Privacy Policy & Notice

We are MAK Estates and address 192 Stoney Lane, Birmingham, West Midlands, B12 8AN. Our Data Protection Lead can be contacted at info@mak-estates.co.uk. We have produced this privacy notice in order to keep you informed of how we handle your personal data. All handling of your personal data is done in compliance with the UK Data Protection Act 2018 and the General Data Protection Regulation (EU) 2016/679 (“Data Protection Legislation”).

What are your rights?

When reading this notice, it might be helpful to understand that your rights arising under Data Protection Legislation include:

• The right to be informed of how your Personal Data is used (through this notice)
• The right to access any personal data held about you
• The right to withdraw consent at any time, by emailing info@mak-estates.co.uk
• The right to rectify any inaccurate or incomplete personal data held about you
• The right to erasure where it cannot be justified that the information held satisfies any of the criteria outlined in this policy, or where you have withdrawn consent
• The right to prevent processing for direct marketing purposes, scientific/historical research or in any such way that is likely to cause substantial damage to you or another, including through profile building
• The right to object to processing that results in decisions being made about you by automated processes and prevent those decisions being enacted

You can exercise your right to access personal data held about you by contacting info@mak-estates.co.uk with the subject line: “Subject Access Request”. When you submit a ‘subject access request’, you will need to provide confirmation of your identity by including a photocopy of your driver’s license or passport. This service is provided free of charge and our response will be made within thirty (30) days, unless our Data Protection Lead deems your request as being excessive or unfounded. If this is the case, we will inform you of our reasonable administration costs in advance and/or any associated delays, giving you the opportunity to choose whether you would like to pursue your request. If you believe we have made a mistake in evaluating your request, please see the section ‘Who can you complain to?’.

If you have questions about any of the rights mentioned in this section, please contact our Data Protection Lead at info@mak-estates.co.uk.

Who is the Data Controller?

• If we have collected your personal data directly from you for our own purposes, we are the Data Controller.
• If we have purchased your personal data from a third-party for our own purposes, we are the Data Controller. Where we have purchased your personal data, we will contact you to let you know before we first start to use it, or, at the latest, within one month of acquiring it.
• If we have been passed your personal data from a third-party for our own purposes, we are the Data Controller. We will contact you to let you know before we first start to use it, or, at the latest, within one month of acquiring it.
• If we have been passed your personal data from a third-party for a joint purpose that we both influence, we are the joint Data Controller. We will contact you to let you know before we first start to use your data, or, at the latest, within one month of acquiring it.
• If your data has been passed to us by a third party for processing under their instruction, that third party is the Data Controller. They should have notified you that they would be passing your personal data to us, MAK Estates, at the time they collected your data and within their own privacy notices/standards.
• If we have received your personal data as part of a business to business relationship, the Data Controller is your employer.

What are the lawful bases for processing personal data?

Under Data Protection Legislation, there must be a ‘lawful basis’ for the use of personal data. The lawful bases are:

• a) ‘your consent’
• b) ‘performance of a contract’
• c) ‘compliance with a legal obligation’
• d) ‘protection of your, or another’s vital interests’
• e) ‘public interest/official authority’; and
• f) ‘our legitimate interests’

What are our ‘legitimate interests’?

Legitimate interests are a flexible basis upon which the law permits the processing of an individual’s personal data. To determine whether we have a legitimate interest in processing your data, we balance the needs and benefits to us against the risks and benefits for you of us processing your data. This balancing is performed as objectively as possible by our Data Protection Lead. You are able to object to our processing and we shall consider the extent to which this affects whether we have a legitimate interest.

About our processing of your data

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together as follows:

• Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
• Contact Data includes billing address, delivery address, email address and telephone numbers.
• Financial Data includes bank account and payment card details.
• Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
• Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
• Usage Data includes information about how you use our website, products and services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. 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 notice.

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.

Processing Categories

Reference	Categories of information	Why we process your data	Source
B2B Marketing	Identity Data, Contact Data	Direct marketing to former, current and prospective clients. Lawful basis: ‘our legitimate interests’.	Directly obtained or by referral from existing clients/partners/suppliers.
Analytics	Technical Data, Usage Data	To understand how you use our website and improve our service. Lawful basis: ‘our legitimate interests’.	Directly or indirectly obtained through our website.
Fraud Prevention	Identity Data, Transaction Data	To combat fraud. Lawful basis: ‘protection of your, or another’s vital interests’.	Directly or indirectly obtained.
Contact Submission	Identity Data, Contact Data	When you contact us via form or blog, we store this information. Lawful basis: ‘your consent’.	Directly obtained.
Phone Calls	Identity Data, Contact Data	We may record calls for training and auditing purposes. Lawful basis: ‘our legitimate interests’.	Directly obtained.
Email and Web Contact	Identity Data, Contact Data	To respond to your enquiry or complaint and improve our service. Lawful basis: ‘our legitimate interests’.	Directly or indirectly obtained.
Consumer Marketing	Identity Data, Contact Data, Transaction Data, Marketing and Communications Data	If you make a purchase with us, we may send you information we think you might be interested in. Lawful basis: ‘our legitimate interests’.	Directly obtained.

Our use of Cookies

Cookies are small text files that are placed on your computer’s hard drive through your web browser when you visit any web site. They are widely used to make web sites work, or work more efficiently, as well as to provide information to the owners of the site.

Like all other users of cookies, we may request the return of information from your computer when your browser requests a web page from our server. Cookies enable our web server to identify you to us, and to track your actions and the pages you visit while you use our website. The cookies we use may last for a single visit to our site (they are deleted from your computer when you close your browser), or may remain on your computer until you delete them or until a defined period of time has passed.

Although your browser software enables you to disable cookies, we recommend that you allow the use of cookies in order to take advantage of the features of our website that rely on their use. If you prevent their use, you will not be able to use all the functionality of our website.

What happens if I refuse to give MAK Estates my personal data?

The information about you that we have collected for the performance of our contracts is required in order for us to successfully fulfil our obligations to you. If you choose not to provide the personal data requested, we will not be able to enter into a contract with you to provide the benefits we offer.

What profiling or automated decision making do we perform?

MAK Estates does not perform any profiling or automated decision making based on your personal data.

How long will your personal data be kept?

MAK Estates holds different categories of personal data for different periods of time. Wherever possible, we will endeavour to minimise the amount of personal data that we hold and the length of time for which it is held.

• If ‘consent’ is the basis for our lawful processing of your data, we will retain your data so long as both the purpose for which it was collected, and your consent, are still valid. We review the status of your consent every twelve (12) months.
• Identity, Contact and Transaction Data are held indefinitely (subject to objection by the individual) in order to provide a superior service to returning customers.
• If we process your data on the basis of ‘legitimate interests’, we will retain your data for so long as the purpose for which it is processed remains active. We review the status of our legitimate interests every twelve (12) months.
• All categories of personal data held because they are essential for the performance of a contract, will be held for a period of six years, as determined by reference to the Limitations Act 1980, for the purposes of exercising or defending legal claims.

Who else will receive your personal data?

MAK Estates passes your data to third parties for the purposes of providing our services to you, and for no other purpose.

Does your data leave the EU?

MAK Estates uses overseas web and IT providers. Appropriate safeguards are in place for any international data transfers.

Third Party Data Controllers

Name of Third Party Controller	Processing performed
HMRC, regulatory authorities or other authorities	We are joint Controller with these authorities who require reporting of processing in some situations.
Postal/Courier Providers	We are joint Controller for the purposes of sending you physical documents.

Who can you complain to?

In addition to sending us your complaints directly to info@mak-estates.co.uk, you can send complaints to our supervisory authority. As MAK Estates predominantly handles the personal data of UK nationals, our supervisory authority is the Information Commissioner’s Office. Complaints can be made by visiting ico.org.uk.