Privacy Policy
We take your privacy seriously and are committed to protecting and respecting your personal data. This privacy policy (“Privacy Policy”) sets out the basis on which the personal data collected from you, or that you provide to us, will be processed by us. Please read the following carefully to understand how we will use your personal data.
CHANGES TO THIS PRIVACY POLICY AND YOUR DUTY TO INFORM US OF CHANGES
We keep our privacy policy under regular review.
This version was last updated on 15 May 2025. It may change and if it does, these changes will be posted on this page and, where appropriate, notified to you.
It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during our relationship with you. You can also update your personal details on the profile section of our Website/portal.
THIRD PARTY LINKS
Our Website/portal may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. Please note that these websites and any services that may be accessible through them have their own privacy policies and that we do not accept any responsibility or liability for these policies or for any personal data that may be collected through these websites or services. Please check these policies before you submit any personal data to these websites or use these services.
THE DATA WE COLLECT ABOUT YOU
We may collect, use, store and transfer different kinds of personal data about you as follows:
Identity Data – Name and surname.
- Contact Data – Email address and any other contact details you wish to provide us.
Device Data – Device type includes type of mobile device, a unique device identifier (for example, your Device’s IMEI number, the MAC address of the Device’s wireless network interface, or the mobile phone number used by the Device).
Usage Data – Website/portal usage, average time spent in the Website/portal, any problems reported, what is accessed on the Website/portal, your IP address, device type, and number and frequency of logins.
Content Data – Includes information stored on your Device, including login information.
Profile Data – Includes your username and password, in-Website/portal purchase history, your interests, preferences, feedback and survey responses.
Marketing Data – Includes your preferences in receiving marketing from us and our third parties and your communication preferences.
Location Data – This includes your precise and approximate geo-location which is collected from the device you use to access the Website/portal and our services.
We may also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data could be derived from your personal data but is not considered personal data in law as this data will not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific /portal/portal feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy policy.
We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health, and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.
HOW IS YOUR PERSONAL DATA COLLECTED?
We will collect and process the following data about you:
Information you give us. This is information you consent to giving us on our Website/portal (together Our Website/portal), or by corresponding with us (for example, by email or chat). It includes information you provide when you register to use our services. If you contact us, we will keep a record of that correspondence.
Interactions via our customers agents and resellers. We may receive personal data about you from various third parties such as our customers, suppliers and agents when you express an interest in our services.
Automated technologies or interactions. As you interact with our Sites we will automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies.
Publicly available sources. Where applicable we may collect personal data via publicly available sources.
Information we receive from other sources including third parties and publicly available sources. We use analytics providers such as Google Analytics.
HOW WE USE YOUR PERSONAL DATA
We will only use your personal data when the law allows us to do so. Most commonly we will use your personal data in the following circumstances:
- Where you have consented before the processing.
- Where we need to perform a contract we are about to enter or have entered with you.
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal or regulatory obligation.
We will only send you direct marketing communications by email or text if we have your consent. You have the right to withdraw that consent at any time by contacting us.
PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA
| Purpose/activity
|
Type of data
|
Lawful basis for processing
|
| To process and deliver your order/service including:
(a) Manage payments, fees and charges (b) Collect and recover money owed to us |
(a) Identity
(b) Contact (c) Financial (d) Transaction |
(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to recover debts due to us) |
| To manage our relationship with you and provide continuous service, which will include:
(a) Notifying you about changes to our terms or privacy notice (b) Product and software updates (c) Asking you to leave a review or take a survey |
(a) Identity
(b) Contact (c) Profile (d) Marketing and Communications (e) Technical |
(a) Performance of a contract with you
(b) Necessary to comply with a legal obligation (c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services) |
| To enable you complete a survey | (a) Identity
(b) Contact (c) Profile (d) Usage (e) Marketing and Communications |
(a) Performance of a contract with you
(b) Necessary for our legitimate interests (to study how customers use our products/services, to develop them and grow our business) |
| To administer and protect our business and Website/portal (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data) | (a) Identity
(b) Contact (c) Technical |
(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
(b) Necessary to comply with a legal obligation |
| To deliver relevant Website/portal content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you | (a) Identity
(b) Contact (c) Profile (d) Usage (e) Marketing and Communications (f) Technical |
Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy) |
WHO WE SHARE YOUR DATA WITH
By using our Website/portal, we may need to disclose your personal data to selected third parties in the following limited circumstances:
We share your personal data with third party service providers such our server providers. We share your personal data with these companies in order to help with the proper functioning of the business.
We may share your personal data with our insurance providers or other professional advisers if this is necessary for, for example, obtaining or maintaining insurance coverage, managing risks, obtaining professional advice or exercising or defending legal rights and claims.
TRANSFERS OF YOUR PERSONAL DATA
To deliver our services to you, it is sometimes necessary for us to share your personal data outside the UK/EEA, for example, with our staff located in other offices or service providers. Under data protection law, we can only transfer your personal data to a country or international organisation outside the UK/EEA where there are appropriate safeguards in place, together with enforceable rights and effective legal remedies for data subjects.
Our staff in our subsidiary company H-BM PTY based in South Africa have access to our UK platform for the purposes of providing customer services. We may also transfer data outside of the UK or EEA to selected third parties that we have instructed to help us provide our services to you, such as MRI Real Estate Software and Co Dwellant Ltd, and other such third parties may process and store your personal data in any one of their geographically distributed data centres as part of its cloud platform.
In the case of transfers of your personal data outside of the UK or EU where the transfers are not to countries that provide an adequate level of protection we will ensure appropriate safeguards are in place to cover transfers of your personal data which may include, for example, a data transfer risk assessment and Standard Contractual Clauses (SCC’s) or an International Data Transfer Agreement (IDTA).
COOKIES
Cookies are small text files containing a string of characters that can be placed on your computer or mobile device that uniquely identifies your browser or device. Some of our third party service providers (see section 8 above) may place third party cookies or similar identifiers on your device that are necessary in order to help with the proper functioning of the Website/portal or Website/portal, such as storing and remembering your log-in details and automatically reporting any bugs or other issues with the Website/portal.
DATA RETENTION
We store your personal data for no longer than is necessary. In line with legal, regulatory, financial and good-practice requirements, we will generally keep your personal data for up to a maximum of six years following the end of our relationship.
ACCESSING YOUR PERSONAL DATA AND YOUR RIGHTS
As a result of us collecting and processing your personal data, you have the following legal rights:
- To access personal data held about you;
- To request us to make any changes to your personal data if it is inaccurate or incomplete;
- To request your personal data is erased where we do not have a compelling reason to continue to process such data in certain circumstances;
- To receive your personal data provided to us as a data controller in a structured, commonly used and machine-readable format where our processing of the data is carried out by automated means, and it is based on: (i) your consent; (ii) our necessity for performance of a contract to which you are a party to; or (iii) steps taken at your request prior to entering into a contract with us;
- To object to, or restrict, our processing of your personal data in certain circumstances
- If we ever use your personal data for direct marketing, you can ask us to stop and we will comply with your request;
- If we use your personal data on the basis of having a legitimate interest (as set out in the table above), you can object to our use of it for those purposes, giving an explanation of your particular situation, and we will consider your objection;
- To object to, and not be subject to a decision which is based solely on, automated processing (including profiling), which produces legal effects or could significantly affect you.
To exercise any of your rights set out above please contact us at dpo@h-bm.co.uk
COMPLAINTS
You have the right to make a complaint at any time to a Supervising Authority, which in the UK is the the Information Commissioner’s Office (ICO). We would however appreciate the chance to deal with your concerns before you approach the ICO or Supervising Authority so please contact us in the first instance.