Privacy Policy
Contents
- Introduction
- The information we collect on our website
- How we use your information
- Who we might share your information with
- How we keeping you updated on our business, products and services
- Your rights over your information
- How long we keep your information for
- Your data and Social Networks
- Security
- Cookies used by this website
- How to contact us
1. Introduction
IPRAC Ltd who are registered in England & Wales No. 10119393. We are committed to protecting the privacy and security of your personal information. We take care to protect the privacy of our customers and users of our products and or services that communicate online or offline with us, at events, over the phone or through our websites and social media platforms.
We have therefore developed this privacy policy to inform you of the data we collect, what we do with your information, what we do to keep it secure as well as the rights and choices you have over your personal information.
2. The Information we collect on our website
We only collect information that we know we will genuinely use and in accordance with the General Data Protection Regulation (GDPR). The type of information that we will collect on you, and you voluntarily provide to us on this website includes:
- Your full name
- Your email address
- Your address
- Your date of birth
- Your telephone number(s)
- Your passport number
- A scan of your passport
- Name of your bank
- Your banking IBAN
- The name of your company
- Registration number of your company
- Full name & email address of other directors / property owners
- Passport scans of other directors / property owners
- Social media profiles and third-party rental service profiles
- Scan of a document that proves property ownership
- Scan of a utility bill for a rental property
- Scan of Bank RIB
- Scan of company banking details
- Scan of certificate of incorporation
- Scan of utility bill of the head office
- Rental property address
- Rental property details such as number of bedrooms, bathrooms
- Length of property ownership
- Your IP address at the time
- The time and date of when you submitted information
- The corresponding statement that you consented to
- We may, in further dealings with you, extend this information to include your services used, and subscriptions, records of conversations and agreements and payment transactions.
Traveller Specific
The following fields relate specifically to travellers who are either performing a property check or registering a booking:
- Your full name
- Your email address
- Your phone number(s)
- Your address
- Rental property booking dates
- Deposit and total rental cost
- Payment method
You are under no statutory or contractual requirement or obligation to provide us with your personal information; however we require at least the information above in order for us to deal with you as a member in an efficient and effective manner.
The legal basis for processing your data is based on your specific consent that we will have requested at the point the information was initially provided, therefore we will not store, process or transfer your data outside the parties detailed below unless we have an appropriate lawful reason to do so.
Hotjar
We use Hotjar in order to better understand our users’ needs and to optimise this service and experience. Hotjar is a technology service that helps us better understand our users experience (e.g. how much time they spend on which pages, which links they choose to click, what users do and don’t like, etc.) and this enables us to build and maintain our service with user feedback. Hotjar uses cookies (listed later in this policy) and other technologies to collect data on our users’ behavior and their devices (in particular device’s IP address (captured and stored only in anonymized form), device screen size, device type (unique device identifiers), browser information, geographic location (country only), preferred language used to display our website).
Hotjar stores this information in a pseudonymized user profile. Neither Hotjar nor we will ever use this information to identify individual users or to match it with further data on an individual user. For further details, please see Hotjar’s privacy policy.
You can opt-out to the creation of a user profile, Hotjar’s storing of data about your usage of our site and Hotjar’s use of tracking cookies on other websites by following this opt-out link.
3. How we use your information
- To contact you, following your enquiry, reply to any questions, suggestions, issues or complaints you have contacted us about;
- Make available our products and services to you;
- Process your orders;
- Take payment from you or give you a refund;
- Personalise your shopping experience, for example we may provide you with details of products that match a product, which you may have purchased or enquired about previously;
- For statistical analysis and to get feedback from you about our products, websites, mobile apps, and other services and activities. For example, occasionally we may invite you to review a product or service you’ve bought or used from us. If we do, it’s possible that we’ll use independent research and feedback providers to act on our behalf;
- To power our security measures and services so you can safely access our website and mobile apps;
- Help us understand more about you as a customer, the products and services you consume, so we can serve you better;
- Contact you about products and services from us;
- Provide you with online advertising and promotions; and
- Help answer your questions and solve any issues you have.
4. Who we might share your information with
As part of our property verification process, we may need to pass your personal information onto the following trusted third parties in order to validate your identity or property:
- Companies House within the UK
- Tax authorities in the country of residence
- Legal authorities if you have been reported for fraudulent operations
Additionally, we may share your personal data with other organisations in the following circumstances:
- If the law or a public authority says we must share the personal data;
- If we need to share personal data in order to establish, exercise or defend our legal rights (this includes providing personal data to others for the purposes of preventing fraud and reducing credit risk); or
- From time to time, employ the services of other parties for dealing with certain processes necessary for the operation of the Website. However, all the information we share will be collected and anonymised, so neither you nor any of your devices can be identified from it.
5. How we keep you updated on our business, products and services
Email Marketing
From time to time we may send you relevant offers and news about our business, products and services in a number by email, but only if you have consented to receive these marketing communications.
When interacting with our website, you may be asked if you’d like to sign-up to receive our email marketing communications and will you be asked explicitly to opt-in to receiving these.
You can change your Email Marketing subscription anytime by editing your preferences or unsubscribing altogether via the link at the bottom of any of our email marketing communications or by contacting us via the details at the end of this policy.
Membership Renewal
If you sign-up as a member of I-PRAC we will email you approximately two months in advance of your membership expiring in order to advise on renewal.
If your membership is not renewed before the expiry date we will email to inform you.
6. Your rights over your information
Right to Access Your Personal Information
You have the right to access the personal information that we hold about you in many circumstances, by making a request. This is sometimes termed ‘Subject Access Request’. If we agree that we are obliged to provide personal information to you (or someone else on your behalf), we will provide it to you or them free of charge and aim to do so within 30 days from when your identity has been confirmed.
We would ask for proof of identity and sufficient information about your interactions with us that we can locate your personal information.
Right to Correction of Your Personal Data
If any of the personal information we hold about you is inaccurate or out of date, you may ask us to correct it.
Right to Stop or Limit Our Processing of Your Data
You have the right to object to us processing your personal information if we are not entitled to use it any more, to have your information deleted if we are keeping it too long or have its processing restricted in certain circumstances.
For more information about your privacy rights
The Information Commissioner’s Office (ICO) regulates data protection and privacy matters in the UK. They make a lot of information accessible to consumers on their website and they ensure that the registered details of all data controllers such as ourselves are available publicly.
You can make a complaint to the ICO at any time about the way we use your information. However, we hope that you would consider raising any issue or complaint you have with us first. Your satisfaction is extremely important to us, and we will always do our very best to solve any problems you may have.
If you would like to exercise any of these above rights, please contact us via the details listed at the very end of this policy.
7. How long we keep your information for
We retain a record of your personal information in order to provide you with a high quality and consistent service. We will always retain your personal information in accordance with the General Data Protection Regulation (GDPR) and never retain your information for longer than is necessary. Unless otherwise required by law, your data will be stored for a period of 5 years after our last contact with you or your membership expiring, at which point it will be permanently deleted and therefore unretrievable.
8. Your data and Social Networks
When using this website, you may be able to share information through social networks like Facebook and Twitter. For example, when you ‘like’, ‘share’ or review our Services. When doing this, your personal information may be visible to the providers of those social networks and/or their other users. Please remember it is your responsibility to set appropriate privacy settings on your social network accounts so you are comfortable with how your information is used and shared on them.
9. Security
Data security is of great importance to IPRAC Ltd. and to protect your data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure your collected data.
We take security measures to protect your information including:
Physical & Managerial Security Procedures
- Limiting access to our buildings to those that we believe are entitled to be there (by use of passes, key card access and other related technologies);
- Implementing access controls to our information technology
- We use appropriate procedures and technical security measures (including strict encryption, anonymisation and archiving techniques) to safeguard your information across all our computer systems, networks, offices and stores.
- Never asking you to disclose your own passwords,
- Advising you never to enter your account number or password into an email or after following a link from an email.
Website Application and Hosting Security Procedures
- HTTPS – This website is secured via Hyper Text Transfer Protocol Secure (HTTPS). It means all communications between your browser and this website are securely encrypted. This means that even if somebody managed to break into the connection, they would not be able decrypt any of the data which passes between you and the website.
- Secure Payments via Stripe – All transactions taken and processed on this website are handled separately by Stripe.
- Secure Update Process – Inline with the security processes of our website development partner agency, this website application’s code-base is administered and updated via a password and FTP free process. All code-changes are deployed via a secure process that does not rely on the storage and visible access of passwords.
- Web Application Maintenance – Our organisation, working in collaboration with our website development agency, regularly monitor the security of this website and consistently update the core CMS platform and supporting extensions and plugins.
- PCI-DSS Compliant Server – Our website application is hosted and operations on a PCI-DSS compliant server independently certified by Security Metrics. The Payment Card Industry Data Security Standard (PCI DSS) applies to companies of any size that accept credit card payments.
- Cloudflare – Our website’s DNS is managed through CloudFlare who provide our content delivery network (CDN), DDoS attack mitigation, Internet security and distributed domain name server services.
10. Cookies used by this website
What are Cookies?
Cookies are small pieces of data, stored in text files, that are stored on your computer or other device when a website is loaded within your chosen browser. They are widely used to ‘remember’ you and your preferences, either for a single visit (through a ’session cookie’) or for multiple repeat visits (using a ‘persistent cookie’). They ensure a consistent and efficient experience for visitors, and perform essential functions such as allowing users to register and remain logged in. Cookies may be set by the site that you are visiting (known as ‘first party cookies’), or by other websites who serve up content on that site (‘third party cookies’).
What are ‘Strictly Necessary Cookies’?
These are the cookies that are essential for this website to perform its basic functions. These include those required to allow registered users to authenticate and perform account related functions.
Strictly Necessary Cookies are highlighted with a double asterisk (**) in the tables below:
Cookies set by WordPress
| Cookie Name | Description | Duration |
| wordpress_<hash> ** | On log in, wordpress uses the wordpress_[hash] cookie to store your authentication details. Its use is limited to the admin console area, /wp-admin/ | 2 years |
| wordpress_logged_in_<hash> ** | After login, wordpress sets the wordpress_logged_in_<hash> cookie, which indicates when you’re logged in, and who you are, for most interface use. | Session |
| wp-settings-<time>-<UID> ** | WordPress also sets a few wp-settings-<time>-<UID> cookies. The number on the end is your individual user ID from the users database table. This is used to customize your view of admin interface, and possibly also the main site interface. | Session |
| WordPress_google_apps_login ** | This cookie is set by the plugin ‘Google Apps Login for WordPress’ and may be present for users who login to WordPress via their Google or GSuite account. | Session |
| wordpress_test_cookie | Used to check whether your web browser is set to allow, or reject cookies. | Session |
Cookies set by Google Analytics
| Cookie Name | Description | Duration |
| _ga | Used to distinguish users. | 2 years |
| _gid | Used to distinguish users. | 24 hours |
| _gat | Used to throttle request rate. If Google Analytics is deployed via Google Tag Manager, this cookie will be named _dc_gtm_<property-id>. | 1 minute |
| AMP_TOKEN | Contains a token that can be used to retrieve a Client ID from AMP Client ID service. Other possible values indicate opt-out, inflight request or an error retrieving a Client ID from AMP Client ID service. | 30 seconds to 1 year |
| _gac_<property-id> | Contains campaign related information for the user. If you have linked your Google Analytics and AdWords accounts, AdWords website conversion tags will read this cookie unless you opt-out. Learn more. | 90 days |
| _gaexp | Optimize 360 – Used to determine a user’s inclusion in an experiment and the expiry of experiments a user has been included in. | 90 days |
Cookies set by CloudFlare
| Cookie Name | Description | Duration |
| __cfduid ** | The __cfduid cookie is used to identify individual clients behind a shared IP address and apply security settings on a per-client basis. | 1 years |
Cookies set by Hotjar
| Cookie Name | Description | Duration |
| _hjClosedSurveyInvites | Hotjar cookie. This cookie is set once a visitor interacts with a Survey invitation modal popup. It is used to ensure that the same invite does not re-appear if it has already been shown. | 365 days |
| _hjDonePolls | Hotjar cookie. This cookie is set once a visitor completes a poll using the Feedback Poll widget. It is used to ensure that the same poll does not re-appear if it has already been filled in. | 365 days |
| _hjMinimizedPolls | Hotjar cookie. This cookie is set once a visitor minimizes a Feedback Poll widget. It is used to ensure that the widget stays minimizes when the visitor navigates through your site. | 365 days |
| _hjDoneTestersWidgets | Hotjar cookie. This cookie is set once a visitor submits their information in the Recruit User Testers widget. It is used to ensure that the same form does not re-appear if it has already been filled in. | 365 days |
| _hjMinimizedTestersWidgets | Hotjar cookie. This cookie is set once a visitor minimizes a Recruit User Testers widget. It is used to ensure that the widget stays minimizes when the visitor navigates through your site. | 365 days |
| _hjIncludedInSample | Hotjar cookie. This session cookie is set to let Hotjar know whether that visitor is included in the sample which is used to generate funnels. | 365 days |
Miscellaneous Cookies
| Cookie Name | Description | Duration |
| complianceCookie | Used to distinguish your acknowledgement of our website’s Cookie Banner and subsequent policy (this document). | 14 days |
| PHPSESSID** | Used to persist data across different pages within the same session. For instance, storing an error message to be displayed on the next page | Session |
| regpop | Used to keep a preference of whether the registration help popup should remain open or not during the sign up process | Session |
| player** | Set by Vimeo for use with the Embedded Video Player.
Vimeo cookie policy reads: “Vimeo’s embeddable video player uses first-party cookies that we consider essential to the video player experience. We do not use third-party analytics or advertising cookies when our video player appears on a third-party website” Full policy: https://vimeo.com/cookie_policy |
365 days |
| __stripe_mid | Set by Stripe in order to process payments | 365 days |
How to change your Cookie preferences
The most popular web browsers typically provide additional tools to users for controlling or restricting cookies on their device. To find out more about cookies, including how to see what cookies have been set, visit www.aboutcookies.org or www.allaboutcookies.org.
Find out how to manage cookies on popular browsers:
To find information relating to other browsers, visit the browser developer’s website.
To opt out of being tracked by Google Analytics across all websites, visit http://tools.google.com/dlpage/gaoptout.
11. How to contact us
If you would like to exercise one of your rights as set out earlier in this policy, or you have a question or a complaint about this policy, the way your personal information is processed, please contact us by one of the following means:
Assigned Data Protection Officer: Chris Maughan
By email: [email protected]
By post: Lower Ground Floor, One George Yard, London, EC3V 9DF, UK
Thank you for taking the time to read our Privacy Policy.
IPRAC Ltd.