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Privacy Policy…

This privacy policy sets out how Oxygen Property Management (OPM) uses and protects the personal information which you provide to us when you use this website and other related websites in compliance with the Data Protection Act 1998.

OPM have a Data Protection internal policies which relate to the protection of personal information and take our obligations under the Act seriously. We regularly train our staff on data protection compliance to ensure your personal information is stored in accordance to such laws.

We may change this privacy policy at any time by updating this page. OPM cannot be held liable against any issues arising from any implemented changes not reviewed by you, therefore it is recommended that you review this page regularly. Your continued use of this website after changes have been made to this privacy policy will be taken to indicate that you have read and accepted any changes implemented. You should not use this website if you do not agree with any changes to this privacy policy and it is your responsibility to tell us if those changes mean that you are no longer happy with the way in which we use your personal information.

The Act defines your rights as an individual in relation to how we use your personal information. The purpose of this policy is to ensure that organisations like ours do this in accordance to law through fair and sensible routes. To find out more information about the Act, please visitwww.gov.uk/data-protection/the-data-protection-act.

If you do not agree to your personal information being used in accordance with this privacy policy you should not submit your personal information to us through this or other related websites, in writing or other forms of contact. If your personal information was provided to us by other means, you should tell us by using our contact details outlined below, if you do not agree or wish for its use in accordance with this privacy policy. (Please note that this may prevent you from (for example) obtaining certain access rights to this or other related websites)

International Data Privacy Act

If you are using this website from outside the UK, other laws may apply to the processing of your personal information. The OPM website is operated within the UK and we are not subject to your country’s local laws. Please note that this privacy policy may not be compliant with those laws. Do not submit your personal information to us unless you are happy with this position.

Information in Aggregate

Occasionally OPM may use and disclose information in aggregate (ie so that individual customers cannot be identified) for particular purposes such as marketing and strategic development purposes. This would not constitute your personal information because you would not be identified or identifiable from it. This means that neither this privacy policy nor the Act would apply to that information.

Restrictions

This website is not intended for use by individuals under the age of 13. Minors under the age of 13 should not submit any personal information to us through this website. Parents and guardians should remind their children to handle their personal information securely and responsibly on the internet.

Your Personal Information submitted to OPM

Your personal information submitted to us via means outlined within this policy may include:

  • personal contact detai
  • information regarding your experiences with our products and/or services;
  • your direct marketing contact preferences and consents
  • (if you are a residential customer) credit/debit card details and bank account details for the purpose of setting up direct debits;
  • (if you are a business customer, ie if you are acting on behalf of a company, partnership or sole trader) bank account details for the purpose of setting up direct debits and information about business operations, which may include some personal information; and
  • information you provide in any “message or other” boxes on this website (i.e. blank spaces where you are free to insert comments).

This list is not exhaustive and it may be updated in the future. It is a fair reflection of some of the personal information about you which we collect through this website and other means outlined within this policy.

OPM may collect personal information from you for direct marketing purposes through this website or by other means including but not limited to: other online portals such as Zoopla, paper forms issued to you, email exchanges with you, meetings with you and telephone conversations with you.

OPM will outline on relevant pages of this website if personal information which we collect may be used for direct marketing purposes. We will do the same should we collect your personal information by other means for this purpose. At the same time we will seek your consent to receive direct marketing or we will permit you to opt-out of receiving this (depending on what is required under applicable laws).

OPM will ensure that any direct marketing sent by electronic means would provide you with a simple way to refuse further electronic marketing. For example, SMS messages may tell you to text ‘STOP’ to a telephone number and emails may tell you to send a request to an email address to stop further emails. Should you refuse further electronic marketing, as soon reasonably possible it would be noted that you had changed your mind. This means that your personal information (including your contact details) may still be held in a repressed form but only to ensure that we maintain a record telling us not to contact you for the same direct marketing purposes.

Requests about your Personal Information

If any of your personal information which we hold becomes out of date or inaccurate, please let us know by contacting us by email, telephone or by post using the contact details in the “Contact Us” page of this website. We will amend your personal information if we believe it contains factual errors or is out of date.

If you wish to obtain access to or copies of the personal information which we hold about you please contact us in the same way. In some circumstances we may provide access not copies. We may charge a nominal fee in order to cover some of our administration costs in responding to your request. We are permitted to do this under the Act.

Your information may be held by OPM, our parent company and third party companies carefully selected by OPM because they offer products and/or services which we believe may be of interest to you. These companies may wish to contact you by post, telephone, fax, email, SMS and other electronic methods of marketing which may become relevant in the future in order to provide you with marketing information about the products and/or services and/or special offers of OPM, our parent company and our carefully selected companies.

If at any other time you wish to change your mind about receiving direct marketing from us please contact us by email or post using the details in the “Contact Us” page. Please note that at times, your details may not be fully removed due to human or technical error. Should this occur and you continue to receive mail against your request, contact us immediately and we will ensure the error is found and your request is actioned appropriately.

In addition, third parties such as lenders, banks, residential developers, companies operating other websites and receivers acting for banks and lenders may collect personal information from you for direct marketing purposes. We may obtain your personal information from those third parties with the intention of using it to send you direct marketing about our products and/or services (or those of our parent company). We take steps to ensure that we do this only when you provide the appropriate consents to those third parties to permit this.

Use of Sensitive Data & Personal Information

We do not actively collect sensitive personal data from our customers unless deemed as necessary to deliver our product/service or in the instance where you choose to send this type of information to us, with reference to the particular requirements you have for a residential property, based on the condition of your health and or any disability.

OPM ensure personal data is subject to additional and thorough controls, utilised only to deliver our services to you, to meet your requirements or to deal with any requests made by you.

OPM do not disclose your information to any other third party for financial gain or other means, with the exception of partnering businesses which help deliver our service to you (i.e. referencing).

The legitimate purposes for which we use your personal information may include the use for the following purposes:

  • internal record keeping and audits;
  • to administer this website and our contract or other relationship with you, including in order to provide our products and/or services to you (for example, to put you in touch with other appropriate third parties (meaning any other person or organisation) in accordance with your instructions);
  • to obtain payments from you for our products and/or services
  • to analyse the way in which you use this website with a view to improving the products and/or services we offer and our marketing and advertising activities and for market research purposes related to improving the same including online surveys (we may contact you ourselves for this purpose or ask third parties to do so on our behalf)
  • to analyse patterns and trends of use and the uptake of our products and/or services;
  • to deal with and respond to any communication, enquiry or application which you submit to us;
  • to process job applications which you submit to us through this website;
  • to send you direct marketing information about the products and/or services of OPM, its parent company and of companies carefully selected by OPM (only when you provide the appropriate consents to permit this); and
  • to comply with our legal, regulatory and other good governance obligations.
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This list is not exhaustive and it may be updated in the future. It is a fair reflection of some of the current purposes for which we may use the personal information about you which we collect through this website (and which is provided to us by other means).

OPM will not transfer, disclose, sell, distribute or lease your personal information to third parties (except as otherwise set out in this section) without your permission or if we are permitted or required to do so by law or legal processes.

  • We may disclose your personal information to third parties which provide services to us including (for example) organisations which we engage to conduct marketing and/or research on our behalf; organisations which assist us in providing our products and/or services to you; organisations which we use to fulfil a contract concluded with you or which provide other business support services to us. In accordance with the Act, we will impose restrictions and standards in our written contracts with service providers to ensure they keep your personal information secure and use it only for the purposes for which it was provided to them.
  • We may disclose your personal information to our parent company and third parties carefully selected by OPM so that they may send you direct marketing about their own products and/or services (only if consent is given by you).
  • We may sell your personal information to third parties where necessary as part of our legitimate business processes (for example, in the event that our shares are purchased by third parties; in the event that our management or administration is to be taken over by third parties. Should we do this we would ensure it was carried out in accordance with the Act.
  • We may be required by law or legal process to release your personal information to local or central government authorities, official agencies or legal authorities (ie courts, tribunals, police or security services). In order to maintain the integrity of this website and safeguard the interests of its customers and subscribers, we will comply with any such request. In addition, we may be required to disclose your personal information to government authorities for tax or other purposes. In other circumstances we may also decide that there is a genuine reason for us to disclose your personal information to legal authorities and that a disclosure would be justified and lawful under the Act.
  • Your personal information may be passed to and used by our parent company which is based in the UK. We would pass your personal information to our parent company to permit it to provide services to us which relate to you or to send you direct marketing about its own products and/or services (but only when you provide the appropriate consents to permit this.

Risks

You accept that you use this website at your own risk.

Despite all external and internal efforts regarding security, the internet is not a 100% secure portal for communication. Personal information submitted and/or communicated through the internet may be intercepted by other people. OPM cannot guarantee the security of personal information sent to us through this website.

In order to prevent unauthorised access or disclosure, damage or loss to/of your personal information, we implement suitable physical and electronic, organisational and technical security measures in accordance with our obligations under the Act. This may include encryption (for example, credit/debit card details are encrypted on the OPM IT system).

OPM may partner with third party businesses to help deliver our service which may require you to set up an online account (ie FixFlo). In such instances, please note that the Privacy Policies of the third party are applicable once your details are submitted to them. OPM cannot be held liable for any loss of information damage or any other related issues which may result from your information disclosure to the third party. You are responsible for maintaining the confidentiality of your username and password which relate to your access to certain pages of this website and/or any account you set up with us.

You agree to accept responsibility for all activities which occur in relation to the same.

You should not permit other people to use your username and password. Please contact us promptly if you believe your username or password may have been compromised. We will not be responsible to you if there is unauthorised access to your login details or unauthorised activity on this website as a result of someone else using your login details, unless we caused this to happen because of negligence.

This website may contain links to other websites. In addition, other websites outside our control may link to this website. OPM is not responsible for the privacy practices and contents of such other websites. You should exercise caution and look at the privacy policy on the website in question.

OPM cannot be held responsible for the privacy practices of third parties. Third parties should provide you with their own Privacy Policy as they collect your personal information. It should identify them as Data Controller; provide a valid contact address and give you fair notice that they will pass on your personal information to other companies such as OPM for particular purposes including direct marketing. In addition, as explained above, we take steps to ensure that those third parties collect appropriate consents to permit your personal information to be used by us for direct marketing purposes.

Having obtained your personal information from a third party we would provide you with the appropriate mechanisms to alter your direct marketing preferences (ie to change your mind about whether you wish to receive it or not) and we would record any altered preferences as soon as reasonably possible.

In accordance with the Act we will ensure your personal information is not kept longer than necessary for the relevant purpose(s) by us or by any third parties which process it on our behalf. Where personal information which we hold is known to be unreliable, irrelevant or excessive, we will securely delete it as soon as possible.

We reserve the right to terminate your access to our portals such as “FixFlo” without prior notice. If we terminate your access or if you notify us in writing that you wish to terminate your own access, we will keep your personal information thereafter only for as long as is necessary in case of any legal challenges or other problems. After that period your personal information will be suppressed in or deleted from our database(s).

OPM date of incorporation is: 07/02/2008, registered in England and Wales No. 6526890 and VAT Registered: GBP 922 898191

Registered Office: Oxygen Property Management, Unit A The Oxygen, 18 Western Gateway, London, E16 1BL

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