For the purpose of the Data Protection Act 1998 (the “Act“) and General Data Protection Regulation (“GDPR”), the Data Controller is Hines of Oxford.
1 What is “Personal Data”?
1.1 “Personal Data” means any information related to an individual or data subject that can be used to directly or indirectly identify the person.
2 What Information we will process?
2.1 Hines of Oxford collects Personal Information from its customers and potential customers in a variety of ways. Hines of Oxford may collect Personal Information such as your name, contact details and occupation when you visit or register on our website, use products or services, enter promotions or contact us directly by telephone.
2.3 Hines of Oxford may also collect Personal Information about you via suppliers and business partners. However, Hines of Oxford will only collect your Personal Information in this way if it is not reasonable or practical to collect this information directly from you.
3 Information collected via website
3.1 Hines of Oxford will not collect any Personal Information about visitors to its website except when the users register their personal details to use the website and Opt-in to receive e-mail updates from Hines of Oxford, or enter promotions.
3.2 Our Website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that Hines of Oxford does not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
3.3 When you visit and browse this website, Hines of Oxford’s website host will collect Personal Information for statistical, reporting and maintenance purposes. This information will not be used to identify you and may include:
The number of users visiting this website and the number of pages viewed;
The date, time and duration of a visit; or
The path taken through this website.
Hines of Oxford’s website host uses this information to administer and improve the performance of this website.
3.5 Web beacons are images that originate from a third party site to track visitor activities and are also used for remarketing purposes. Hines of Oxford currently uses web beacons to track the visiting patterns of individuals accessing this website.
4 How we will use your information?
Hines of Oxford uses the information it collects about you to:
4.1 Provide you with products or services you have requested
4.2 Personalise and customise your experiences with this website
4.3 Help Hines of Oxford research the needs of its users and to market its products and services with a better understanding of your needs and the needs of users generally
4.4 Communicate with you
4.5 Provide you with ongoing information about Hines of Oxford in which Hines of Oxford believes you may be interested
4.6 Give you the opportunity from time to time to receive e-mail and ‘e-newsletters’ from Hines of Oxford
4.7 To provide you, or permit selected third parties to provide you, with information about goods or services we feel may interest you. If you are a new customer, and where we permit selected third parties to use your data, Hines of Oxford (or third party) may contact you by electronic means. If you do not want Hines of Oxford to use your data in this way, please contact the Privacy Officer.
4.8 To notify you about changes to our service
4.9 To ensure that content from our Website is presented in the most effective manner for you and for your computer
4.10 Other Personal Information provided voluntarily by you is used to better understand Hines of Oxford users and to help improve and promote its services
5 Who we disclose your Personal Information to?
5.1 Hines of Oxford discloses the information about its customers and potential customers if or when Hines of Oxford:
5.1.1 Has your consent to share the information, or
5.1.2 Someone acting on Hines of Oxford’s behalf provides the product or service you have requested, or
5.2 Hines of Oxford may disclose Personal Information to third parties but only to the extent necessary to fulfil the purposes for which the Personal Information was collected. For example, Hines of Oxford may disclose Personal Information to its officers and employees and its professional advisers and consultants to help improve the services offered by Hines of Oxford, but only on a confidential and need-to-know basis.
5.3 Hines of Oxford may also disclose your Personal Information to our website host in certain limited circumstances, for example ensuring that if the Website experiences a technical problem it is able to operate in an effective and secure manner.
5.5 In addition, Hines of Oxford will use Personal Information which it has collected from you to:
5.5.1 Administer our Website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes.
5.5.2 Improve our Website to ensure that content is presented in the most effective manner for you and for your computer.
5.5.3 Allow you to participate in interactive features of our service, when you choose to do so.
5.5.4 Help us to keep our Website safe and secure.
5.5.5 Measure or understand the effectiveness of advertising we serve to you and others, and to deliver relevant advertising to you.
5.5.6 Make suggestions and recommendations to you and other users of our Website about goods or services that may interest you or them.
5.6 We may receive Personal Information from other sources. Hines of Oxford may combine this Personal Information with Personal Information you give to us and Personal Information Hines of Oxford collects about you. Hines of Oxford may use this Personal Information and the combined Personal Information for the purposes set out above (depending on the types of information we receive).
6.1 Hines of Oxford may use your Personal Information to provide you with promotional material or services and products offered by Hines of Oxford or connected companies within the same group. If you do not wish to receive promotional information, you can contact our Privacy Officer by emailing the Privacy Officer at any time so that your name can be removed from its marketing lists. Alternatively, you can exercise your right to prevent such processing by Opting out certain boxes on the forms we use to collect your Personal Information.
7 Updating, storage and security of Personal Information held by the Company
7.1 Hines of Oxford aims to keep your Personal Information secure and up to date. Any Personal Information that is collected via this Website or which is held on Hines of Oxford's computer systems is protected by SSL encryptions for data transmission. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our Website, you are responsible for keeping this password confidential. Hines of Oxford asks you not to share a password with anyone.
7.3 You can update your contact and profile information at any time by contacting our Privacy Officer on the number below or you may edit your account information and preferences. If we find that we have no further need for your Personal Information we will permanently de-identify it or remove it from our system and destroy all record of it. Hines of Oxford welcomes any changes to your details so as to keep our records up to date.
7.4 Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your Personal Information, 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.
8 Disclosure of your Personal Information
8.1 We may share your Personal Information with any member of our group from time to time, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.
8.2 Hines of Oxford may share your Personal Information with selected third parties including:
8.2.1 Business partners, suppliers and sub-contractors for the performance of any contract or proposed contract Hines of Oxford enters into with them or you.
8.2.2 Advertisers and advertising networks that require the data to select and serve relevant adverts to you and others.
8.2.3 Analytics and search engine providers that assist us in the improvement and optimisation of our Website.
8.2.4 Credit reference agencies for the purpose of assessing your credit score where this is a condition of us entering into a contract with you.
8.3 Please note that Personal Information shared with third parties is no longer under our direct control. If you would like to exercise your rights under section 9 with regards to the third parties, please contact the Privacy Officer who can contact these third parties on your behalf.
8.4 In the event that we sell or buy any business or assets, Hines of Oxford may disclose your Personal Information to the prospective seller or buyer of such business or assets.
8.4.1 If Hines of Oxford or substantially all of its assets are acquired by a third party, Personal Information held by it about its customers will be one of the transferred assets.
9 Your Rights
9.1 You are entitled to access Personal Information that Hines of Oxford holds about you. If you request access to your Personal Information, we will grant your request unless providing you with access would unreasonably impact upon the privacy of others or is not otherwise permitted under the GDPR, Data Protection Act or Directive. If Hines of Oxford refuses your request to access your Personal Information, it will provide you with reasons for the refusal.
9.2 You may ask us to provide you with a copy of all the information we hold about you at any time. This information will be granted free of charge, but repeated and excessive requests may incur a reasonable fee for the administrative costs.
9.3 Any information requests must be specific to the type of information needed to enable us to fulfil the request.
9.4 If you would like us to erase or change any of the information we hold about you or it becomes inaccurate, please let us know as soon as you are able in writing so that we may ensure that the information we hold about you is up to date. Please note that if you request erasure of your details, we will lose all history about you, including any requests not to be contacted. This means that you may be contacted again if we receive fresh data about you.
10.2 If you have a question, problem or complaint about our use of your Personal Information, please contact the Privacy Officer in the first instance. If you feel you have not received redress in this manner, then you may submit a complaint to the ICO via their published contact details.
10.3.1 By email to firstname.lastname@example.org
10.3.2 By phone to +44 (0)1865 741144
10.3.3 By post to the Privacy Officer, Hines of Oxford, Weavers Barn, 46a Windmill Road, Headington, Oxford, OX3 7DE, UK