Holimpia Lettings & Property Management London
020 3633 8892
Instant Valuation

Privacy Policy 04 May, 2024
Holimpia Ltd, we, us, trading as Holimpia Limited. Holimpia Ltd does not have a team responsible for data protection compliance as we do not have any ‘DPO’ within the meaning of GDPR Data Compliance Team, 3 Park Road Teddington TW11 0AP.

Holimpia Ltd takes your privacy very seriously. Please read this privacy policy carefully as it contains important information about who we are and how and why we collect, store, use and share your personal information. It also explains your rights in relation to your personal information and how to contact us or supervisory authorities in the event you have a complaint. Your continued use of our services means you have read and agree to this Privacy Policy. If you do not agree, then please exit this website.

We collect, use and are responsible for certain personal information about you. When we do so we are subject to the General Data Protection Regulation (GDPR), which applies across the European Union, including in the United Kingdom, and we are responsible as controller of that personal information for the purposes of those laws.

Personal Information We Collect About You

  • Your name, contact information, email address, telephone number and company details if applicable.
  • Information to enable us to check and verify your identity, e.g. your date of birth.
  • Your gender information, if you choose to give this to us.
  • Your billing information, transaction and payment card information.
  • Your professional or personal online presence, e.g. LinkedIn profile, if you share it with us.
  • Your contact history, transaction and instruction history with us.
  • Your nationality and immigration status and information from related documents, such as your passport or other identification, and immigration information, e.g. if you are a potential tenant applying for a tenancy.
  • Information to enable us to undertake Anti Money Laundering and Terrorist Financing electronic checks on you.
  • Information about how you use our website, IT, communication and other systems.
  • Your responses to surveys, competitions and promotions.

Obtaining this personal information is required to provide our services to you. If you do not provide personal information we ask for, it may delay or prevent us from providing our services to you.

Collecting Personal Information
We collect most of your personal information directly from you in person, by telephone, text or email and/or via our website. On rare occasions, we may also collect information from publicly accessible sources, e.g. Companies House or HM Land Registry. We may also collect information from other publicly accessible sources such as: directly from a third party, sanctions screening providers, credit reference agencies, customer due diligence providers, or from cookies on our website.

Under data protection law, we can only use your personal information if we have a proper reason for doing so such as: to comply with our legal and regulatory obligations, for the performance of our contract with you or to take steps at your request before entering into a contract, for our legitimate interests or those of a third party, or where you have given consent.

Personal Information
Any information relating to an identified or identifiable individual. We use your personal information under the legitimate interest basis for using and processing. Legitimate Interest may be used as a basis for processing when we have a business or commercial reason to process your information, so long as this is not overridden by your own rights and interests. When we use and process your personal information for our legitimate interest, we will consider and balance any potential impact on you and your rights under data protection and any other relevant laws. Our legitimate business interests do not automatically override your interests. We will not use your personal data for activities where our interests are overridden by the impact on you, unless we have your valid consent or are otherwise required or permitted to by law.

How we use/process your personal information for and our reasons for doing so.

  • To provide services to you for the performance of our contract with you or to take steps at your request before entering into a contract.
  • To prevent and detect fraud against you and for our legitimate interests or to minimise fraud that could be damaging for us and for you.
  • Conducting checks to identify our customers and verify their identity.
  • Screening for financial and other sanctions or embargoes.
  • Other processing necessary to comply with professional, legal and regulatory obligations that apply to our business, under health and safety regulation or rules issued by our professional regulator.
  • Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies.
  • Ensuring business policies are adhered to such as policies covering security and internet use.
  • For our legitimate interests or those of a third party to make sure we are following our own internal procedures so we can deliver the best service to you.
  • For operational reasons, such as improving efficiency, training and quality control.
  • Ensuring the confidentiality of commercially sensitive information. Statistical analysis to help us manage our business such as in relation to our financial performance, customer base, range of services or other efficiency measures.
  • Preventing unauthorised access and modifications to systems for our legitimate interests or those of a third party to prevent and detect criminal activity that could be damaging for us and for you.
  • Updating and enhancing customer records.
  • Ensuring safe working practices, staff administration and assessments.
  • Marketing our services to existing and former customers; third parties who have previously registered with us or expressed an interest in our services; third parties with whom we have had no previous dealings.
  • Credit reference checks via external credit reference agencies.
  • External audits and quality checks, e.g. for ISO or Investors in People accreditation and the audit of our accounts.

We do not collect use or process special category personal information, such as racial or ethnic origin, political opinions, religious beliefs, trade union membership, Genetic and biometric data, Data concerning health, sex life or sexual orientation.

Marketing Communications
We may use your personal information to send you updates by email, telephone, SMS or post, about our services, including exclusive offers for free market valuations of your property, or highlighting of current market trends and properties on the market that may be of interest to you. We have a legitimate interest in processing your personal information for marketing purposes. Consequently, we do not usually need your consent to send you marketing communications.

However, where consent is needed, we will ask for this consent separately and clearly. We will always treat your personal information with the utmost respect and never sell or share it with other organisations for marketing purposes. You have the right to opt out of receiving promotional communications from us at any time by contacting us by post at: Holimpia Ltd, Studio 7 143 Mare Street, London, England, E8 3RH 0AP.

We routinely share personal information with third parties which we use to help deliver our services to you such as payment service providers, tenants’ vetting companies, electronic search providers, maintenance contractors, inventory companies, etc; other third parties we use to help us run our business such as website suppliers, case management system providers etc.; third parties approved by you such as social media sites you choose to link your account to or third party payment providers; credit reference agencies; our banks; other companies within our group, to provide you with the same or closely related services.

We only allow our service providers to handle your personal information if we are satisfied they take appropriate measures to protect your personal information. We also impose contractual obligations on service providers where possible to ensure they can only use your personal information to provide services to us and to you. We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations. We may also need to share some personal information with other parties, such as potential buyers of some or all of our business or during a re-structuring. The recipient of the information will be bound by confidentiality obligations.

Where Your Personal Information Is Held Information may be held at our offices and those of our third party agencies, service providers, representatives and agents as previously described: Who we share your personal information with; how long your personal information will be kept. We will keep your personal information while you have an active matter with us or we are providing services to you.

We will keep your personal information, as a minimum, for as long as necessary:

  • to respond to any questions, complaints or claims made by you or on your behalf;
  • to show that we treated you fairly;
  • to keep records required by law and thereafter;
  • five (5) years from any last communication with you for marketing of our services to you.

We will not retain your personal information for longer than necessary for the purposes set out in this policy. We do not transfer your personal information out of the EEA.

You have the following rights which you can exercise free of charge.

  • Access: The right to be provided with a copy of your personal information (the right of access).
  • Rectification: The right to require us to correct any mistakes in your personal information.
  • To Be Forgotten: The right to require us to delete your personal information in certain situations.
  • Restriction of Processing: The right to require us to restrict processing of your personal information in certain circumstances.
  • Data Portability: The right to receive the personal information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party in certain situations.
  • To Object: You have the right to object at any time to your personal information being processed for direct marketing; in certain other situations to our continued processing of your personal information, such as processing carried out for the purpose of our legitimate interests.

Not to be subject to automated individual decision-making: The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you.

For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.

If you would like to exercise any of those rights, please write to use at the address listed above/previously listed. Please include enough information to identify you; proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill); and let us know what right you want to exercise and the information to which your request relates.

Keeping Your Personal Information Secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, or used or accessed unlawfully. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

How To Lodge A Complaint
We hope that we can resolve any query or concern you may raise about our use of your information. The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone: 03031 231113.