Privacy Policy
1. Who we are
Established in Waterford City in 1798, Hutchinson Auctioneers specialise in Residential Sales. We also provide a comprehensive Commercial Property Sales and Letting service, Residential Lettings, Valuations and Apartment Block Management. For the complete property service from a dependable family run firm, Hutchinson’s provide a one stop shop for all your property needs.
Personal data collection, processing, and use are conducted solely for the purpose of carrying out our services to you. Hutchinson Auctioneers’ Privacy Notice refers (together with our Cookies Policy) to our commitment to our compliance to data protection legislation including the Irish Data Protection Acts, Data Protection Act 1988-2018, and the EU General Data Protection Regulation.
Throughout this document “we”, “us”, “our”, and “ours” refers to Hutchinson Auctioneers’ Privacy Notice
It is your responsibility to read any Terms & Conditions you may agree to as part of the service and Privacy Notice before entering into a contract with Hutchinson Auctioneers.
2. How to contact us
There are many ways you can contact us, including by phone, email, and post. More details can be seen here www.hutchinson.ie
Hutchinson Auctioneers
30 The Mall,
Waterford,
Ireland.
X91 FP63
Phone : (051) 876923 Out of Hours Emergency Contact : (01) 2138210 dataprotection@hutchinson.ie or info@hutchinson.ie
3. What happens if we make changes to this notice
Where changes to this Privacy notice occur, the updated version will be published on our website and where appropriate/possible communicated directly to individuals through a communication channel such as email.
Current version Reference HA-PN-V1.00 February 2025, as part of our continuous improvements, we have provided a new format and a new updated version of previous content.
4. Who do we collect data about
We collect and process your personal data only when such data is necessary in the course of providing our services to you. This personal data includes any offline physical data or online data that makes a person identifiable.
We process data for the following groups of individuals where it is necessary:
A. Candidates for jobs/work experience
B. Buyer (Residential, Commercial, Land & Agricultural)
C. Seller (Residential & Commercial)
D. Management Company’s personnel
E. Landlords
F. Tenants
G. Bidders
H. Legal Representatives
I. Agents
J. Financial Institutions and Advisors
K. Property management service providers
L. Contractors (and their employees)
M. Suppliers, Regulators, Auditors & Visitors
N. Valuation clients
We are the controller for the personal information we process, unless otherwise stated.
Please note Hutchinson Auctioneers does not collect the personal date of children under 16
Without the express consent of a parent or guardian.
5. When do we collect your data from you
You directly provide us with most of the personal data we collect on behalf of you and your employees which is required for the services provided. Depending on the service, we may collect personal data and process data for:
1. Clients (Sellers/Landlords/OMC’s/Valuation Clients)
• When listing a property for sale or rent (e.g., personal details, proof of ownership, ID verification, proof of address)
• During property valuation requests
• When entering into agency agreements or service contracts
• For compliance with anti-money laundering (AML) and know-your-customer (KYC) regulations
2. Buyers/Tenants
• When registering interest in a property
• For reference checks once a tenant has been formally offered a property to rent
• During bidding or offer submissions for property purchases
• When signing contracts (e.g., tenancy agreements, sales contracts)
• For financial checks (e.g., proof of funds, mortgage approval)
• For AML/KYC compliance
• When collecting deposits or rent payments
• Condition and inspection reports to include photography and/or video of property
• When issuing Sale Advice Notes
• When registering with utility companies & the RTB(Residential Tenancies Board)(Tenants only)
3. Bidders (Auction Participants)
• When registering to participate in an auction (e.g., personal details, proof of ID)
• When placing bids (e.g., financial verification, deposit payment
4. Other situations
• Application of a job or work experience
• Submission of a tender
• Submission of a request for tender
• New client account forms
• New contract account forms
• When customer have an issue with the service
• In the event of an accident or incident
• Use or view our systems or website via your browser’s cookies Cookies and Tracking Technologies Our website uses cookies to enhance user experience and analyze website traffic. You can manage your cookie preferences through your browser settings.
6. What types of your data do we collect
As part of our services to you, we may need to obtain and process personal data as required where necessary to provide our services such as (if requested, a member of our staff will explain the purpose why any information is required prior to obtaining the data.):
General information processed
We may need to obtain and process the following personal data as required where necessary to during your visit to our office:
• Health and Safety reporting
A. Candidates for jobs
We may need to obtain and process the following personal data as required where necessary to assess the suitability of your application:
• Your name and contact details (i.e. address, home and mobile phone numbers, email address)
• Signatures
• Employment and Career History
• Curriculum vitae and covering letter
• Interview assessment details
• Any information you provide to us by email, telephone or during an interview
• Details of your referees.
• Declaration of conflict of interest
Right to Hire
Any employment agency, person or entity that submits a speculative Curriculum Vitae (CV) to us where we have not request this information, does so with the understanding
that we will have the right to hire that applicant at our discretion without any fee owed to the submitting employment agency, person or entity.
Speculative CVs
If you send us a speculative CV, we cannot guarantee a response. Should you not hear from use within (24 hours), we have no suitable position, and we have deleted your information.
Application for a solicited job
If you are interested in applying for a solicited job within Hutchinson Auctioneers, you may provide us with your CV. We will then match your qualifications and experience to the position you applied for, or any other current job opportunity. If your profile corresponds to our requirements, we will contact you.
Verification
Verification checks are required for specific roles and will be identified in the job advertisement where relevant. Verification checks such as:
• Reference checks
• Proof of the Right to Work
• Background checks (state clearly what will be conducted e.g.) o verifying qualifications with educational establishments
o checking medical history for working capacity of the employee for the relevant job
o checking for any criminal convictions relevant to the role for example driving
o checking professional social media profile on Linkedin
B. Buyer (Residential & Commercial)
We may need to obtain and process the following personal data as required where necessary to provide our services to you:
1. Identity & Contact Information
• Full name
• Home Address
• Phone number
• Email address
2. Proof of Identity & Verification Data
• Copy of passport or driver’s license
3. Financial & Payment Information
• Bank account details (for deposit refunds)
• Proof of funds for property transactions, bank statement and/or letter of loan approval
• Mortgage details (if applicable)
4. Marketing Preferences & Communication
• Consent for marketing communications
• Preferred contact method (email, phone, post)
• Records of interactions and correspondence with the auctioneer
5. Legal & Compliance Information
• Dispute resolution records (if applicable)
• Data related to regulatory and legal compliance
6. Security & IT Data (if applicable)
IP address and login activity (if using online services)
C. Seller (Residential & Commercial)
We may need to obtain and process the following personal data as required where necessary to provide our services to you:
1. Identity & Contact Information
• Full name
• Home address
• Property address (if different from home address)
• Phone number
• Email address
• Date of birth
2. Proof of Identity & Verification Data
• Copy of passport and/or driver’s license
• Proof of address (e.g., utility bill, bank statement)
• AML (Anti-Money Laundering) and KYC (Know Your Customer) checks
• Politically Exposed Person (PEP) status and sanctions screening
3. Financial & Payment Information
• Bank account details for receiving balance of booking deposit.
• Bank account details of sellers solicitor for receiving balance of booking deposit.
4. Property Information
• Title deeds or proof of ownership
• Planning permissions or building regulations compliance documents
• Energy Performance Certificate (EPC) or Building Energy Rating (BER)
• Property valuation reports(if applicable)
• Survey reports and condition assessments
• Details of any existing tenancies (if applicable)
• Memorandum and articles of association/List of Directors names/Official id of one director(Corporate Clients Only)
• Copy of partnership agreement(Partnerships only)
5. Sales & Marketing Data
• Consent for marketing communications
• Photos (internal, external and drone) and descriptions of the property for listings
• Floor plans and virtual tours
• Video tours
• Preferred contact method (email, phone, post)
• Viewing availability and arrangements
• Records of interactions and correspondence with the auctioneer
6. Legal & Compliance Information
• Signed letter of engagement (for sale services)
• Sales contract and other legal documentation
• Dispute resolution records (if applicable)
• Data related to regulatory and legal compliance (e.g., anti-fraud measures)
D. Management Company’s personal
We may need to obtain and process the following personal data as required where necessary to provide your services to us:
1. Identity & Contact Information
• Full name of property owners/residents
• Home address and unit number within the development
• Phone number
• Email address
• Emergency contacts (telephone numbers, e-mail addresses)
2. Ownership & Residency Information
• Proof of property ownership (e.g., letter from vendors solicitor)
• Details of tenants (if the unit is rented)
• Occupancy status (owner-occupied or tenanted)
• Property details (floor level, number of bedrooms, floor area)
3. Financial & Payment Information
• Service charge payment records
• Debtors, creditors, balance sheet, trial balance, bank reconciliation, income and expenditure account.
• Bank account details (for direct debits or refunds)
• Legal proceedings related to unpaid charges (if applicable)
4. Legal & Compliance Data
• Lease agreements and covenants
• Title deeds for freehold of common areas.
• Records of disputes, complaints, or legal actions
• Correspondence regarding property management issues
• Compliance with property regulations (e.g., fire safety, insurance)
5. Property Maintenance & Services Data
• Maintenance requests and repair history
• Records of interactions with contractors/tradespeople
• Access permissions for repairs or inspections
• Security data (e.g., key fob access logs, carpark access, refuse area access, CCTV footage)
6. Communications & Correspondence
• AGM (Annual General Meeting) notices and attendance records
• Voting records for management company decisions
• Emails, letters, and notifications sent to residents
• Emergency contact details (if required)
For clarification purposes, when we refer to the contractor, for avoidance of doubt, we mean, the contractors the Owners Management Company engage with directly to provide a service on behalf of the management company.
We may need to obtain and process the following personal data as required where necessary to provide your services to us:
E. Landlords
We may need to obtain and process the following personal data as required where necessary to provide our services to you:
1. Tenant Identity & Contact Information
• Full name
• Home address (prior to moving in)
• Phone number
• Email address
• Date of birth
• Emergency contact details
2. Tenant Identification & Verification Data
• Copy of passport, driver’s license, or other photo ID
• Proof of address (e.g., utility bill, bank statement)
• Personal Public Service Number (PPSN) or tax identification number (if required for legal or tax purposes)
• Right-to-rent checks (e.g., visa or immigration status)
3. Financial & Payment Information
• Bank account details (for rent payments and deposits)
• Payment history (rent payments, late fees, arrears)
• Deposit details and refund processing
• Employment details (for affordability checks)
• Credit history and references from previous landlords
4. Tenancy & Property Information
• Signed lease/rental agreement
• Inventory checklist (condition of property at move-in/move-out)
• Maintenance and repair requests
• Complaints or disputes related to the tenancy
• Correspondence regarding tenancy issues
5. Legal & Compliance Data
• Residential Tenancies Board (RTB) registration details (if applicable)
• Eviction or legal dispute records (if applicable)
• Health and safety compliance (e.g., fire safety, gas safety certificates)
6. Security & IT Data (if applicable)
• Key fob or access control records
F. Tenants
We may need to obtain and process the following personal data as required where necessary to provide our services to you:
1. Identity & Contact Information
• Full name
• Current and previous home addresses
• Phone number
• Email address
• Date of birth
• Emergency contact details
2. Identification & Verification Data
• • Copy of passport, driver’s license, or other photo ID
• • Proof of address (e.g., utility bill, bank statement)
• • Personal Public Service Number (PPSN) or tax identification number (if required for legal or tax purposes)
• • Right-to-rent checks (e.g., visa or immigration status)
3. Financial & Payment Information
• Bank account details (for rent payments and deposit refunds)
• Payment records (rent payments, late fees, arrears)
• Deposit details and refund processing
• Employment details (for affordability checks)
• Payslips or bank statements (for income verification)
• Credit history and references from previous landlords
4. Tenancy & Property Information
• Signed lease/rental agreement
• Inventory checklist (condition of property at move-in/move-out) to include photos and items
• Maintenance and repair requests
• Complaints or disputes related to the tenancy
• Correspondence regarding tenancy issues
5. Legal & Compliance Data
• Residential Tenancies Board (RTB) registration details (if applicable)
• Eviction or legal dispute records (if applicable)
• Health and safety compliance (e.g., gas safety, fire safety reports)
6. Security & IT Data (if applicable)
• CCTV footage (if cameras are installed in communal areas)
• Key fob or access control records (for managed apartment buildings)
• Online portal account details (if used for rent payments or tenancy management)
G. Suppliers
A. Potential outsourced service providers
We may need to obtain and process the following personal data as required where necessary to assess the suitability of your tender:
• Your name and business contact details (work: address, email, phone)
• Registered Directors details as publicly available on the Company’s registration Office
• Signatures
• Company principal
• Accounts contact
• Sales contact
• Bank details, delivery dockets, invoices and quotations
• Details of your referees
• Insurance cover schedule
• Key contact details
• Declaration of conflict of interest
• CCTV if on site
B. Outsourced service providers
We may need to obtain and process the following personal data as required where necessary to assess the suitability of service prior to commencing the contract:
• Your name and business contact details (work: address, email, phone)
• Brief statement of duties
• Job classification
• Start date and contracted price
• Registered Directors details as publicly available on the Company’s registration Office
• Signatures
• Health and Safety reporting if required
• Due Diligence o Personal details
o Professional/Educational Qualifications, Previous Experience, Relevant Training/Professional Memberships
o Ability to provide the services
o Acting as a director
H. Regulators and Audits
We may need to obtain and process the following personal data as required where necessary to during your visit:
• Your name and business contact details
• Signatures
• Health and Safety reporting if required
7. When do we collect sensitive personal data
Sensitive data is known as special categories of data in Data Protection law. Special categories of data are defined by GDPR as processing of personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person’s sex life or sexual orientation.
We may collect the following special categories of data where necessary:
• In the event of an incident or accident
• Medical information to assist vulnerable individuals with special needs.
• Medical information in relation emergency medical equipment (ESB power outages)
We will process special categories of personal data in the following circumstances:
1. In limited circumstances, with your explicit written consent.
2. Where we need to carry out our legal obligations including but not limited to Health and Safety and in line with our data protection policy.
3. Where it is needed in the public interest (e.g. pandemic and required by law) and in line with our data protection policy.
Less commonly, we may process this type of information where it is needed in relation to legal claims or where it is needed to protect your interests (or someone else’s interests) and you are not capable of giving your consent, or where you have already made the information public.
8. When do we receive your data from a third party
Where is it necessary for the service provided, we may receive your data indirectly from the following sources:
1. When Selling or Buying a Property
• From a solicitor handling legal aspects of a sale or purchase
• From a property seller or buyer who provides details of the other party involved in the transaction
• From an estate agent involved in the sale
• From financial institutions (e.g., mortgage lenders confirming proof of funds)
• From valuation surveyors providing property valuation reports
• From building surveyors carrying out surveys of properties.
2. When Letting or Renting a Property
• From a landlord or letting agent when a tenant applies for a rental property
• From previous landlords or references to verify rental history
• From an employer for income verification or as a reference for a rental application
• From credit reference agencies conducting affordability or background checks
• From the Residential Tenancies Board (RTB) for tenancy registration or dispute resolution
3. For Anti-Money Laundering (AML) and Compliance Checks
• From government agencies or regulatory bodies (e.g., tax authorities, law enforcement)
• From financial institutions conducting AML or fraud prevention checks
• From sanctions or PEP (Politically Exposed Person) databases
4. For Owner Management Company (OMC) Services
• From a management company managing an apartment complex or estate
• From solicitors when a property is bought or sold in a managed development
• From utility providers for account setup in managed properties
5. When Engaging in an Auction
• From auction platforms when registering to bid online
• From solicitors confirming legal ownership or bidding conditions
• From financial institutions verifying deposits or proof of funds
6. For Debt Collection or Legal Proceedings
• From debt collection agencies pursuing unpaid auctioneer fees or service charges
• From solicitors handling disputes or enforcement actions
• From court orders or legal notices requiring data for compliance
7. For Marketing or Business Development
• From property websites or portals (e.g., if you inquire about a listing)
• From public records or databases (e.g., property ownership records)
• From referral partners (e.g., mortgage brokers, surveyors)
8. For Security & IT Systems
• From CCTV systems in managed properties or auction premises
• From access control systems (e.g., key fob or entry logs in apartment complexes)
• From online platforms (e.g., IP addresses or login activity for client portals)
9. Candidates for jobs/and or work experience candidates
• Recruitment agents
• References
9. What are the legal bases upon which we process your data
We collect your data based on the following legal basis:
Consent
Where you have explicitly agreed to us processing your information for a specific reason such as:
• Photograph and or video for publication at events,
• Cookie (see cookie policy)
• Relevant medical data required to ensure the property meets your needs
Where the legal basis of consent is relied upon for processing of any personal data, you will be presented with an option to agree or disagree with the collection and the use or disclosure of the personal data.
Right to withdraw consent at any time
Where consent is relied upon as a basis for processing of any personal data, you will be presented with an option to agree or disagree with the collection, use or disclosure of personal data. Once consent is obtained, it can be withdrawn at any stage.
Contract
When processing is necessary for the performance of a contract with you (or by you) or to take steps at your request prior to entering a contract.
We will collect your personal data to consider your tender for services requested by or for use.
Where you entered a contract with use and it is necessary to process your personal data for the administration of the services you provide us with as a contractor, or where we provide you with services as a client.
Compliance
We must meet our duties to the Health & Safety Regulator and comply to our legal obligations which includes but not limited to.
1. Licensing & Regulatory Compliance
• Property Services (Regulation) Act 2011
• Must be licensed by the Property Services Regulatory Authority (PSRA).
• Must adhere to the PSRA Code of Practice.
• Must maintain a client account for holding client funds.
• Renewal & Display of License
• Must renew their license annually.
• Must display their PSRA license number on all advertisements and communications.
2. Anti-Money Laundering (AML) & Counter-Terrorism Financing (CTF)
• Criminal Justice (Money Laundering and Terrorist Financing) Acts 2010-2021
• Must conduct Customer Due Diligence (CDD): verify identity and address of clients.
• Must perform Enhanced Due Diligence (EDD) for high-risk clients (e.g., Politically Exposed Persons).
• Must report suspicious transactions to the Financial Intelligence Unit (FIU) of An Garda Síochána.
• Must maintain AML records for at least 5 years.
3. Data Protection & Privacy
• General Data Protection Regulation (GDPR) & Data Protection Acts 1988- 2018
4. Consumer Protection & Fair Trading
• Consumer Protection Act 2007
• Must not engage in misleading advertising (e.g., false property descriptions).
• Must disclose all material property defects.
• Must provide clear terms and conditions for property sales and lettings.
• Residential Tenancies Act 2004 (for Lettings)
• Must comply with rent control regulations in Rent Pressure Zones.
• Must register tenancies with the Residential Tenancies Board (RTB).
• Must ensure tenants receive proper notice periods for rent increases or eviction.
5. Financial & Taxation Obligations
• Revenue Compliance
• Must register for VAT, PAYE, and income tax where applicable.
• Must pay Capital Gains Tax (CGT) on property transactions where applicable.
• Must file annual tax returns with the Revenue Commissioners.
• Client Fund Management
• Must keep client funds separate from business accounts.
• Must provide accounting records to the PSRA upon request.
6. Property & Planning Regulations
• Building Energy Rating (BER) Regulations
• Must provide a valid BER certificate when selling or renting a property.
7. Health & Safety Compliance
• Safety, Health and Welfare at Work Act 2005 as amended
• Must ensure a safe working environment for employees.
• Must have insurance coverage for public liability and professional indemnity.
• Fire Safety & Building Regulations
• Must ensure rental properties meet fire safety standards.
8. Auction-Specific Obligations
• Public Auctions
• Must publish auction terms and conditions in advance.
• Must handle bids transparently and fairly.
• Must refund deposits where applicable.
Where it is necessary and proportionate, we may allow authorised people to see our records (which may include information about you) for reporting, compliance and auditing purposes.
Public interest
If required to do so, we may need to capture your data as required by government (for example a pandemic and required by law).
Legitimate interest
Legitimate Interests means the interests of the Hutchinson Auctioneers in conducting and managing our business to enable us to give you the best service and the best and most secure experience.
When we process your personal data based on our legitimate interests, we carefully consider the impact on you and uphold your rights under data protection laws to objective where applicable. Our legitimate business interests do not automatically take precedence over yours. We refrain from using your Personal Data for activities that would negatively impact you unless we have your consent or we are legally required or permitted to do so.
Outlined below are the ways we process your data for our legitimate interests. If you have any concerns about this processing, you have the right to object. For more information on your rights, please refer to the “Your Rights” section below.
Processing of your personal data may be necessary for the purposes of a legitimate interest pursued by us for any of the following:
• Use of CCTV on our sites to safeguard the health, safety, and security of all resources
• To manage the recruitment process of applicants and communication each stage of the process with the applicant
• To manage the tender process for contractor applicants and communication each stage of the process with the applicant
• To manage the tender process for potential clients
• Conduct Surveys to provide information on the quality of our administration
• Use of your personal data to operate our business on a day-to-day basis
• Enhance the training of our workforce.
• To establish, exercise and safeguard our rights, (including where necessary to take enforcement action) and to respond to claims made against use.
• To safeguard the safety and security of all individuals on site under our responsibility, IT systems and devices, property, buildings, information located or stored on the premises, and assets, and those of service providers, consultants, and advisors that assist use in carrying out its functions.
• In the prevention and detection of fraud.
• Photos and videos where required for audits and evidence where an investigation has taken place.
10. What happens if you do not provide us with the data if legal basis is consent or contract
Where lawful basis is a statutory or contractual requirement, if you are obliged to provide the personal data, failure to provide this information may result in us being unable to provide our services or accepting your services.
What is the purpose (s) for processing your data
Established in Waterford City in 1798, Hutchinson Auctioneers specialise in Residential Sales. We also provide a comprehensive Commercial Property Sales and Letting service, Residential Lettings, Valuations and Apartment Block Management. For the complete property service from a dependable family run firm, Hutchinson’s provide a one stop shop for all your property needs. We process your data, when necessary, to provide this service.
We will only use your personal information for the purposes for which we collected it unless we reasonably consider that we need to use it for another purpose and that purpose is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the basis which allows us to do so.
You agree that any data you provide to us will be true, complete, and accurate in all respects and you agree to notify us immediately of any changes to it. We will only collect personal information from or about you which is necessary for the following purposes:
A. Candidates for jobs/Work Experience
• To assess the applicants
• Identify suitable candidates for the posts
• Identify validate the information provided by the candidates for the posts from Referee nominated by the candidate
B. Property Sales & Lettings
• Marketing properties (e.g., online listings, brochures, property viewings)
• Managing enquiries from potential buyers, tenants, or investors
• Arranging property viewings and maintaining records of attendees
• Facilitating negotiations between buyers and sellers or landlords and tenants
• Preparing contracts (e.g., sales agreements, tenancy agreements)
• Communicating updates to clients, buyers, and tenants
C. Client Identity Verification & Legal Compliance
• Conducting Anti-Money Laundering (AML) checks (e.g., verifying ID, proof of funds)
• Performing Know Your Customer (KYC) checks
• Ensuring right-to-rent checks for tenants (as required by law)
• Preventing fraud and financial crime
D. Financial Transactions & Payments
• Processing property sales payments and deposits
• Managing rental payments, service charges, and arrears
• Refunding deposits (e.g., tenant security deposits, unsuccessful auction bids)
• Handling invoices and auctioneer fees
• Complying with taxation laws (e.g., reporting to Revenue Commissioners)
E. Auction Management
• Registering bidders and verifying identities
• Processing deposits and buyer registration fees
• Recording bids and sale outcomes
• Issuing invoices and receipts
• Handling disputes or complaints related to auctions
F. Property Valuations & Surveys
• Conducting property appraisals for sales, lettings, or financial purposes
• Providing valuation reports to financial institutions or property owners
• Maintaining records of valuation history
G. Property Management (for Landlords & Management Companies)
• Managing tenancies (e.g., rent collection, maintenance requests)
• Handling disputes between tenants and landlords
• Organizing property maintenance and repairs
• Coordinating with service providers (e.g., electricians, plumbers)
H. Regulatory & Legal Obligations
• Fulfilling Property Services Regulatory Authority (PSRA) requirements
• Complying with GDPR and data protection laws
• Registering tenancies with the Residential Tenancies Board (RTB)
• Responding to legal requests from authorities (e.g., Revenue, law enforcement)
I. Marketing & Business Development
• Sending property alerts and promotional emails (with consent)
• Conducting market research and customer satisfaction surveys
• Improving auctioneer services based on feedback
J. Security & Fraud Prevention
• Maintaining CCTV footage (if applicable, for security at auction premises or managed properties)
• Monitoring access to auction events or managed properties
• Recording telephone calls (if required for customer service or compliance)
K. Customer Support & Dispute Resolution
• Handling complaints and queries from clients, buyers, sellers, landlords, and tenants
• Resolving disputes related to sales, lettings, or auctions
• Providing legal documentation or support for disputes
L. Clients (and their employees)
• To provide and administer our agreed services per the terms of service under contract
• To meet our legal and compliance obligations
• To maintain our relationship with you whilst you as our client and investigate any complaints or disputes or accidents
• Provide you with progress information relating to the service on a regular basis
• To provide essential communication with you, including to respond to information requests submitted
• To obtain your feedback on our services
• To notify you about changes to contracted services relevant to you
• To obtain credit references, credit checks and for debt collection, fraud detection and prevention and risk management purposes.
M. Suppliers
• To assess the tender
• Identify suitable providers for the service
• Set up, avail of your services, contact you and administer our account as a customer with you
N. Regulators and Audits
• To facilitate the purpose of the visit in a safe and secure manner
O. General
• To provide this website to you and respond to your queries
• To comply with all relevant laws
• To manage your safety and security while you are on our premises
• To safeguard the IT Network
• To facilitate the prevention, detection and investigation of crime and the apprehension or prosecution of offenders
• To investigate, exercise or defend legal claims or other claims of a similar nature
• To obtain consent from any individual for the purposes of publishing photos/video of such person for marketing purposes.
11. What you need to do when you provide us with other individuals information data
If you are providing personal information on behalf of a third party, you must ensure that the third party receives a copy of this Privacy Notice before their personal information is shared with us (e.g., referees as nominated by candidates, employees of clients, employees and sub-contractors of contractors, tenants ). Before you disclose general information to us about another person, you should be sure that you have their agreement to do so.
You do not need to provide this Privacy Notice in the following situations
• the individual already has the information
• obtaining or disclosure such information is expressly laid down in the law to which we must comply and which provides appropriate measures to protect the individual’s legitimate interests
• where the personal data must remain confidential subject to an obligation of professional secrecy regulated by law.
12. How we protect your data
We collect this data in a transparent way and only with the full knowledge of interested parties. Once this information is available to us, the following rules apply.
Our data will be:
• Accurate and kept up to date
• Collected fairly and for lawful purposes only
• Processed by us based on either a valid contract, consent, legal compliance or legitimate interest
• Protected against any unauthorised access or illegal processing by internal or external parties.
Our data will not be:
• Communicated to any unauthorised internal or external parties
• Stored for longer than required for the purpose obtained
• Transferred to organisations, states, or countries outside the European Economic Area without adequate safeguards being put in place as required under Data Protection Law.
Our commitment to protect your data:
• Restrict and monitor access to sensitive data
• Develop transparent data collection procedures
• Train employees in data protection and security measures
• Build secure networks to protect online data from cyberattacks
• Establish clear procedures for reporting privacy breaches or data misuse
• Establish data protection practices (e.g., document shredding, secure locks, data encryption, frequent backups (either on premise or the cloud), access authorisation etc.).
13. How we use Automated Processing or “Analytics”
We do not conduct any automated processing which has legal consequences.
14. Who we share your information with
Your personal information may also be processed by other organisations on our behalf for the purposes outlined above. We may disclose your information where necessary to the following
• To meet our legislative and regulatory duties to maintain audited financial accounts, we appoint an external and internal auditor. We will allow the internal and external auditor to see our records (which may include information about you) for these purposes.
• Revenue, Social Welfare. Data Protection Commission, legal advisors, business advisors, financial and leasing institutions, law enforcement, Garda, debt collectors, IT providers, couriers, shredding company, security company, printing company, CCTV company, administration services, insurers, recruitment agents, marketing consultants or subcontractors and to possible successors to our business, others
• Client
• Contractor
• Customer
15. How long will we hold your information
We will only retain personal data for as long as necessary for the purposes for which it was collected as required by law or regulatory guidance to which we are subject or to defend any legal actions. Where possible we record how long we will keep your data. Where that is not possible, we will explain the criteria for the retention period.
16. Processing your information outside the EEA
Some third parties we share your data with may reside outside the European Economic Area (which currently comprises the Member states of the European Union plus Norway, Iceland and Liechtenstein). If we do this, your information will be treated to the same standards adopted in Ireland and include the following data protection transfer mechanisms:
• Model Clauses (also known as Standard Contractual Clauses) are standard clauses in our contracts with our service providers to ensure that any personal data leaving the EEA will be transferred in compliance with EU data-protection law. Copies of our current Model Clauses are available on request.
• Transfers to countries outside the EEA which have an adequate level of protection as approved by the European Commission such as the United Kingdom, https://commission.europa.eu/law/law-topic/data-protection/international-dimension-data-protection/adequacy-decisions_en. The adequacy decision on the EU-U.S. Data Privacy Framework covers data transfers from any public or private entity in the EEA to US companies participating in the EU-U.S. Data Privacy Framework https://ec.europa.eu/commission/presscorner/detail/en/qanda_23_3752.
• Transfers permitted in specific situations where a derogation applies as set out in Article 49 of the GDPR. For example, where it is necessary to transfer information to a non-EEA country to perform our contract with you.
17. How to exercise your information rights
• You have the right of access to your personal data
• You have the right to rectification to any errors of your personal data
• You have the right to erasure of your personal data
• You have the right to restriction of processing
• You have the right to data portability
• You have the right to know if any automated decisions are made about you
• You have the right to object
• You have the right to complain to the Data Protection Commission