KANE WW Property Solutions Limited ("Kane WW Property Solutions" "KWW", "we", "us") website(s) (our "Site" or "Sites") and related services are provided to you in accordance with the following Privacy Notice.

 

Introduction

1. When you deal with KANE WW Property Solutions Limited, you trust us with your information. We take privacy seriously and we are committed to protecting the data you provide to us.

 

2. This policy explains when and why we process personal data collected from you or provided to us by third parties, how this data is used, the conditions under which it may be disclosed to others, and how it is kept secure. It also provides you with information regarding various rights you may have in respect of processing of your personal data by KWW.

 

3. This policy may be updated from time to time in accordance with changing privacy and data protection laws, so please re-visit this page occasionally to ensure that you are happy with any changes. If any amendments have an impact on how we process your personal data, the notice will say so.

 

WHO WE ARE

4. KANE WW Property Solutions Limited is a limited liability company registered in England and Wales No. 15501299, our registered office is 124 City Road, London, EC1V 2NX. We are registered with the Information Commissioner’s Office under the Reference Number ZB664102.

 

5. Where this policy refers to “Kane WW Property Solutions”, “KWW”, “we”, “our” or “us” below, unless it mentions otherwise, it is referring to the particular company that is the Controller of your personal data.

 

HOW WE COLLECT YOUR PERSONAL DATA

6. When we refer to “personal data”, we mean information that could identify you directly, such as your name, or indirectly by a certain characteristic combined with information we already hold about you.

 

7. We may receive information about you from you or third parties when we are acting for and/or assisting you or a client and we are required to obtain information about you, for example if you involved in tenancy deposit dispute and need to submit such claims to the authorised scheme.

 

8. Where we receive information about you from a third party, we will only use that information for the purposes of the matter and to comply with any legal obligations we are subject to.

 

Information that you give to us

9. You give us information about yourself when you make an enquiry to KWW, or engage us to provide legal services, or when entering information via our website, opt-in/consent forms, apps or by communicating with us by phone, post, e-mail, live chat, social media or otherwise. It includes additional information that you provide to us during the provision of our service(s).

 

Information we receive from you or other sources

10. We may receive information about you from third parties. For example:

 

Personal data:

• your contact details;

• identification information;

• financial or billing information;

• employment information; and

• any details from correspondence and information regarding a matter on which we advise our client, including for example:

  • biographical; or

  • personal/circumstantial details.

 

The information my be provided:

In dispute resolution

Witnesses, law firms, counsel, experts and other professional advisors acting for you or for us on your behalf, or for third parties, where you or our client is a party to or otherwise concerned in the course of, for example:

• mediation, arbitration and other forms of alternative dispute resolution;

• potential or actual litigation;

• pre-action disclosure, preparation

 

By customers of financial institutions

• Banks, building societies and finance companies, where you are their customer/debtor, who are clients of ours or from whom we are given or request information.

 

By clients acting in a representative capacity

• Personal representatives, attorneys, trustees, deputies and litigation friends who may provide us with information in connection with a matter including litigation which we are conducting for a client.

• Friends, family members or colleagues who may provide information to us about you as part of the work we undertake for them, for example where you are or may be:

  • a beneficiary of an estate or trust;

  • appointed by them in some representative capacity, such as executor; or

  • a party in or a witness to a dispute.

 

From regulators

• Regulatory bodies when making regulatory enquiries.

 

Through referrals

• Any other introducer of a case or matter to us.

 

11. We may supplement the personal data collected from you with information from publicly available sources, such as information to validate your identity or address, or to perform a credit or an identity check.

 

Information we automatically collect about you

12. We may automatically collect information about you which we may observe, detect or create without directly asking you to provide the information to us. In common with most other businesses, this will mainly include information gathered automatically through your use of our website or online services. 

 

TYPE OF PERSONAL DATA WE PROCESS ABOUT YOU

To make it easier to understand the information that we use about you, we have divided this information into categories in the table below and provided a short explanation of the type of information each category covers (please note that not all categories may be applicable to you):

• Banking/Billing: information used to send/receive funds to/from you or that appears on your bills

• Behavioural: your activities, actions and behaviours

• Cardholder: your payment card details

• Contact: information which can be used to address, send or otherwise communicate a message to you (i.e. email address, postal address, employer name and job title)

• Correspondence: information contained in our correspondence or other communications with you or about you, or about our products, services or business

• Financial: Information of financial transactions, history, standing and forecasts including credit and other references

• Geo-location: information which contains or reveals the location of your electronic device

• Identification: information contained in a formal identification document or social security or other unique reference relating to you

• Legal: information from public and other records including Authorised Schemes (TDS, DPS, MyDeposit) Companies House, Land Registry, HM Courts & Tribunals Service, Government and Local authorities, Regulators and Enforcement agencies

• Monitoring: we may record phone or video calls and meetings and retain transcripts of dialogue i.e. livechat conversations, for our records or for training purposes. 

 

HOW AND WHY WE USE YOUR PERSONAL DATA

13. We may use the information we collect about you in the following ways.

 

Where it is necessary for us to perform a CONTRACT with you

 

14. We may use and process your personal data where we have supplied you (or continue to supply you) our service(s), where we have arranged for the supply of a professional law firm’s services to you, or where you are in discussions with us about a particular matter on which you are considering taking advice.

 

15. We will use your information in connection with the contract for the provision of services when it is needed to carry out that contract or for you to enter into it.

 

Where we have a LEGITIMATE INTEREST

16. We may use and process your personal data where it is necessary for us to pursue our legitimate interests as a business for the following purposes (non-exhaustive list);

• to assess and improve our service to clients or our clients’ customers (where applicable) through recordings of any calls and livechat sessions;

• to assist our client in pursuing legal claims;

• for the prevention of fraud and other criminal activities;

• to verify the accuracy of the data that we hold about you and to create a better understanding of you as a client and our clients’ customers (where applicable);

• to create a profile of you based on any preferences you have indicated to us to enable us to decide what products and services to offer to you for marketing purposes;

• to undertake analysis to inform our business and marketing strategy (this may include the use of your data once it has been anonymized)

• to inform you about relevant events, products, news updates and announcements you may be interested in;

• to manage and deliver internal projects for business improvement;

• for network and information security purposes to enable us to take steps to protect your personal data against loss or damage, theft or unauthorised access;

• to comply with a request from you in connection with the exercise of your rights (e.g. where you have asked us not to contact you for marketing purposes, we will keep a record of this on our suppression lists in order to be able to comply with your request);

• to assist in the management of queries, complaints or claims;

• for the establishment, exercise or defence of our legal rights.

 

Where required by LAW

17. We may use and process your personal data in order to comply with other legal obligations to which we are subject.

 

In the VITAL INTERESTS of the individual

18. From time to time in the course of providing service(s) to individuals who may be troubled, in danger, very young or otherwise unable to exercise due care for their own safety or where we genuinely believe there is an immediate risk of harm to an individual, we may in extreme circumstances use information about our client, or a person connected with them or a client’s customer in order to take action to protect them.

 

Where you have provided CONSENT

19. We will seek consent from you where we wish to feature your identity in a published case study, press release, advertisement or testimonial or wish to include your image in a photograph or video in connection with public relations or promotional activities.

 

20. You have the right to withdraw your consent at any time. Please see Withdrawing your consent section for further details.

 

Use of anonymised data

21. We may use data derived from the personal data we process for our legitimate business purposes including our commercial research, after it has been anonymised.

 

22. Anonymised data is data from which individuals cannot be identified or made identifiable neither by us nor anyone else. Anonymised data is not subject to data protection laws.

OTHERS WHO MAY RECEIVE OR HAVE ACCESS TO YOUR PERSONAL DATA

Our suppliers and service providers

23. Our service(s) for you may require us to provide information to third parties who will use your information for the purposes of providing services to us or directly to you on our behalf. Such third parties may include for example payment processing, software providers and mailing services.

 

24. When we use third party service providers, we only disclose to them any personal data that is necessary for them to provide their services and we have an agreement in place that requires them to keep your data secure and not to use it other than in accordance with our specific instructions.

 

Others involved in your case or matter

25. Our service(s) for you may require us to provide information to third parties such as law firms, accountants and other professional advisers, who will use your information in connection with your case or matter (see above for a list of third parties we deal with). They may provide their own services directly to you.

 

26. Any third party to whom we disclose information about you will be under an obligation to keep your information secure and not to use it for any purpose other than that for which it was disclosed unless you agree with them otherwise.

 

Credit/debit card payment processors

28. All payment information is handled using a third party encrypted service where you make a payment to us by credit or debit card. KWW do not view, handle, or store your card payment details.

 

29. When you pay for any services over the telephone/internet, your credit/debit card payment is processed by a third-party payment processor, who specialises in the secure online processing of credit/debit card transactions. If you have any questions regarding secure transactions, please contact us using the details at the end of this policy.

 

Other ways in which we may share your personal data

30. We may transfer your personal data to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation. We may also transfer your personal data if we are under a duty to disclose or share it in order to comply with any legal obligation, to detect or report a crime, to protect your vital interests, to enforce or apply the terms of our contracts or to protect the rights, property or safety of our visitors and clients. However, we will always take steps to ensure that your privacy rights continue to be protected.

 

WHERE WE STORE YOUR PERSONAL DATA

31. All information you provide to us for our use is stored on our secure servers. The third parties listed under Others who may receive and have access to your personal data may be located outside of the UK or they may transfer your data outside of the UK. Those countries may not have the same standards of data protection and privacy laws as in the UK, which means additional safeguards must be put in place.

 

HOW LONG WILL WE KEEP YOUR PERSONAL DATA FOR

32. If we collect your personal data, the length of time for which we retain it is determined by a number of factors including the type of data, the purpose for which we use that data and our regulatory and legal obligations attached to this use.

 

33. Typically, we retention period is 7 years. However, there may be laws which require us to hold your personal data for a longer period, or delete it sooner; you exercise your right to have the data erased (where it applies) and we do not need to hold it in connection with any of the reasons permitted or required under the law (see Erasing your personal data or restricting its processing); or in limited cases, the law permits us to keep your personal data indefinitely provided we have certain protections in place.

 

YOUR RIGHTS

34. You have a number of rights in relation to your personal data under data protection legislation. In relation to certain rights, we may ask you for information to confirm your identity and, where applicable, or clarification to enable us to find your personal data. Except in rare cases, we will respond to you within one calendar month from either (i) the date that we have received your clarification; or (ii) we have confirmed your identity; or (ii) where we do not need to do this because we already have this information, from the date we received your request.

 

Accessing your personal data

35. You have the right to ask for a copy of the data that we hold about you by emailing or writing to us at the address at the end of this policy. We may not be able to provide you with a copy of your personal data if it concerns other individuals or we have another lawful reason to withhold that data.

 

36. We may charge you a reasonable fee based on administrative costs if you request a copy of data we have previously provided to you or if your request is manifestly unfounded or excessive.

 

37. In line with our environmental commitments, we will try to provide you with a copy of your data by electronic means where this is possible, unless you have specified otherwise in your request.

 

Correcting and updating your personal data

38. The accuracy of your data is important to us, therefore if you change your name or address/email address, or you discover that any of the other data we hold is inaccurate or out of date, please let us know by contacting us using the details set out at the end of this policy.

 

Withdrawing your consent

39. Where we rely on your consent as the lawful basis for processing your personal data, as set out under How we use your personal data, you may withdraw your consent at any time by emailing or writing to us at the address at the end of this policy. (Please use “Withdrawal of consent” as the subject heading of your email).

 

40. If you withdraw your consent, our use of your personal data up until you’re the date you withdrew your consent is still lawful.

 

Objecting to our use of your personal data

41. Where we rely on our legitimate interests as the lawful basis for processing your personal data for any purpose(s), as set out under How we use your personal data, you may object to our using your personal data for these purposes by emailing or writing to us at the address at the end of this policy. Except for the purposes for which we are sure we can continue to process your personal data and where our interests override yours (e.g. in debt recovery), we will temporarily stop processing your personal data in line with your objection until we have investigated the matter. If we agree that your objection is justified in accordance with your rights under data protection legislation, we will permanently stop using your data for those purposes. Otherwise, we will provide you with our justification as to why we need to continue using your data.

 

42. You may object to us using your personal data for direct marketing purposes and we will immediately comply with your request.

 

43. You may also contest a decision made about you based on automated processing by emailing or writing to us at the address at the end of this policy.

 

Erasing your personal data or restricting its processing

44. In certain circumstances, you may ask for your personal data to be removed from our systems by emailing or writing to us at the address at the end of this policy. Please note that this right is not an absolute right. Provided we do not have any continuing lawful reason to continue processing or holding your personal data, we will make reasonable efforts to comply with your request.

 

45. You may also ask us to restrict processing your personal data where you believe our processing is unlawful, you contest its accuracy, you have objected to its use and our investigation is pending. We may only process your personal data whilst its processing is restricted if we have your consent or are legally permitted to do so, for example for storage purposes, to protect the rights of another individual or company.

 

Transferring your personal data in a structured data file

46. Where we rely on your consent as the lawful basis for processing your personal data or need to process it in connection with your contract, as set out under How we use your personal data, you may ask us to provide you with a copy of that data in a structured data file. We will provide this to you electronically in a structured, commonly used and machine-readable form, such as a CSV file.

 

47. You can ask us to send your personal data directly to another service provider, and we will do so if this is technically possible. We may not be able to provide you with a copy of your personal data if this concerns other individuals or we have another lawful reason to withhold that data.

 

Complaining about the use of your personal data

48. If you wish to complain about the way we use your personal data, you can e-mail us using the details set out at the end of this notice. If you are dissatisfied with our response to your complaint and remain concerned about the way we have processed your personal, you have the right to complain to the Information Commissioner’s Office (ICO) data or seek to enforce your rights through a judicial remedy. Please visit the ICO’s website for further details.

 

SECURITY

How we protect your personal data

49. The transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website and any transmission is at your own risk. Once we have received your personal data, we have in place reasonable and appropriate controls to ensure that it remains secure against accidental or unlawful destruction, loss, alteration, or unauthorised access.

 

50. Where we have given you (or where you have chosen) a password which enables you to access any of our online or electronic resources, you are responsible for keeping this password confidential. We advise you not to share your password with anyone.

 

Links to other websites

51. Our website may contain links to other websites run by other organisations. This policy does not apply to those other websites‚ so we encourage you to read their privacy statements. We are not responsible for the privacy policies and practices of other websites even if you access them using links that we provide, and their security cannot be guaranteed.

 

52. If you linked to our website from a third-party website, we cannot be responsible for the privacy policies and practices of the owners and operators of that third-party website and recommend that you check the policy of that third-party website.

 

MARKETING AND OTHER COMMUNICATIONS

53. You will only receive tailored marketing information from KWW if you are a client of KWW (or associated with a client of KWW), or where we have your express consent to do so. We also reserve the right to email you with marketing information if you fall outside of the groups specified above, if we believe it is in your interest to receive the communication.

 

54. We may contact you in response to an article or social media promotion that you have carried out.

 

55. If you are a client or contact of KWW, we may contact you personally to notify you of any changes that might affect you or your business, or specific events/information that may benefit you or your business.

 

56. We may occasionally share personal data with trusted third parties to help us deliver efficient and quality services. Any such recipients will be contractually bound to safeguard the data we entrust in them and will not contact you to offer other services.

 

CONTACT US

57. If you wish to contact us with any queries about this Notice or about the way we process your personal data, you can write to us at KANE WW Property Solutions Limited, 124 City Road, London, EC1V 2NX. Alternatively, you can contact us by e-mail at: kanewwpropertysolutions@gmail.com.