We are One Living Ltd trading as Haines, 65 George’s Street Upper, Dun Laoghaire, Co. Dublin A96Y9N3
In this Privacy Notice the terms, ‘we’, ‘us’ and ‘our’ are references to One Living Ltd, Company Registration Number 522551, having a registered address of 65 George’s Street Upper, Dun Laoghaire, trading as Haines
This Privacy Notice sets out the origin on which any personal data we collect from you through our website (https://haines.ie/) (Our Site), or that you provide to us through Our Site or via any other means by which you may communicate with us, will be managed by us.
Please carefully read the following to understand our views and practices concerning your personal data and how we will handle it.
We understand the importance of your privacy online. Your business is valuable to us and we hold any information you provide us in strict confidence.
By accessing, browsing or otherwise using Our Site you verify that you have read and agree to this Privacy Notice. If you do not agree with any part of this Privacy Notice, you should not use Our Site or use our services.
We reserve the right to change the contents of Our Site, including this Privacy Notice at any time, by posting such changes on Our Site. It is your responsibility to familiarise yourself with the Privacy Notice regularly to ensure that you are aware of any changes. Your continued use of Our Site following the posting of any such changes will represent your acceptance of the revised Privacy Notice.
We may collect personal data from you in connection with your use of Our Site, including information such as:
- Your name, email address, telephone number, property address and details of your requirements when you use an online form to arrange a viewing, request a valuation or submit an enquiry;
- details included on any enquiry form you submit in relation to property insurance, life, critical illness or income protection, conveyancing or mortgages
- cookie data which relates to your use of Our Site;
- data sent from your browser to our server which may include:
- the time, date and duration of your visit to Our Site;
- the site from which you have come (the referral URL);
- the pages visited on Our Site; and
- your IP address.
We may also collect information from you in connection with a service or product supplied by us to you, including personal information such as:
- your name, postal address, phone number, email address and details of your requests where you involve us to offer estate agency services on your behalf either in branch, at your property, by telephone or by email;
- where appropriate your marital status, date of birth, nationality and tax status when you enter into a residential sales or lettings agreement with us;
- financial or other identifiers including your bank account details, tax URN number and income/expenditure details where we manage a financial transaction for you or take payment for the services which we provide to you;
- your date of birth, nationality and other details from identity documents which you provide to us where we are required by law to carry out know your client anti-money laundering checks and right to rent checks and the results of those checks;
- details of your existing or proposed mortgage procedures, confirmation of how long you have owned the property and specifics of the source of funds invested in the property when you register to sell;
- evidence that you have adequate funds to pay any deposit necessary when you wish to make an offer to purchase a property;
- evidence of the source of funds you will be using to buy a property, including for example, a copy of your bank statement or an agreement in principle from your mortgage provider;
- details of any mortgage or insurance, any licensing documentation and service contracts which you have implemented in relation to a property you wish to let, where you are a landlord and we are supplying you with letting services;
- your marital status, employment details, PPS Number, nationality, residential status and bank details
- details relating to your property including photographs, floor plans, energy rating certificates or home reports, property description and survey results when you engage us to market a property for you;
- photographs of your property, when marketing your property for sale or to let, preparing an inspection report on the condition of your property or when preparing an inventory to record the condition of your property at the start or end of a tenancy;
- your contact details, move in and move out date, utility meter serial number and meter readings where you are a landlord or tenant, prior to a tenant moving in to a property and when the tenant moves out;
- your move in and move out date and details of the deposit you have paid if you are a tenant when registering or releasing any deposit from a deposit protection scheme;
- your client reference number and the balance of any debt which you owe when we are required to take steps to collect a debt or take possession of a property; and
- references relating to you, or information required to prepare a reference for you where you are a tenant.
- There may be situations where we need to collect and process personal information from you which is sensitive. Where we do so, we treat this information with great care and in accordance with additional security protection that is required under data protection laws.
- To allow us to provide you with the estate agency services which you have asked us to provide, including but not limited to:
- helping you to sell your property, or to find a property to purchase;
- valuing your property and letting services; and
- progressing any mortgage and transaction you may commence
- to protect a tenant’s deposit by registering it with a deposit protection scheme;
- to take payment from you for the services which we provide;
- to arrange and carry out viewings;
- to process the receipt and payment of rent, maintenance and tax for you if a property is being let;
- to arrange a Building Energy Rating (BER) or inspection for you;
- to arrange an inventory check or to arrange a report on the state of a property if it is being let;
- to carry out maintenance or gas safety checks at your property if it is being let;
- to guarantee that utilities are in place and that utility companies and local authorities can contact you for billing purposes when you move in to a property;
- to assess your suitability as a prospective tenant
- to better understand your requirements and provide you with services specific to your needs;
- to improve our services by evaluating your personal information so we better comprehend how you use our services;
- to keep our client records up to date;
Marketing of Our Services to You:
- to provide you with information which we reasonably believe may be applicable to you based on the services we are providing to you including information on mortgages, protection, conveyancing and removals;
- to complete targeted advertising to you on social media websites such as Facebook where you have already displayed an interest in our services. This is done through examining information we collect about your interactions on Our Site and making this accessible to social media networks;
Responding to your Queries
- to help answer any questions which you have asked one of our agents or staff members;
- to provide you with a quote for our services;
Improving Our Site:
- to examine cookie and website usage data to keep improving Our Site;
- to grant us permission to modify the content which is presented to you based on your likely interests;
Legal and Regulatory Obligations:
- to comply with applicable laws where we are obliged to retain and/or disclose certain information;
- to investigate or address claims or complaints relating to your use of our services;
- for internal and external auditing purposes;
- to carry out anti-money laundering checks and to meet any obligation we may have to undertake ongoing monitoring of the business relationship we have with you;
- to carry out right to rent checks;
- to comply with any other legal or regulatory obligations which apply to us;
- to transfer information to any entity which may acquire rights in us;
- to collect a debt which is owed to us;
- for onward referencing where you are a tenant; and
- retention of copyright in all advertising material (including photographs) used to market your property including reserving the right to use these for marketing initiatives following the sale of the property.
Wherever your personal information is collected or used by us, we will ensure we do this for a valid legal reason. This will be for at least one of the following purposes:
- because it is required to fulfil the terms of our contract with you – for example, if you have entered into a contract with us to sell a property or to let a property;
- because it is essential to support the legitimate interests of our business as an estate agency to provide you with an efficient service that meets your needs – in all such cases, we will look after your information at all times in a way that is proportionate and respects your privacy rights and you have a right to object to processing as explained in the section on Your Rights below;
- to meet responsibilities that we have to our regulators, tax officials, law enforcement, or otherwise meet our legal responsibilities
- where we have obtained a clear consent from you – we will always make it clear when we need your consent and how you can change your permissions at any time thereafter.
If you would like to know more about the legal reasons or legitimate interests that apply to a particular way in which we use personal information you can contact us at any time.
Most of the personal information which we collect will have been voluntarily provided by you, however we may also obtain your personal data from other sources including:
- third parties including credit reference agencies, law enforcement/regulatory bodies and companies who provide identification and verification services for money laundering compliance,
- companies providing commercially available databases, social networks (such as Facebook), introducer companies who have referred you to us for the delivery of services, your employer, your solicitor, trustees or other professional
- online property portals such as Daft.ie and Myhome.ie; and
- other publicly available sources such as the electoral roll, the CRO and Companies House
The personal information that you give us will be held by us in accordance with applicable laws and our internal Retention Policy. However, we will take sufficient steps to extinguish or de-identify personal information we hold if it is no longer necessary for the reasons set out above. We will only keep your personal information on our systems for as long as is necessary for the relevant purpose for which it was collected. A copy of our Retention Policy is available on request.
The information you provide to us will be held on our computers in Ireland and may be accessed by or given to our staff or to any member of One Living Ltd for the purposes set out in this Privacy Notice or for other purposes approved by you.
We may also disclose your information to the third parties listed below for the following purposes:
- service providers who require information in order to provide us or you with a product or service including our approved contractors for the purpose of carrying out maintenance or gas safety checks at your property, surveyors where you or your mortgage provider require a homebuyers or structural survey to be carried out, removal companies, your conveyancer, mortgage or insurance adviser;
- where you have provided your consent Haines Home Managers for the purpose of discussing your mortgage and protection requirements;
- our panel conveyancing firms if you ask us to arrange conveyancing services for you;
- law enforcement bodies and/or other regulatory entities in order to comply with any legal obligation or court order including the Garda Síochána and local authorities;
- auction houses where the property you are buying or selling is being sold by auction;
- third parties we work with as part of providing our services and their associated companies and sub-contractors, including (but not limited to) IT administrators, inventory clerks, photographers, utility companies, marketing and transactional communication companies, energy performance certificate companies, companies that facilitate electronic signature of documents and relocation agents;
- referencing companies to check your creditworthiness and to help prevent fraud and money laundering, the check will leave a soft ID footprint on your credit file which should not affect your credit rating;
- social media networks such as Facebook for marketing purposes as explained in the ‘use of the information we collect’ section of this Privacy Notice;
- debt collection companies to assist us in collecting any funds which you owe to us where there is overdue payment;
- our professional advisers, for the purpose of assisting us to better manage, support or develop our business and comply with our legal and regulatory obligations;
- third parties as necessary in the event of a claim or dispute relating to the use of our services;
- if we are providing you with letting services, we may share your personal information with:
- the landlord, or tenant or their guarantor to comply with our legal obligations including our obligation to keep the landlord fully informed where we manage a property on their behalf and to allow you to contact each other directly in circumstances where the landlord is managing the property;
- a tenancy deposit scheme for the purpose of providing tenancy deposit protection;
- The Institute of Professional Auctioneers and Valuers (IPAV), a professional body responsible for raising professional standards amongst letting agents, where information relating to you is requested by them in order to protect your interests.
Our Site may contain links to other websites. We do not accept responsibility or liability for the content of other websites which are not under our strict control, in particular, we are not responsible for the protection and privacy of any information which you provide whilst visiting other websites and such sites are not governed by our Privacy Notice.
We utilize security measures which intend to protect the information provided by you from access by unauthorised persons and against unlawful processing, accidental loss, destruction, or damage.
You are also expected to take sensible steps to protect your own privacy when transmitting information to us, such as not sending confidential information over unprotected email, ensuring email attachments are password protected or encrypted and only using secure methods of postage when original documentation is sent to us.
Subject to certain exemptions, and in some cases dependent upon the processing activity we are undertaking, you have certain rights in relation to your personal information.
Right to access personal information
You have a right to request that we offer you with a copy of your personal information that we hold and you have the right to be informed of; (a) the source of your personal information; (b) the purposes, legal basis and methods of processing; (c) the data controller’s identity; and (d) the entities or categories of entities to whom your personal information may be transferred.
Right to rectify or erase personal information
- You have a right to request that we resolve inaccurate personal information. We may seek to confirm the accuracy of the personal information before resolving it.
- You can also request that we delete your personal information in the following limited circumstances:
- where it is no longer required for the purposes for which it was collected; or
- where you have withdrawn your consent (where the data processing was based on consent); or
- following a successful right to object (see right to object); or
- where it has been processed unlawfully; or
- to comply with a legal obligation to which we are subject.
We are not obliged to fulfill with your request to remove personal information if the processing of your personal information is required:
- for compliance with a legal obligation; or
- for the establishment, exercise or defence of legal claims
Right to restrict the processing of your personal information
You can ask us to impede the processing of your personal information, but only where:
- its accuracy is contested, to allow us to verify its accuracy; or
- the processing is unlawful, but you do not want it erased; or
- it is no longer needed for the purposes for which it was collected, but you still need it to establish, exercise or defend legal claims; or
- you have exercised the right to object, and verification of overriding grounds is pending.
We can continue to use your personal information following a request for restriction, where:
- we have your consent; or
- to establish, exercise or defend legal claims; or
- to protect the rights of another natural or legal person.
Right to transfer your personal information
You may ask us to offer your personal information to you in a structured, commonly used, machine‑readable format, or you can ask to have it transferred directly to another data controller, but in each case only where:
- the processing is based on your consent or on the performance of a contract with you; and
- the processing is carried out by automated means.
Right to object to the processing of your personal information
You can oppose to any processing of your personal information which has our legitimate interests as its legal basis, if you believe your fundamental rights and freedoms prevail over our legitimate interests.
If you raise an objection, we have an opportunity to demonstrate that we have compelling legitimate interests which override your rights and freedoms.
Right to object to how we use your personal information for direct marketing purposes
You can request that we change the way we contact you for marketing purposes.
You can ask that we not transfer your personal information to unaffiliated third parties for the purposes of direct marketing or any other purposes.
Right to obtain a copy of personal information safeguards used for transfers outside your jurisdiction
You can ask to obtain a copy of, or reference to, the protections under which your personal information is transferred outside of the European Union.
We may redact data transfer agreements to protect commercial terms.
Right to lodge a complaint with your local supervisory authority
You have a right to lodge a complaint with your local supervisory authority if you have concerns about how we are processing your personal information.
We ask that you please attempt to settle any concerns with us first, although you have a right to contact your supervisory authority at any time.