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Privacy Policy

Rose Property Services is committed to protecting and respecting your privacy. This Privacy Statement sets out how we, as a Data Controller, collect, use, process and disclose the personal data (“Data”) that we collect from you, or that you provide to us, on our website​ ​www.rose-property.com​ (“Site”). This Privacy Statement should be read in conjunction with our Cookie Policy.

Please read the following carefully to understand our use of your Data.

1. Information we may collect from you

We only collect Data about you on the Site which you volunteer when you email us or by using our online Contact Us or other forms, including Make an Appointment and Request a Call Back; or if you report a problem with our Site. When you contact us, we may keep a record of that correspondence. We also collect Data automatically when you navigate through our Site, as explained in our Cookie Policy.

We may collect and process the following data about you:

  • your name;
  • your phone number;
  • your email address;
  • your address;
  • information that you provide by filling in forms on our Site;
  • the time and date of your visit;
  • your IP address;
  • your browser type; and
  • your referring URL

Unless subscribing to a service, the provision of your Data is not a statutory or contractual requirement and you may refuse to disclose same.

2. Uses made of your data

We may use your Data where necessary for our legitimate business interests, including to:

  • improve the content of our Site and the services we offer;
  • ensure the Site is presented in the most effective manner for you and for your computer;
  • compile statistical data on the use of our Site;
  • allow you to participate in interactive features of our service, when you choose to do so; and
  • notify you about changes to our service.

We make no attempt to identify individual visitors, or to associate the technical details we collect with any individual, unless required to disclose such information by law. We may use your Data to comply with any legal obligations. We will store your personal Data only for as long as necessary for the purposes of providing access to our Site and related services to you; as required by law, and for the exercise or defence of any legal claims.

3. Disclosure of your information

We will not disclose your Data to third parties unless you have consented to this disclosure or unless the third party is required to fulfil a request you have made or contract that you have entered into. Where appropriate, Data may also be processed by our service providers in which case we will take steps to ensure that the processing complies with applicable data protection and confidentiality laws.

We may provide Non-Personal Data to third parties, where such information is combined with similar information of other users of our Site. For example, we might inform third parties regarding the number of unique users who visit our Site, the demographic breakdown of our community users of our Site or the activities that visitors to our Site engage in while on our Site. The third parties to whom we may provide this information may include web developers, server providers, providers of advertising services (including website tracking services), commercial partners, sponsors, licensees, researchers and other similar parties.

4. Links to other sites

Our Site may, from time to time, contain links to and from other websites. If you follow a link to any of those websites, please note that those websites have their own privacy policies and we do not accept any responsibility or liability for those policies. Please check those policies before you submit any Data to those websites.

5. Your rights

You may request access to, rectification, erasure or restriction of your Data, or object to the processing of your Data or Data portability at any time. We will respond to your request in writing, or orally if requested, as soon as practicable and in any event within one month of receipt of your request. We may request proof of identification to verify your request. All requests should be addressed to​ ​info@rose-property.com

You have the right to lodge a complaint with the Data Protection Commissioner if you are unhappy with how we are processing your Data.

6. Security and where we store your personal data

We are committed to protecting the security of your Data. We use a variety of security technologies and procedures to help protect your Data from unauthorised access and use. As effective as modern security practices are, no physical or electronic security system is entirely secure. We cannot guarantee the complete security of our database, nor can we guarantee that information you supply will not be intercepted while being transmitted to us over the Internet. We have implemented strict internal guidelines to ensure that your privacy is safeguarded at every level of our organisation. We will continue to update policies and implement additional security features as new technologies become available.

Although we will do our best to protect your Data, we cannot guarantee the security of your Data transmitted to our Site. Any transmission of Data is at your own risk. Once we receive your Data, we will use appropriate security measures to seek to prevent unauthorised access or disclosure.

7. Changes to this Privacy Statement

We reserve the right to change this Privacy Statement from time to time at our sole discretion. If we make any changes, we will post those changes here and update the “Last Updated” date at the bottom of this Privacy Statement. Your continued use of this Site after we make changes is deemed to be acceptance of those changes, so please check this Statement periodically for updates.

8. Contact Us

If you have any questions or concerns regarding how your Data is processed via this Site, please contact us at​ ​info@rose-property.com​ ​or write to us at Rose Property Services, ​South Douglas Road, Cork, Ireland, T12 HFEO​. All requests will be dealt with promptly and efficiently.

 

Rose Property Services, South Douglas Road, Cork. T12 HFE0
021-4293333  info@rose-property.com        www.rose-property.com 

The purpose of this Privacy Statement is to set out how we deal with personal data provided to our company while visiting our website or if you are proceeding to use our services later

Any links to other external websites are clearly identifiable as such, and our company has no responsibility for the content or the privacy policies of these other websites. While we take care of the safety of information on our websites on an ongoing basis, if you are not happy with this Privacy Statement you should not use our website. 

Rose Property is a limited company that acts as an agency for property owners in Cork. We are paid to source tenants on a let only basis or to provide a letting & management service to property owners where we act as the sole point of contact for their tenants after the lease has been signed. We provide the full management service at hundreds of properties in Cork and also sell properties.

PERSONAL DATA COLLECTION AND MANAGEMENT

1. Types of information collected by Rose Property

We collect and further process two types of information

  • Personal Data
  • Non-personal Data

"Personal Data"

This is data that identifies you or can be used to identify or contact you and may include your name, phone number, e-mail address, user IP addresses in circumstances where they have not been deleted, clipped or anonymised and telephone number. Such information is only collected from you if you voluntarily submit it to use and we use it to provide services/information to people searching for property to rent/purchase or property owners. Rose Property collects personal data in the following circumstances when you are using our website:

After you click on the option to ‘Make an Appointment’:

  • Name
  • Address
  • Phone Number
  • Preferred Day (dependent on availability & if property is vacant)
  • Preferred Time (dependent on availability & if property is vacant)

After you click ‘Request a call back’

  • Name
  • Phone Number
  • Preferred Contact Time

After you click ’This isn’t what I want – Tell Us What You’re Looking For’

  • Name
  • Email Address
  • Phone Number
  • Number of bedrooms
  • Max Price
  • Location
  • Your Requirements

 

Rose Property collects Personal Data outside of our website in the following circumstances:

Booking viewings by telephone/email with potential tenants

Information needed Why do we need it? Retention Policy
Name We need to know who we are engaging with and to improve the safety of our team if they are meeting in person later Delete if person does not want the property or is not successful in securing the property.
Contact details To inform viewer if viewing times change or are cancelled later Delete if person does not want the property or is not successful in securing the property.
Total number of people who would live in the property The property owner will want to know how many people would be living at the property. There is legislation about the maximum allowed number of occupants, according to bed spaces. Delete if person does not want the property or is not successful in securing the property.
Gross annual income for each tenant The property owner will likely have a mortgage where late payment of rent will affect their credit rating for up to 5 years. If there is no mortgage then many of our clients rely on rent for their own living expenses so any arrears will have a serious impact. Also, the generally accepted advise that rent should not exceed roughly 30% of the tenants net income per month otherwise tenancy is not sustainable in the long term so this is also a consideration. Rent arrears process in RTB can take months or more than a year in recent cases so this factor is a huge concern for property owners.

Delete if person does not want the property or is not successful in securing the property.

If working, then which industry/company

 

If not working then how would rent be paid

Is any earned income affected by COVID or likely to be affected by COVID?

 

 

The property owner needs to understand how and when rent will be paid. If rent will not be paid in one installment/payment then this is relevant.

Delete if person does not want the property or is not successful in securing the property.
Are there pets/animals in the household Most property owners feel that pets/animals increase the risk of damage to their property and have a no pets policy Delete if person does not want the property or is not successful in securing the property.

 

 


Preparing a lease for a tenant who has successfully secured a property

 

Information needed Why do we need it? Retention Policy
Photo ID To confirm the identification of tenant before they sign a legally binding contract Delete after tenancy has ended
PPS number The property owner is legally obliged to register the tenancy with RTB and this data is requested as part of that process Delete after tenancy has ended
IBAN
To set up a standing order for rent payment
Delete after tenancy has ended
Reference from recent property owner and/or employer Property owners will need to confirm the history and experience of current and/or previous landlords and/or employer Delete after tenancy has ended
Proof of current address (utility bill or similar) To verify the current address as advised by tenant Delete after tenancy has ended
Payslips or bank statement showing balance if no payslips To confirm in writing the earnings that were advised to us by tenant  Delete after tenancy has ended

 

Receiving an offer on a property that we have advertised for sale

Information needed Why do we need it? Retention Policy
Name of potential purchaser We need to know and record who has made an offer  Delete when the sale has completed or earlier than this if the owner of data instructs us in writing
Contact details To inform you if the offer has been accepted or not  Delete when the sale has completed or earlier than this if the owner of data instructs us in writing
Proof of finance & that all requested documents have been received by lender To confirm the purchaser’s ability to proceed and that finance is in order to prevent delays later during conveyancing & reduce risk for seller Delete when the sale has completed or earlier than this if the owner of data instructs us in writing
Proof of the purchasers own funds To verify ability to proceed if no finance has been arranged by the purchaser Delete when the sale has completed or earlier than this if the owner of data instructs us in writing

Booking appointments with property owners to discuss our services

Information needed Why do we need it? Retention Policy
Type of property (bedrooms, bathroom(s), heating, condition) To prepare for meeting and research value  Delete if we are not appointed by the potential client
Name To know who we are meeting Delete if we are not appointed by the potential client
Contact details To contact person if our schedule changes Delete if we are not appointed by the potential client

A property owner who is instructing us as their preferred Property Service Provider (PSP)

Information needed Why do we need it? Retention Policy
Name of client We are required by law to create an Engagement Letter (contract between agency and property owner) so we need to know the name of the person who is to be listed as the client Delete when agency ceases to act as the client’s preferred PSP
Home address Our contract or Engagement Letter requires us to enter an address for the client Delete when agency ceases to act as the client’s preferred PSP
Photo ID Our regulator (www.psr.ie ) advises us that this is required by law for Anti Money Laundering legislation Delete when agency ceases to act as the client’s preferred PSP
Utility bill showing client’s own address Our regulator (www.psr.ie ) advises us that this is required by law for Anti Money Laundering legislation Delete when agency ceases to act as the client’s preferred PSP

Booking in a written valuation

Information needed Why do we need it? Retention Policy
Type of property (bedrooms, bathroom(s), heating, condition) To prepare for site visit and research value We are required to retain details of our written valuations for our Professioanl Indemnity renewal purposes. After this period has ended then we will delete
Name To know who is the client and if meeting at the property then who we are meeting We are required to retain details of our written valuations for our Professioanl Indemnity renewal purposes. After this period has ended then we will delete
Purpose of the valuation We are required to know what the valuation will be used for so we can state this in the written valuation We are required to retain details of our written valuations for our Professioanl Indemnity renewal purposes. After this period has ended then we will delete
Contact details To contact person as part of valuation process We are required to retain details of our written valuations for our Professioanl Indemnity renewal purposes. After this period has ended then we will delete

In addition, we process the personal data of employees.

Our website is not intended for children and we do not knowingly collect data relating to children.

"Non-Personal Data"

Like most websites, we gather statistical and other analytical information collected on an aggregate basis of all visitors to our website. This Non-Personal Data comprises information that cannot be used to identify or contact you, such as demographic information regarding, for example, user IP addresses where they have been clipped or anonymised, browser types and other anonymous statistical data involving the use of our website. 


2. Purposes for which we hold your Information 

Non-Personal Data:

We use the Non-Personal Data gathered from visitors to our website in an aggregate form to get a better understanding of where our visitors come from and to help us better design and organise our website. 

 

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