of the requirements of the information protection legislation).
You have the right to data portability; that is request a copy of certain personal information that you have provided to us in a commonly used electronic format. You have the right to object: object to our processing of your personal information where we are relying on legitimate interests or exercise of a public interest task to make the processing lawful. If you raise an objection we will carry out an assessment to determine whether we have an overriding legitimate ground which entitles us to continue to process your personal information.
These rights in some circumstances are limited by data protection legislation.
If you wish to exercise any of these rights or if you have any complaints, questions or concerns regarding our privacy practices or statement please contact Donal O’Mahony (Data Controller at D.P. O’Mahony, Auctioneers) via email at firstname.lastname@example.org or by telephone 021-4812456.