Data Protection Statement

Dot Dot Dot collect information about guardians, potential guardians, clients, staff and other stakeholders in order to carry out our core functions of guardian management, property management and human resources. This includes personal information and we recognise the importance of using this information responsibly and protecting individual’s privacy.

Dot Dot Dot Property is registered under the Data Protection Act (1998). The Act allows us to hold and process personal data. This statement demonstrates our commitment to protect your privacy and process your personal information in accordance with the requirements of the Act.

Information we collect may include:

  • Contact information
  • Background information, including sensitive classes of information
  • Volunteering, educational and occupational history
  • Financial details
  • Other information relevant to becoming a property guardian
  • Other information relevant to HR functions
  • Other information relevant to property management

We process personal information about:

  • customers
  • guardians
  • professional advisers and consultants
  • complainants, enquirers
  • suppliers
  • landlords
  • employees
  • references

We collect information through:

  • online and paper applications
  • telephone interviews
  • face to face interviews and meetings
  • forms
  • references

Consent: By providing us with your personal data, you consent to the collection and use of this information in accordance with the purposes described in this privacy statement.

Purposes of collecting and processing data include:

  • Creating an electronic record of your application
  • Processing your application
  • Carrying out property management services
  • Promoting and advertising our services
  • Research
  • Investigations
  • Complaints and dispute handling
  • Licensing and registration
  • Staff administration, including HR functions
  • To comply with our legal and regulatory obligations

Who the information may be shared with

We sometimes need to share the personal information we process with the individual themselves and also with other organisations. Where this is necessary we are required to comply with all aspects of the Data Protection Act (DPA). What follows is a description of the types of organisations we may need to share some of the personal information we process with for one or more reasons.

Where necessary or required we share information with:

  • business associates
  • suppliers of goods or services
  • financial organisations
  • credit reference agencies
  • debt collection and tracing agencies
  • local and central government
  • police forces
  • security organisations
  • current, past and prospective employers
  • employment and recruitment agencies
  • educators and examining bodies
  • other companies in the same group

Monitoring and recording communications

We may monitor and record communication with Dot Dot Dot in order to fulfil our functions.

How we secure your data

  • All electronic records are kept securely using an industry leading database organisation
  • All paper records are stored on site in securely locked cabinets

Access to these are limited to Dot Dot Dot’s current employees on a need to know basis.

How we use cookies

This website places cookies, which are small data files, on your computer or handheld device. This is standard practice for all websites.

Cookies are essential for helping us deliver a high quality website and user experience.

By using and browsing our website, you consent to cookies being used in accordance with our policy. If you do not consent, you must disable cookies or refrain from using the site.

Google Analytics: We use Google Analytics to collect information about visitor behaviour on our website. Google Analytics stores information about what pages you visit, how long you are on the site, how you got there and what you click on. This analytics data is collected via a JavaScript tag in the pages of our site and is not tied to personally identifiable information.

You can find out more about Google’s position on privacy as regards its analytics service at: http://www.google.com/intl/en_uk/analytics/privacyoverview.html

Links to other websites

Our website contains external links, please be aware that we do not have control over external websites and therefore cannot be responsible.

Getting in contact about your personal information

If you have any complaints about how we process your personal information, please see our complaints procedure here.

If you would like to make a subject access request (request to access the personal information about you held by Dot Dot Dot) this should be done via email (hello@dotdotdotproperty.com). Individuals will be charged £10 per subject access request and we will aim to provide the relevant data within 10 working days, provided we can verify the identity of anyone making the request.

For questions about this statement, contact us at hello@dotdotdotproperty.com.

If your personal details or contact information change please let us know so that we can update our records. You can email hello@dotdotdotproperty.com with any changes, using the subject “Changes to personal details”.

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