• Shard Associates Ltd | Shard Contracts Ltd
  • Mercury House, Northgate, Nottingham NG7 7FN
  • 0115 824 0082
  • info@shardgroup.co.uk

Essentials: Privacy

SHARD Associates Ltd and its group of companies (Shard Contracts Ltd, Mortimer Duke nad 1924 Media Ltd) we take your privacy very seriously and only use information given to us freely and with consent to provide you with the best possible services and information.

This privacy policy reflects what we need to tell you in order to comply with the General Data Protection Regulations and sets out how we record and use the personal information provided by you and informs you of your rights for controlling that information.

About Shard Associates Ltd group (the Data Controller)

The data controller is: Shard Associates Ltd, a UK Private limited Company (Registered in England and Wales (Reg. No. 10028180)

Whose registered office is:

Shard Associates Ltd
Mercury House, Northgate
Nottingham NG7 7FN

Data Protection Officer

Tim White
Director, Shard Associates Ltd
Tel: +44 (0)115 824 0082
Email: gdpr@shardgroup.co.uk

Shard Associates Ltd t/a Mortimer Duke is registered with the Information Commissioners Office (Registration No. ZA306203).

Generally

How we collect use your information (the Data Subject)

We collect data in a variety of ways including from the internet (this website), email, telephone and in person when;

  • Someone makes an enquiry about our services either in person, by email or telephone
  • Submits an application form as a prospective employee, supplier or consultant
  • Interacts with Shard Associates Ltd (or one of our businesses) via our social media platforms i.e. Twitter, Facebook, LinkedIn or Instagram
  • Completes and submits an enquiry via the contact section on our website
  • Registers with the web site to receive property alerts, news and information
  • Instructs or employs Shard Associates on a contractual and transactional basis

Note: We provide services to both commercial clients and private individuals so the information and the collection of data may involve only certain items noted below

We use your data for the purpose of providing you with information about our services, events, marketing and offers and general communication(s) or to comply with any contractual, legal or legislative requirements in the delivery of our services.

We also use your personal information when required to do so (and with your consent) for obtaining references, performing credit reference checks and any other legal and financial information and communication in relation to the performance of our services.

Unless required to do so by law or statute we will not share your data with any third party without your consent.

What data do we collect?

Without limitation, the data collected and retained may consist of all or some of the following information;

  • your name(s)
  • Business address and/or Residential address and any other address (previous or otherwise) we may require for the purpose of referencing and credit checks
  • Using your personal information to verify your address
  • Contact information such as email addresses and telephone numbers
  • Date of Birth
  • Any financial or other information to comply with Anti-money laundering legislation

The data we collect will be retained and stored securely for a period of i) two years for users registered to receive property and marketing information and ii) six years for users/customers/clients who have entered into any contract or transaction with Shard Associates Ltd unless you ask us to remove and delete your information (see right to be forgotten) before that time (Note: some information may have to be retained for a period of six or 12 years due to legislative, financial and/or contractual reasons.

After this/these period(s) of time we will ask if you wish to remain registered with us (renewal of consent) or have your records deleted. Data may also be deleted by Shard AssociatesLtd at any time following a period of inactivity by the Data Subject (you will be notified prior to any such deletion)

Control of processing

  • You can object to us processing your information
  • You can opt in or out of marketing communications
  • You can request a copy of the information of the personal information we retain
  • You can ask for any errors or omissions to be corrected

Data Security

Data security is of great importance to Shard Associates Ltd and to protect your Data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure Data collected online.

Data Breaches

We will report any unlawful data breach of this website’s database or the database of any of our third party data processors to any and all relevant persons and authorities within 72 hours of the breach if it is apparent that personal data stored in an identifiable manner has been stolen.

Right to be forgotten

Within one month of a User’s request we will erase all your personal data

Transfer of information

Shard Associates Ltd will transfer your information to another organisation within one month following a request from a User

Keeping you informed / Changes to our privacy policy

This privacy policy may change from time to time in line with legislation or industry developments. Registered Users will receive a notification via email about changes to this policy. We will not explicitly inform our clients or website users of these changes. Instead, we recommend that you check this page occasionally for any policy changes.

Specific policy changes and updates are mentioned in the change log below

Change Log :

  • November 2018 – Policy updated to include Mortimer Duke Property Services
  • May 2018 – Policy updated to include GDPR compliance

  • Using this Website

    Relevant Lesiglation

    Along with our business and internal computer systems, this website is designed to comply with the following national and international legislation with regards to data protection and user privacy:

    • UK Data Protection Act 1988 (DPA)
    • EU Data Protection Directive 1995 (DPD)
    • EU General Data Protection Regulation 2018 (GDPR)

    This site’s compliance with the above legislation, all of which are stringent in nature, means that this site is likely compliant with the data protection and user privacy legislation set out by many other countries and territories as well. If you are unsure about whether this site is compliant with your own country of residences’ specific data protection and user privacy legislation you should contact our data protection officer for clarification.

    Site visitation tracking

    Like most websites, this site uses Google Analytics (GA) to track user interaction. We use this data to determine the number of people using our site, to better understand how they find and use our web pages and to see their journey through the website.

    Although GA records data such as your geographical location, device, internet browser and operating system, none of this information personally identifies you to us. GA also records your computer’s IP address which could be used to personally identify you but Google do not grant us access to this

    GA makes use of cookies, details of which can be found on Google’s developer guides.

    Disabling cookies on your internet browser will stop GA from tracking any part of your visit to pages within this website.

    Email and Email Links

    Should you choose to contact us using email, none of the data that you supply will be stored by this website or passed to / be processed by any of the third party data processors Instead the data will be collated into an email and sent to us over our Microsoft 365 Exchange servers are protected by TLS (sometimes known as SSL) meaning that the email content is encrypted using 256-bit cryptography before being sent across the internet. The email content is then decrypted by our local computers and devices.

    Email newsletter(s)

    If you choose to register with us to receive property updates, news and information you have the option of signing up to our email alerts and/or declining such marketing material(s).

    Other business e-mail and correspondence will be sent as required on an ad-hoc basis as part of running our normal business operations and issued through our Microsoft 365 exchange system as noted above (i.e. there is no use of personal information collected through the site).

    If you are under 16 years of age you MUST obtain parental consent before registering with us joining our email newsletter.

    Third party data processors

    We use Expert Agent for our cloud based data-services and website hosting and Google Analytics for site visitation tracking. Our third parties have been carefully chosen and all of them comply with the legislation set out above.

    Other Sites/Links

    From time to time we may provide links to the websites of other organisations. Please be aware that we can take no responsibility for any information you may submit to such websites which may have different privacy and security policies and procedures.