Contents
- Introduction
- Who We Are
- Scope of This Policy
- Information We Collect
- How We Collect Information
- Why We Use Information
- Lawful Bases
- Cookies and Similar Technologies
- Sharing and Disclosure
- Service Providers and Processors
- International Transfers
- How Long We Keep Information
- Security of Information
- Your Rights
- Accessing and Correcting Records
- Privacy for Children
- Marketing Preferences
- Information About Website Visitors
- Third Party Websites
- Complaints and Escalation
- Changes to This Policy
- How to Contact Us
1. Introduction
HAE Legacy is a trading style of HAE LEGACY DEVELOPMENTS LTD, an estate refurbishment and plot development practice based at 3 Daffodil Drive, Lydney - GL15 5RE, United Kingdom (GB). HAE Legacy cares about the personal information that plot owners, agents, surveyors and website visitors share with it, and this policy explains in plain language what happens to that information.
We wrote this policy for people rather than for lawyers. It covers the information we gather when you make an enquiry, request a survey, correspond with us about a live project or simply browse this website. If anything here is unclear, you are welcome to ask us directly and we will explain it again without jargon.
The practice is small and deliberately so. That means the number of people who see your details is limited, the reasons for holding them are specific, and the records are kept in a single archive rather than scattered across tools. We believe privacy is a matter of good housekeeping as much as compliance.
This policy should be read together with our Terms of Service, which describe the basis on which we supply survey, planning and restoration services. This policy does not create contractual obligations beyond those set out elsewhere, and it does not limit any right you have under data protection law.
2. Who We Are
The organisation responsible for your personal information is HAE LEGACY DEVELOPMENTS LTD, registered at 3 Daffodil Drive, Lydney - GL15 5RE, United Kingdom (GB). The practice trades under the name HAE Legacy and operates the website at https://www.haelegacy.mom.
We are a computer systems design and estate refurbishment practice. Our work includes cottage restoration, garden reinstatement, plot staging, period joinery refits, boundary wall repairs and spring planting schemes, all coordinated from our Lydney depot.
You can reach the person responsible for privacy matters by writing to legacy@haelegacy.mom or by calling +13204436180 during business hours. We do not operate an automated telephone system, so a message left with a colleague will reach the right desk.
3. Scope of This Policy
This policy applies to personal information processed through this website, through email sent to the addresses we publish, through telephone calls to our published number, and through the course of providing surveys, restoration works and related planning services.
It does not apply to information held by third parties whose services you use independently, including surveyors, agents, lenders or solicitors engaged by you. Those organisations are responsible for their own privacy notices.
Where we act as a processor on behalf of another business, for example when a managing agent commissions a staging plan that includes tenant details, we handle that information only on the instructions of that business and according to the agreement we have with them.
4. Information We Collect
The information we collect depends on how you interact with us. In most cases it is limited to what is needed to answer an enquiry or plan a piece of work.
Identity and contact details. Your name, postal address, email address and telephone number. If you represent a company or an agency we may also hold your job title and organisation details.
Plot and property details. The address of the property, its approximate age, construction, condition, boundary layout, garden state and any photographs, plans or documents you choose to send. This information sometimes contains personal details, for example a name shown on a utility bill used to confirm an address.
Correspondence. The content of messages, notes taken during telephone calls, and records of site visits. We keep these because restoration decisions are often revisited months or years later.
Financial and transaction information. Where work is commissioned we may hold quotations, invoices, payment references and the last four digits of a payment card if you choose to pay by card and the processor passes that fragment back to us. We never store a full card number.
Technical information. When you visit the website our hosting provider may record your internet protocol address, browser type, device type, referring page and the pages you viewed. This information is used in aggregate for security and reliability purposes.
Preference information. Your choices about how we contact you and any instructions about access arrangements at a property, such as gate codes or preferred visit times.
We do not deliberately collect special category information such as health data, religious beliefs or biometric data. If such information is shared with us in passing, for example because an access requirement is explained in a message, we handle it with extra care and delete it when it is no longer needed.
5. How We Collect Information
Directly from you. Most information comes from you, through the enquiry form, an email, a telephone call or a conversation during a site visit.
From documents you provide. Surveys, title plans, planning correspondence, photographs and maintenance records you send to us as part of an enquiry.
Automatically. Limited technical information is generated when a browser requests a page from our server, as described in the section on website visitors.
From third parties. Occasionally an agent, a solicitor or a family member introduces a plot to us and provides your contact details. When that happens we confirm with you that you are content for us to hold the introduction, and we remove your details immediately if you prefer.
From public sources. Land registry records and publicly available planning documents may be consulted to confirm the identity of a plot. We do not build profiles of individuals from public sources.
6. Why We Use Information
We use personal information for a small number of related purposes, all connected to running the practice honestly and delivering the work we have agreed.
To respond to enquiries. We need your name and contact details so we can reply, answer questions and decide whether a site visit is appropriate.
To survey and plan work. Plot details and photographs help us prepare a scope note, a staging plan and a quotation. They also allow us to check access, services and boundary positions before a team arrives.
To deliver and administer projects. We use correspondence, project records and financial information to carry out restoration and planting work, manage variations, issue invoices and resolve any question about the finished result.
To keep safe and secure records. Site notes, access instructions and technical logs help us work safely on private ground and protect our systems from misuse.
To meet legal duties. We may need to keep records for tax, accounting, insurance, health and safety, or to respond to a lawful request from a public authority.
To improve the website and services. Aggregate technical information and feedback help us correct faults, improve navigation and refine the way we describe our services.
We do not sell personal information. We do not use it to make automated decisions that produce legal effects for you. We do not use it for profiling or for advertising networks.
7. Lawful Bases
Under data protection law we must identify a lawful basis for each use of personal information. The bases we rely on are as follows.
- Contract. Where we have agreed to provide a survey, plan or restoration service, we process information because it is necessary to perform that agreement or to take steps at your request before entering it.
- Legitimate interests. We rely on legitimate interests for responding to enquiries, maintaining project records, securing our systems and communicating with existing clients about work already in hand. We balance those interests against your rights and stop if your interests outweigh ours.
- Legal obligation. We process some information because the law requires it, for example for tax records or accident reporting.
- Consent. Where we ask for consent, for example before sending occasional updates, you may withdraw it at any time without affecting work already carried out.
- Vital interests. In rare cases involving immediate risk to life or safety on a site, information may be shared to protect a person.
We keep a short internal record of the basis relied on for each category of information so that decisions can be explained if challenged.
10. Service Providers and Processors
Like most small practices we rely on a short list of providers to run the website and business.
- Website hosting and content delivery, which stores the static pages and server logs.
- Email services, which carry messages sent to our published address.
- Accounting software, which records invoices and payments.
- Cloud file storage, which keeps the project archive.
Each provider is chosen for reliability and security. Contracts require them to process information only on our instructions, to apply appropriate safeguards and to delete or return data at the end of the engagement. We review the list periodically and remove providers that are no longer needed.
11. International Transfers
Our practice is based in the United Kingdom and most information stays there. Some providers operate servers or support teams in other countries, so a transfer outside the United Kingdom or the European Economic Area may occasionally occur.
Where a transfer is necessary we rely on approved safeguards, including standard contractual clauses or the provider equivalent, and we assess the legal environment of the destination before sending anything sensitive. If a transfer would present an unacceptable risk, we use a different provider instead.
You may request more detail about the safeguards used for a particular transfer by writing to legacy@haelegacy.mom.
12. How Long We Keep Information
We keep information only as long as it serves a purpose, and we review the archive each year.
- Enquiries that do not lead to work. Retained for up to twelve months, then deleted unless you ask us to keep the notes for a future project.
- Completed projects. Survey records, photographs, joinery profiles and planting calendars are held for as long as the plot may need them, typically ten years, because questions about a restored building often arise long after completion.
- Financial records. Kept for at least six years after the end of the tax year to which they relate, as accounting rules require.
- Health and safety records. Kept for a period consistent with statutory guidance, usually three years for routine records and longer for accident reports.
- Server logs. Held briefly, usually no more than ninety days, for security and fault diagnosis.
When a retention period ends the record is deleted or anonymised. Where a record is part of an archive that a future owner may reasonably need, we remove direct contact details and keep only what concerns the building.
13. Security of Information
We apply practical safeguards rather than claiming perfect security, because no system can promise that.
Records are held in accounts protected by strong passwords and two factor authentication. Devices are encrypted and kept updated. Paper survey notes are stored in a lockable cabinet at the depot and scanned into the archive when a project closes. Access to the archive is limited to the practice members who need it.
Staff are briefed on recognising phishing, on the risks of sending plot details to a wrong address and on the importance of keeping access codes confidential. We test our backup procedure so that a lost record can be restored.
If a security incident occurs that is likely to result in a risk to your rights, we will notify the relevant supervisory authority without undue delay and tell you directly if the risk is high. We will explain what happened, what we have done and what you can do to protect yourself.
14. Your Rights
Data protection law gives you a set of rights over the information we hold. They are not absolute, and some are subject to conditions, but we take every request seriously.
- Right of access. You can ask for a copy of the personal information we hold about you and for an explanation of how it is used.
- Right to correction. You can ask us to correct inaccurate information or to complete information that is incomplete.
- Right to erasure. You can ask us to delete information where there is no continuing reason for us to hold it.
- Right to restriction. You can ask us to pause the use of information while a question about accuracy or lawfulness is resolved.
- Right to object. You can object to processing based on legitimate interests, and we will stop unless we have compelling grounds that override your objection.
- Right to portability. Where processing is based on contract or consent and is carried out by automated means, you can ask for the information in a structured, commonly used format.
- Rights around automated decisions. We do not make decisions with legal or similarly significant effects by automated means alone, but you may ask us to confirm this.
- Right to withdraw consent. Where consent is the basis, you may withdraw it at any time by writing to us.
To exercise a right, contact legacy@haelegacy.mom or call +13204436180. We may ask for proof of identity to protect your information, and we will respond within one month, extending the period by two further months only where a request is complex and we explain why.
15. Accessing and Correcting Records
An access request is simple to make. Write to us describing what you would like to see, and if you can, give the plot address or the email address you used when contacting us. We will search the archive and send you the relevant material.
If a record contains information about another person, we may redact that part before sending the copy. If a request is clearly unfounded or excessive, we may charge a reasonable fee or decline it, and we will explain the reason in writing.
If you believe information we hold is wrong, tell us what should change and, if possible, why. We will correct straightforward factual errors promptly and note the correction in the record so that anyone reviewing it later understands what happened.
16. Privacy for Children
Our services are intended for adults who own, manage or are considering work on a property. This website is not directed at children and we do not knowingly collect information from anyone under the age of sixteen.
If you believe a child has sent us personal information, for example through the enquiry form, contact us and we will delete it without delay. We do not create profiles of children, target them with marketing or use their information for any commercial purpose.
17. Marketing Preferences
We do not run a newsletter and we do not send bulk marketing. From time to time we may contact an existing client about a related service, such as a follow up planting review, because it is relevant to the work already completed.
You can tell us at any time that you would prefer not to receive these occasional messages. We will record the preference and apply it immediately. We will not pass your details to anyone else for their marketing.
If we ever introduce a mailing list, it will be opt in, clearly described and easy to leave. Consent will never be assumed from a request for a quotation.
18. Information About Website Visitors
The website is a collection of static pages served over an encrypted connection. It does not ask you to create an account, and the enquiry form does not transmit data to our server. Instead, the form prepares an email in your own application so that you can see exactly what is being sent before you send it.
Our hosting provider records standard technical information, including the internet protocol address that requested a page, the time of the request, the page requested and the browser identifier. This information is used to keep the site available, to diagnose faults and to block abusive traffic.
We do not combine technical logs with enquiry records to build a profile of an individual. Logs are retained briefly and then discarded. Embedded third party content such as maps, fonts or videos is not used on this site, which means your browser does not connect to additional companies simply by reading our pages.
19. Third Party Websites
This site may link to the websites of partners, public registers or professional bodies. Those sites have their own privacy notices, and we are not responsible for how they collect or use information.
We encourage you to read the notice of any site before sharing personal details, particularly where a site asks for financial information. A link from our site is not an endorsement of how another organisation handles privacy.
20. Complaints and Escalation
If you are unhappy with how we have handled your information, please tell us first. Write to legacy@haelegacy.mom with a short description of the concern and what outcome you are seeking. We will acknowledge the complaint, investigate it fairly and respond in writing.
If you remain dissatisfied you have the right to complain to the Information Commissioner Office in the United Kingdom, which supervises data protection law. You can contact it through its website or by post to its Wilmslow address. If you live elsewhere in Europe you may also complain to the supervisory authority in your own country.
Complaining to a regulator does not affect your other rights, including your right to seek a remedy in court.
21. Changes to This Policy
We review this policy at least once a year and whenever we change a provider, a process or the way the website works. The date at the top of the page shows when the current version took effect.
If a change materially affects how we use information already held, we will contact affected clients directly where we can, and we will place a clear notice on the website. We will not apply a new purpose to old information without a proper basis.
Previous versions are kept with the project archive so that we can show what applied at a particular time.
22. How to Contact Us
For any question about this policy, a request about your information or a concern about privacy, use the details below.
HAE LEGACY DEVELOPMENTS LTD
3 Daffodil Drive
Lydney - GL15 5RE
United Kingdom (GB)
Email: legacy@haelegacy.mom
Phone: +13204436180
Website: https://www.haelegacy.mom
We aim to answer every privacy question within five working days, and to resolve formal requests within the period allowed by law. If a deadline will not be met we will tell you before it passes.