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Privacy Policy

This privacy policy tells you what to expect when Prop Store collects personal information. It applies to information we collect about:

Visitors to our website
Use of Cookies by Prop Store
E-newsletter
WordPress
Amazon Web Service
Dropbox
Magic Web Solutions
People who email us
People who place an order
People who submit a sell or consign request
People who submit a request
People who create an account
People who sign up to our newsletters
Visitors to our UK facility
Job applicants and current/former employees
Complaints or queries
Access to personal information
Data Breaches
Links to other websites
How to contact us

Visitors to our Website


When someone visits propstore.com we use a third-party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website. If we do want to collect personally identifiable information through our website, we will be up front about this. We will make it clear when we collect personal information and will explain what we intend to do with it.

Use of cookies by Prop Store
You can read more about how we use cookies on our Cookies page.

E-newsletter
We use a third-party processor, MailChimp, to deliver our e-newsletters. We gather statistics around email opening and clicks using industry standard technologies including clear gifs to help us monitor and improve our e-newsletter.

WordPress
We use a third-party service, WordPress.com, to publish our website. These sites are hosted at WordPress.com, which is run by Automattic Inc. We use a standard WordPress service to collect anonymous information about users’ activity on the site, for example the number of users viewing pages on the site, to monitor and report on the effectiveness of the site and help us improve it. WordPress requires visitors that want to post a comment to enter a name and email address.

Amazon Web Service
We use a third-party service, Amazon Web Service, Inc (“AWS”) to host our website. AWS participates in the EU-US Privacy Shield framework and are fully GDPR compliant.

Dropbox
We may from time to time use a third-party service, Dropbox, to store select data. The cloud storage system is regularly reviewed for sensitive data which will be removed in accordance with our policy.

Magic Web Solutions
We use a third-party service, Magic Web Solutions, to develop our website. Data is not shared or processed by them.

People who email us


We use a third-party service, Rackspace, run by Rackspace, US Inc to host our emails. We will monitor any emails sent to us, including file attachments, for viruses or malicious software. Please be aware that you have a responsibility to ensure that any email you send is within the bounds of the law.

We also use a third-party provider, Zendesk to manage some of our email interactions. It will not be shared with any other organisations.

People who place an order


When someone places an order on propstore.com, we collect only the information necessary to fulfil and update the customer on the order. We may also ask if you wish to opt-in to our mailing lists.
This information will be kept indefinitely to comply with HMRC legislation
Records of your order may be used to verify identity when registering for an auction on propstoreauction.com to for crime prevention.
Depending on your chosen payment method, the data collected will be shared with our third-party secure payment processing gateways Stripe, Barclaycard and Payeezy.

The data collected may be shared with our designated third-party shipping carriers, which are:
FedEx
Royal Mail
Precision
USPS
Craters and Freighters
Pack Air

People who submit a sell or consign request


When someone submits a request, the data collected will solely be used for correspondence with that person regarding their enquiry and will be kept indefinitely to facilitate any possible future collaboration.

If they subsequently chose to consign or sell with Prop Store, any additional information will be used to manage the consignors account, which will be kept indefinitely to facilitate future collaboration and accurate accounting. Any agreements signed will be kept indefinitely to comply with HRMC legislation.

People who submit a request


When someone submits a request, the data collected will solely be used for correspondence with that person regarding their enquiry and kept indefinitely to enable us to contact them should that item become available in the future. We have appointed IT Governance Europe Limited to act as our EU representative. If you wish to exercise your rights under the EU General Data Protection Regulation (EU GDPR), or have any queries in relation to your rights or general privacy matters, please email our Representative at eurep@itgovernance.eu Please ensure to include our company name in any correspondence you send to our Representative.

People who create an account


Creating an account on propstore.com
When someone creates an account on propstore.com, we collect information that that we believe is helpful in enabling you to set up any notifications you wish to receive, and place orders fast and efficiently.

This information will be kept until you request the account be closed.

Creating an account on propstoreauction.com
When someone creates an account on propstoreauction.com, we collect information that enables Prop Store to verify identity, prevent fraud and comply with money laundering laws. If any bids are successful, the information will be transferred to propstore.com to issue invoices and collect payment.

This information will be kept until you request the account be closed.

People who sign up to our newsletters


When someone signs up to a mailing list, your information will be used solely to contact you in relation to that mailing list. You can unsubscribe from any of these mailing lists at any time by clicking the ‘Unsubscribe’ link.

Visitors to our UK facility


All visitors to our UK facility will be required to sign a non-disclosure agreement to protect confidential information that may be witnessed or discussed at Prop Store. Breach of this may incur legal action and the information collected will be kept indefinitely.

Visiting Prop Store’s UK facility may result in your likeness being captured on CCTV which is used for crime prevention, copies of which are kept for a maximum of 30 days.

Job applicants and current/former employees

What will we do with the information you provide to us?
All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary.

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes. The information you provide will be held securely by us whether the information is in electronic or physical format.

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.

What information do we ask for, and why?
We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary.

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for, but it might affect your application if you don’t.

Application stage
We ask you for your personal details including name and contact details. We will also ask you about your previous experience, education, referees and for answers to questions relevant to the role you have applied for. Our recruitment team will have access to all of this information.

You may also be asked to provide equal opportunities information. This is not mandatory information – if you don’t provide it, it will not affect your application. This information will not be made available to any staff outside of our recruitment team, including hiring managers, in a way which can identify you. Any information you do provide, will be used only to produce and monitor equal opportunities statistics.

Shortlisting
Our recruitment team shortlist applications for interview. They will not be provided with your name or contact details or with your equal opportunities information if you have provided it.

Assessments
We might ask you to participate in assessment days; complete tests or occupational personality profile questionnaires; and/or to attend an interview – or a combination of these. Information will be generated by you and by us. For example, you might complete a written test or we might take interview notes. This information is held by the recruitment team.

Conditional offer
If we make a conditional offer of employment we will ask you for information so that we can carry out pre-employment checks. You must successfully complete pre-employment checks to progress to a final offer. We are required to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability.

You will therefore be required to provide:

  • Proof of your identity – you will be asked to attend our office with original documents, we will take copies.
  • Proof of your qualifications – you will be asked to attend our office with original documents, we will take copies.
  • You will be asked to complete a criminal records declaration to declare any unspent convictions.
  • •We will contact your referees, using the details you provide in your application, directly to obtain references.

If we make a final offer, we will also ask you for the following:

  • Bank details – to process salary payments
  • Emergency contact details – so we know who to contact in case you have an emergency at work

How long is the information retained for?
If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 6 years following the end of your employment. This includes your references.

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign.

Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign.

Equal opportunities information is retained for 6 months following the closure of the campaign whether you are successful or not.

How we make decisions about recruitment?
Final recruitment decisions are made by senior managers and members of our recruitment team. All of the information gathered during the application process is taken into account.

You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing sian@propstore.com

Complaints or queries

Prop Store tries to meet the highest standards when collecting and using personal information. For this reason, we take any complaints we receive about this very seriously. We encourage people to bring it to our attention if they think that our collection or use of information is unfair, misleading or inappropriate. We would also welcome any suggestions for improving our procedures.

This privacy notice was drafted with brevity and clarity in mind. It does not provide exhaustive detail of all aspects of Prop Store’s collection and use of personal information. However, we are happy to provide any additional information or explanation needed. Any requests for this should be sent to the address below.

We have appointed IT Governance Europe Limited to act as our EU representative. If you wish to exercise your rights under the EU General Data Protection Regulation (EU GDPR), or have any queries in relation to your rights or general privacy matters, please email our Representative at eurep@itgovernance.eu Please ensure to include our company name in any correspondence you send to our Representative.

Access to personal information

We have appointed IT Governance Europe Limited to act as our EU representative. If you wish to exercise your rights under the EU General Data Protection Regulation (EU GDPR), or have any queries in relation to your rights or general privacy matters, please email our Representative at eurep@itgovernance.eu Please ensure to include our company name in any correspondence you send to our Representative.

Data Subject’s rights and requests

Data Subjects have rights when it comes to how we handle their Personal Data. These include rights to:

  • (a) withdraw Consent to Processing at any time;
  • (b) receive certain information about the Data Controller’s Processing activities;
  • (c) request access to their Personal Data that we hold;
  • (d) prevent our use of their Personal Data for direct marketing purposes;
  • (e) ask us to erase Personal Data if it is no longer necessary in relation to the purposes for which it was collected or Processed or to rectify inaccurate data or to complete incomplete data;
  • (f) restrict Processing in specific circumstances;
  • (g) challenge Processing which has been justified on the basis of our legitimate interests or in the public interest;
  • (h) request a copy of an agreement under which Personal Data is transferred outside of the EEA;
  • (i) object to decisions based solely on Automated Processing, including profiling (ADM);
  • (j) prevent Processing that is likely to cause damage or distress to the Data Subject or anyone else;
  • (k) be notified of a Personal Data Breach which is likely to result in high risk to their rights and freedoms;
  • (l) make a complaint to the supervisory authority; and
  • (m) in limited circumstances, receive or ask for their Personal Data to be transferred to a third party in a structured, commonly used and machine readable format (data portability).

You must verify the identity of an individual requesting data under any of the rights listed above (do not allow third parties to persuade you into disclosing Personal Data without proper authorisation).

You must immediately forward any Data Subject request you receive to the Data Protection Team.

Subject Access Request

A Data Subject may make a subject access request (“SAR”) at any time to find out more about the Personal Data that Prop Store Limited holds about them. Prop Store Limited is normally required to respond to SAR within one month of receipt (this can be extended by up to two months in the case of complex and/or numerous requests, and in such cases the Data Subject shall be informed of the need for the extension).

We have appointed IT Governance Europe Limited to act as our EU representative. If you wish to exercise your rights under the EU General Data Protection Regulation (EU GDPR), or have any queries in relation to your rights or general privacy matters, please email our Representative at eurep@itgovernance.eu Please ensure to include our company name in any correspondence you send to our Representative.

The Data Subject will not have to pay a fee to access to their Personal Data (or to exercise any of the other rights). However, we may charge a reasonable fee if the request for access is clearly unfounded or excessive. Alternatively, we may refuse to comply with the request in such circumstances.

Prop Store Limited must verify the identity of the Data Subject making a SAR, or exercising any of the rights set out in section 12, and may need to request specific information to help to confirm the Data Subject’s identity. This is another appropriate security measure to ensure that Personal Data is not disclosed to any person who has no right to receive it. Prop Store Limited does not allow third parties to persuade it to disclose Personal Data without proper authorisation

Right to rectify inaccurate data or to complete incomplete data

If a Data Subject informs the Company that Personal Data held by Prop Store Limited is inaccurate or incomplete, requesting that it be rectified, this request will be dealt with by the Data Protection Team.

Following receipt of such a request, from a Data Subject, the Personal Data in question shall be rectified, and the Data Subject informed of that rectification, within one month of receipt the Data Subject’s notice (this can be extended by up to two months in the case of complex requests, and in such cases the Data Subject shall be informed of the need for the extension).

In the event that any affected Personal Data has been disclosed to third parties, those parties shall be informed of any rectification of that Personal Data.

Right to erase Personal Data

Data Subjects may request that Prop Store Limited erases the Personal Data that it holds about them in the following circumstances:

  • a) where it is no longer necessary for Prop Store Limited to hold that Personal Data with respect to the purpose for which it was originally collected or processed;
  • b) where the Data Subject wishes to withdraw their consent to Prop Store Limited holding and processing their Personal Data;
  • c) where the Data Subject objects to Prop Store Limited holding and processing their Personal Data (and there is no overriding legitimate interest to allow Prop Store Limited to continue doing so);
  • d) where the Personal Data has been processed unlawfully;
  • e) where the Personal Data needs to be erased in order for Prop Store Limited to comply with a particular legal obligation.

All requests, in accordance with this clause, will be sent to the Data Protection Team.

Unless Prop Store Limited has reasonable grounds to refuse to erase Personal Data, all requests for erasure shall be complied with, and the Data Subject informed of the erasure, within one month of receipt of the Data Subject’s request (this can be extended by up to two months in the case of complex requests, and in such cases the Data Subject shall be informed of the need for the extension).

In the event that any Personal Data that is to be erased in response to a Data Subject’s request has been disclosed to third parties, those parties shall be informed of the erasure (unless it is impossible or would require disproportionate effort to do so).

Right to restrict Processing of Personal Data

Data Subjects may request that Prop Store Limited ceases to process the Personal Data that it holds about them and if so, this request will be dealt with by the Data Protection Team.

If a Data Subject makes such a request, Prop Store Limited shall retain only the amount of Personal Data pertaining to that Data Subject that is necessary to ensure that no further processing of their Personal Data takes place.

In the event that any affected Personal Data has been disclosed to third parties, those parties shall be informed of the applicable restrictions on processing it (unless it is impossible or would require disproportionate effort to do so).

Right to Object to the Processing of Personal Data

Data Subjects have the right to object to Prop Store Limited processing their Personal Data based on legitimate interests (including profiling), direct marketing (including profiling), this request will be dealt with by the Data Protection Team.

Where a Data Subject objects to Prop Store Limited processing their Personal Data based on its legitimate interests, Prop Store Limited shall cease such processing forthwith, unless it can be demonstrated that the Company’s legitimate grounds for such processing override the Data Subject’s interests, rights and freedoms; or the processing is necessary for the conduct of legal claims.

Where a Data Subject objects to Prop Store Limited processing their Personal Data for direct marketing purposes, Prop Store Limited shall cease such processing forthwith.

Right to Data Portability

Where Data Subjects have given their consent to Prop Store Limited to process their Personal Data in such a manner, or the processing is otherwise required for the performance of a contract between Prop Store Limited and the Data Subject, the Data Subject has the right to receive a copy of that Personal Data and to use it for other purposes (namely transmitting it to other Data Controllers, e.g. other organisations).

To facilitate the right of data portability, Prop Store Limited shall make available all applicable Personal Data to Data Subjects in a Comma Separated Value (CSV) file.

Where technically feasible, if requested by a Data Subject, Personal Data shall be sent directly to another Data Controller. Any such request will be dealt with by the Data Protection Team.

All requests for copies of Personal Data shall be complied with within one month of the Data Subject’s request (this can be extended by up to two months in the case of complex requests in the case of complex or numerous requests, and in such cases the data subject shall be informed of the need for the extension).

Data Breaches

The GDPR requires Data Controllers to notify any Personal Data Breach to the applicable regulator and, in certain instances, the Data Subject.

Prop Store Limited has put in place procedures to deal with any suspected Personal Data Breach and will notify Data Subjects or any applicable regulator where we are legally required to do so:

  • (a) All Personal Data Breaches must be reported immediately to the Company’s Data Protection Team.
  • (b) If a Personal Data Breach occurs and that Personal Data Breach is likely to result in a risk to the rights and freedoms of a Data Subject (e.g. financial loss, breach of confidentiality, discrimination, reputational damage, or other significant social or economic damage), the Data Protection Team must ensure that the Information Commissioner’s Office is informed of the breach without delay, and in any event, within 72 hours after having become aware of the Personal Data Breach.
  • (c) In the event that a Personal Data Breach is likely to result in a high risk the rights and freedoms of a Data Subject, the Data Protection Team must ensure that all affected Data Subjects are informed of the Personal Data Breach directly and without undue delay.
  • (d) Personal Data Breach notifications to the Information Commissioner’s Office shall include the following information:
    i. the categories and approximate number of Data Subjects concerned;
    ii. the categories and approximate number of Personal Data records concerned;
    iii. the name and contact details of the Company’s Data Protection Team Members;
    iv. the likely consequences of the Personal Data Breach;
    v. details of the measures taken, or proposed to be taken, by the Company to address the breach including, where appropriate, measures to mitigate its possible adverse effects.

We have appointed IT Governance Europe Limited to act as our EU representative. If you wish to exercise your rights under the EU General Data Protection Regulation (EU GDPR), or have any queries in relation to your rights or general privacy matters, please email our Representative at eurep@itgovernance.eu Please ensure to include our company name in any correspondence you send to our Representative.

Links to other websites

This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit.

How to contact us

If you want to contact us about our privacy policy you can email us us or write to:
Prop Store
Great House Farm
Chenies
Rickmansworth
Hertfordshire
WD3 6EP
England