KALMARs take the security of their clients, applicants and suppliers very seriously and have advanced firewall and security systems on our database, which is regularly maintained by our specialist IT consultants, Cloudscape. Any applicant or client that wishes their information to be deleted can contact us at any time and we will be pleased to remove their information from our records, providing it does not compromise any potential legal case that is ongoing or could arise in the foreseeable future.
The database of clients, applicants and suppliers is held on Agency Pilot powered by Alcium. They are a long standing reputable English software house that specialises in agent and local authority data bases.
We use Microsoft Outlook to distribute emails or on occasions where financial information is used, WhatsApp as we understand their encryption is more sophisticated.
Our photographs are taken by a professional photographer who we have used for many years and are confident of their discretion and that they do not share these photographs with any other parties.
Residential sales applicants are generally deleted after 6 months, residential lettings applicants are generally deleted after 3 months, commercial applicants other than developers are generally deleted after a year. Developers are approached and generally retained as they have ongoing requirements.
Information we have is not sold to any other parties and is kept confidential within KALMARs own records.
Our privacy policies are now set out hereunder more specifically.
This is the privacy notice of KALMARs Commercial Ltd and KALMARs Residential Ltd In this document, "we", "our", or "us" refer to our company.
We are company number 04936256 registered in England.
Our registered office is at 2 Shad Thames, London, SE1 2YU.
- This is a notice to inform you of our policy about all information that we record about you. It sets out the conditions under which we may process any information that we collect from you, or that you provide to us. It covers information that could identify you (“personal information”) and information that could not. In the context of the law and this notice, “process” means collect, store, transfer, use or otherwise act on information.
- We regret that if there are one or more points below with which you are not happy, your only recourse is to leave our website immediately.
- We take seriously the protection of your privacy and confidentiality. We understand that all visitors to our website are entitled to know that their personal data will not be used for any purpose unintended by them, and will not accidentally fall into the hands of a third party.
- We undertake to preserve the confidentiality of all information you provide to us, and hope that you reciprocate.
- Our policy complies with UK law accordingly implemented, including that required by the EU General Data Protection Regulation (GDPR).
- The law requires us to tell you about your rights and our obligations to you in regards to the processing and control of your personal data. We do this now, by requesting that you read the information provided at
- Except as set out below, we do not share, or sell, or disclose to a third party, any information collected through our website.
- The information is generally collected in furtherance of our business as Estate Agents to match applicants with properties, it generally includes individual’s name, email address, telephone number and what their property requirements are or in case of landlords or vendors their contact information.
The bases on which we process information about you
The law requires us to determine under which of six defined bases we process different categories of your personal information, and to notify you of the basis for each category.
If a basis on which we process your personal information is no longer relevant then we shall immediately stop processing your data.
If the basis changes then if required by law we shall notify you of the change and of any new basis under which we have determined that we can continue to process your information.
- Information we process because we have a contractual obligation with you
When you create an account on our website, buy a product or service from us, or otherwise agree to our terms and conditions, a contract is formed between you and us.
In order to carry out our obligations under that contract we must process the information you give us. Some of this information may be personal information.
We may use it in order to:
- 1.verify your identity for security purposes
- 2.sell products to you
- 3.provide you with our services
- 4.provide you with suggestions and advice on products, services and how to obtain the most from using our website
We process this information on the basis there is a contract between us, or that you have requested we use the information before we enter into a legal contract.
Additionally, we may aggregate this information in a general way and use it to provide class information, for example to monitor our performance with respect to a particular service we provide. If we use it for this purpose, you as an individual will not be personally identifiable.
We shall continue to process this information until the contract between us ends or is terminated by either party under the terms of the contract.
- Information we process with your consent
Through certain actions when otherwise there is no contractual relationship between us, such as when you browse our website or ask us to provide you more information about our business, including our products and services, you provide your consent to us to process information that may be personal information.
Sometimes you might give your consent implicitly, such as when you send us a message by e-mail to which you would reasonably expect us to reply.
Except where you have consented to our use of your information for a specific purpose, we do not use your information in any way that would identify you personally. We may aggregate it in a general way and use it to provide class information, for example to monitor the performance of a particular page on our website.
If you have given us explicit permission to do so, we may from time to time pass your name and contact information to selected associates whom we consider may provide services or products you would find useful.
We continue to process your information on this basis until you withdraw your consent or it can be reasonably assumed that your consent no longer exists.
- Information we process because we have a legal obligation
We are subject to the law like everyone else. Sometimes, we must process your information in order to comply with a statutory obligation.
For example, we may be required to give information to legal authorities if they so request or if they have the proper authorisation such as a search warrant or court order.
This may include your personal information.
Specific uses of information you provide to us
- Information provided on the understanding that it will be shared with a third party
Our website allows you to post information with a view to that information being read, copied, downloaded, or used by other people. However it is not our policy to share information with third parties. Information we use in statistics is generally anonymised.
Providing your request is reasonable and there is no legal basis for us to retain it, then at our discretion we may agree to your request for deleting personal information that you have posted.
- 1.posting a message our forum
- 2.tagging an image
- 3.clicking on an icon next to another visitor’s message to convey your agreement, disagreement or thanks
In posting personal information, it is up to you to satisfy yourself about the privacy level of every person who might use it.
We do not specifically use this information except to allow it to be displayed or shared.
We do store it, and we reserve a right to use it in the future in any way we decide.
Once your information enters the public domain, we have no control over what any individual third party may do with it. We accept no responsibility for their actions at any time.
- Complaints regarding content on our website
Our website is a publishing medium. Anyone may register information about themselves, it is not our policy to share this with third parties.
We do not moderate or control the information you post.
If you complain about any of the content on our website, we shall investigate your complaint.
If we feel it is justified or if we believe the law requires us to do so, we shall remove the content while we investigate.
Free speech is a fundamental right, so we have to make a judgment as to whose right will be obstructed: yours, or that of the person who posted the content that offends you.
If we think your complaint is vexatious or without any basis, we shall not correspond with you about it.
- Information relating to your method of payment
We do not generally retain information about your financial status, other than information provided by third parties when access is restricted to authorised staff or clients who are generally landlords or vendors of properties we are instructed on.
Payment information is never taken by us or transferred to us either through our website or otherwise. Our employees and contractors never have access to it.
- Information about your direct debit
We do not take Direct Debits.
- Job application and employment
If you send us information in connection with a job application, we may keep it for up to seven years in case we decide to contact you at a later date.
If we employ you, we collect information about you and your work from time to time throughout the period of your employment. This information will be used only for purposes directly relevant to your employment. After your employment has ended, we will keep your file for seven years before destroying or deleting it.
- Sending a message to our support team
When you contact us, whether by telephone, through our website or by e-mail, we collect the data you have given to us in order to reply with the information you need.
We record your request and our reply in order to increase the efficiency of our business.
We keep personally identifiable information associated with your message, such as your name and email address so as to be able to track our communications with you to provide a high quality service.
When we receive a complaint, we record all the information you have given to us.
We use that information to resolve your complaint.
If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and if we do, what that information is.
We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.
- Affiliate and business partner information
We do not generally work with affiliate or business partners.
Use of information we collect through automated systems when you visit our website
Cookies are small text files that are placed on your computer's hard drive by your web browser when you visit any website. They allow information gathered on one web page to be stored until it is needed for use on another, allowing a website to provide you with a personalised experience and the website owner with statistics about how you use the website so that it can be improved.
Some cookies may last for a defined period of time, such as one day or until you close your browser. Others last indefinitely.
Your web browser should allow you to delete any you choose. It also should allow you to prevent or limit their use.
- 1.to track how you use our website
- 2.to record whether you have seen specific messages we display on our website
- 3.to keep you signed in our site
- 4.to record your answers to surveys and questionnaires on our site while you complete them
- Personal identifiers from your browsing activity
Requests by your web browser to our servers for web pages and other content on our website are recorded.
We record information such as your geographical location, your Internet service provider and your IP address. We also record information about the software you are using to browse our website, such as the type of computer or device and the screen resolution.
We use this information in aggregate to assess the popularity of the webpages on our website and how we perform in providing content to you.
If combined with other information we know about you from previous visits, the data possibly could be used to identify you personally, even if you are not signed in to our website.
- Our use of re-marketing
Re-marketing involves placing a cookie on your computer when you browse our website in order to be able to serve to you an advert for our products or services when you visit some other website.
Disclosure and sharing of your information
- Information we obtain from third parties
Although we do not disclose your personal information to any third party (except as set out in this notice), we sometimes receive data that is indirectly made up from your personal information from third parties whose services we use.
No such information is personally identifiable to you.
- Third party advertising on our website
Third parties may advertise on our website. In doing so, those parties, their agents or other companies working for them may use technology that automatically collects information about you when their advertisement is displayed on our website.
We do not have control over these technologies or the data that these parties obtain. Accordingly, this privacy notice does not cover the information practices of these third parties.
- Credit reference
To assist in combating fraud, we share information with credit reference agencies, so far as it relates to clients or customers who instruct their credit card issuer to cancel payment to us without having first provided an acceptable reason to us and given us the opportunity to refund their money.
- Data may be processed outside the European Union
Our websites are hosted in England.
We may also use outsourced services in countries outside the European Union from time to time in other aspects of our business.
Accordingly data obtained within the UK or any other country could be processed outside the European Union.
For example, some of the software our website uses may have been developed in the United States of America or in Australia.
We do not generally transfer data outside the European Union.
We use the following safeguards with respect to data transferred outside the European Union:
- 1.we are certified under an approved certification mechanism as provided for in the GDPR
Access to your own information
- Access to your personal information
- 1.At any time you may review or update personally identifiable information that we hold about you, by signing in to your account on our website.
- 3.After receiving the request, we will tell you when we expect to provide you with the information, and whether we require any fee for providing it to you.
- Removal of your information
This may limit the service we can provide to you.
- Verification of your information
When we receive any request to access, edit or delete personal identifiable information we shall first take reasonable steps to verify your identity before granting you access or otherwise taking any action. This is important to safeguard your information.
- Use of site by children
- 1.We do not sell products or provide services for purchase by children, nor do we market to children.
- 2.If you are under 18, you may use our website only with consent from a parent or guardian
- Encryption of data sent between us
We employ SSL (Secure Sockets Layer) security for establishing an encrypted link between your web browser and our server.
Certificates verify our identity to your browser and to encrypt any data you give us.
To check if you are using encrypted communications you can do so by looking for “https://” at the beginning of the website's address.
Additionally, your web browser will display a closed padlock symbol.
- How you can complain
- 2.If a dispute is not settled then we hope you will agree to attempt to resolve it by engaging in good faith with us in a process of mediation or arbitration.
- 3.If you are in any way dissatisfied about how we process your personal information, you have a right to lodge a complaint with the Information Commissioner's Office. This can be done at https://ico.org.uk/concerns/
- 4.Retention period for personal data
Except as otherwise mentioned in this privacy notice, we keep your personal information only for as long as required by us:
- 5.to provide you with the services you have requested;
- 6.to comply with other law, including for the period demanded by our tax authorities;
- 7.to support a claim or defence in court.
- Compliance with the law
However, ultimately it is your choice as to whether you wish to use our website.
We may update this privacy notice from time to time as necessary. The terms that apply to you are those posted here on our website on the day you use our website. We advise you to print a copy for your records.