Privacy Policy
Our Commitment to Data Protection and Privacy
The Property Box (Scotland) Limited is committed to the privacy of all its clients. In particular, we want to assure you that The Property Box is not in the business of selling, renting or trading personal data with other companies and businesses for marketing purposes.
In this Privacy Policy, we’ve provided details on when and why we collect your personal information, how we use it, the limited conditions under which we disclose it to others and how we keep it secure.
Who we are
This privacy policy [the “Privacy Policy”] applies to all personal information processing activities carried out by The Property Box (Scotland) Limited [The Property Box].
The Property Box is a data controller in respect of personal information that we process in connection with our business. In this policy, references to “we”, “us” or “our” are references to The Property Box.
The Property Box (Scotland) Limited is a registered company in Scotland, our registration number is SC375493.
Our registered office is 24 York Street, Ayr, KA8 8AZ
Our Scottish Lettings Agent Register number is LARN1812038.
Our website address is: thepropertybox.co.uk
We respect individuals’ rights to privacy and to the protection of personal information. The purpose of this Privacy Policy is to explain how we collect and use personal information in connection with our business. “Personal information” means information about a living individual who can be identified from that information (either by itself or when combined with other information). We may update our Privacy Policy from time to time. When we do, we will communicate any changes to you, if appropriate.
What personal data we collect and why we collect it
Contact forms
Our Contact form collects your name, email address, any other information you include in your message, and any documents you upload. Usage of the contact form is considered consent for us to use the information provided to respond to you regarding your communication. We do not share this data with third parties. If your communication with us does not result in a contract with us, then we retain the information you send to contact you about future offers and promotions, until you opt out of marketing. If your communication with us does result in a contract with us, then we retain the information you send for the duration of the contract and the remainder of your relationship with us as a client as part of our contractual obligations. Some of your details such as email address and IP address may also be shared with third party anti-spam filters.
Cookies
If you:
- Visit our Website: a cookie may be generated for analytics purposes, see below.
- Send a message via our Contact form: a cookie will be generated by Google.com’s reCAPTCHA service for the purpose of anti-spam checking.
- Visit our Website: a cookie may be generated for maintaining your session.
- Opt out of some of the above cookies via our Cookie Advisory Notice: a cookie may be generated to store your preferences.
Cookies we use
| Cookie | Source | Level | Description |
| cookie_notice_accepted | Local | Functional | Stores a user’s cookie consent preferences. |
| 1P_JAR | google.com | Required | Stores an anonymous ID used for spam filtering. |
| AEC | google.com | Security | Security cookie used for spam filtering. |
| APISID | google.com | Required | Used for spam filtering. |
| CONSENT | google.com | Functional | Store users consent, used for spam filtering. |
| HSID | google.com | Security | Security cookie used for spam filtering. |
| NID | google.com | Functional | Stores user preferences, used for spam filtering. |
| SAPISID | google.com | Required | Used for spam filtering. |
| SEARCH_SAMESITE | google.com | Required | Used for spam filtering. |
| SID | google.com | Security | Security cookie used for spam filtering. |
| SIDCC | google.com | Functional | Used for spam filtering. |
| SSID | google.com | Required | Used for spam filtering. |
| __Secure-1PAPISID | google.com | Required | Used for spam filtering. |
| __Secure-1PSID | google.com | Required | Used for spam filtering. |
| __Secure-1PSIDCC | google.com | Required | Used for spam filtering. |
| __Secure-1PSIDTS | google.com | Required | Used for spam filtering. |
| __Secure-3PAPISID | google.com | Required | Used for spam filtering. |
| __Secure-3PSID | google.com | Required | Used for spam filtering. |
| __Secure-3PSIDCC | google.com | Required | Used for spam filtering. |
| __Secure-3PSIDTS | google.com | Required | Used for spam filtering. |
| __Secure-ENID | google.com | Required | Used for spam filtering. |
Embedded content from other websites
Articles on this site may include embedded content (e.g. videos, images, articles, etc.). Embedded content from other websites behaves in the exact same way as if the visitor has visited the other website.
These websites may collect data about you, use cookies, embed additional third-party tracking, and monitor your interaction with that embedded content, including tracking your interaction with the embedded content if you have an account and are logged in to that website.
Analytics
Your anonymised information may be shared with third-party analytics tools, such as Google Analytics and Facebook.
Who we share your data with
We only share data with third parties for:
- The general running of this site,
- Anti-spam filters when using our contact form,
- Anonymised information with analytics tools, such as Google Analytics for monitoring site health and activity.
We do not share any information for marketing purposes, or in the pursuit of profitable gain.
How long we retain your data
For clients, we retain your data for the duration of your relationship with us as a client, for as long as you are opted into marketing communications from us, and for while it is required for administrative purposes (legitimate interests) or legal obligations – whichever is the longest.
What rights you have over your data
You are entitled to view, or amend the personal information that we hold (a Data Subject Access Request). You have the following rights over the data we hold about you:
- You can request to receive an exported file of the personal data we hold about you, including any data you have provided to us.
- You can request that we correct any incorrect information that we hold about you.
- You can also request that we erase any personal data we hold about you. This does not include any data we are obliged to keep for administrative purposes (legitimate interests), contractual obligations, or legal obligations.
Either email your request to us at info@thepropertybox.co.uk or post it to The Property Box, 66 Kyle Street, Ayr, KA7 1RZ.
Data Subject Access Requests are free to make, however, we are entitled to charge a reasonable fee, taking into account the administrative costs of providing the information where a request is manifestly unfounded or excessive. We will advise you if we believe that such a fee is required. If a requested fee is not paid, we are not required to supply the requested information.
All requests must be accompanied with two types of proof of identity: one type of proof must be a proof of address, such as a utility bill, council tax bill, or bank statement from the last 12 months; the other type of proof must be a form of photo ID, such as a passport, or driving licence.
If you wish to make a Data Subject Access Request, please remember that:
- Your Request cannot be processed unless we have received proof of your identity.
- You should describe the information you need as clearly as possible – if your request is too broad or unclear, we may need to ask you to be more specific.
- You should include your name and an address for a response.
- The Data Protection Act does not give a right of access to information that is not personal to yourself – that is covered under Freedom of Information and could be subject to exemption from disclosure.
- We will aim to respond to your request within one calendar month.
Where we send your data
Visitor communications with us via our Contact Form may be checked through an automated spam detection service before being directly transmitted to us via email.
Client data is stored in a managed data centre, with access restricted to our staff and technical support members working on our behalf under the terms of our Privacy Policy.
Any data that we collect from you may be stored at, and transferred to, a destination outside the European Economic Area (EEA). This data may also be processed by staff that operate outside the EEA working for us or one of our suppliers. In submitting your personal data, you agree to such a transfer and the storing and processing of this data. To ensure that your data is treated securely and in accordance with this privacy policy we will endeavour to take all reasonable necessary steps in protecting your privacy. We will do our best to protect your personal data, unfortunately, the transmission of information over the internet is not entirely secure and we cannot guarantee the security of data transmitted to our site. Any transmission of data is at your own risk.
Your contact information
Your contact information is only held for communication with you as a client or potential client. You can contact us on info@thepropertybox.co.uk for more information.
Additional information
How we protect your data
Email correspondence and contact details are stored on digitally locked devices.
Client data is stored in a managed data centre with user credential and password protected access. All data is transmitted over secure protocols.
What data breach procedures we have in place
In the event of us identifying a breach, we will immediately inform all affected clients.
Changes to our Privacy Policy
We will, where appropriate, notify you by email of any changes made to our privacy policy and these changes will also be posted on this page.
Contact
We welcome any questions, comments and requests regarding this privacy policy – these should be emailed to info@thepropertybox.co.uk
