Flints Auctions Ltd take the storage and use of personal data very seriously.
Who we are
Flints Auctions Ltd operate from our premises at unit 4B, Apollo House, Calleva Park, Aldermaston, RG7 8TN and via our websites at www.flintsauctions.com Our contact telephone number is +44 (0) 20 3086 8550.
How and when we collect your personal data
During the course of your business with us we collect personal data such as your name, address, telephone numbers and email addresses. We also collect bank details from clients (vendors) who have shown BACS as their preferred payment method.
Visitors to our website will also provide certain information to us via cookies which may include your IP address, geographical information, etc.
In addition some information is provided by third parties when they instruct us to act on their behalf.
CCTV operates throughout our premises and at our sales, both inside and out, and those images are stored for security and training reasons.
What personal data do we process and why?
- We collect your name, address, telephone number and email address under the following circumstances:
You register as a bidder, either in person or online
You register as a vendor. We will also collect your bank details for remitting auction proceeds.
You request condition reports
You ask to be placed on our mailing lists
You, or your agent, requests that we carry out a valuation
We will also be provided with personal data if we are instructed to act on behalf of a third party.
We collect this information for legitimate business reasons and store the information in line with legal requirements.
- To comply with legal requirements (e.g. Money Laundering Regulations) we may also ask for your date of birth and photographic identification to verify your identity. We will also store details of past transactions with us and information relating to any dispute or legal proceeding.
We collect and store this information to comply with our legal obligations.
- Flints Auctions Ltd operate email mailing lists to provide you with details of forthcoming auctions or details of particular lots that may be of interest to you. For this we collect your name and email address. On occasion we also send client information through the mail to your postal address. You are free to opt out from our marketing mailings at any time and an email opt-out link is on each marketing email we send out.
We collect and store this information for legitimate business interests.
- Our saleroom office and storage are protected by CCTV for the safety of our employees, clients and visitors. CCTV images are stored for a reasonable amount of time and may, in the case of theft for example, be passed to third parties if they have and can prove a legal right to access. On occasions the auctions may be filmed and your image, or that of your property, could be captured and shown and reproduced via traditional or social media. The right to reproduce images remains with Flints Auctions Ltd.
We collect these images for legitimate business reasons.
- We keep records regarding the ownership of property such as the vendor and buyer of each lot. This information may be used if there is an allegation of fraud, theft or any other unlawful activity and will be passed on to the law enforcement agencies such as the police if they have and can prove a legal right to access.
We collect this information for legitimate business reasons and use it for the prevention of crime.
- Access To Data:
It is essential that staff with the relevant permissions have access to your data in order to efficiently run the business. All our computers and servers are password protected.
- Retention Of Data
Flints Auctions Ltd will securely store data for the periods laid out in their Data Retention Schedule which in the majority of cases is seven years or in line with relevant laws or regulatory obligations (for instance HMRC).
- Transfer Of Data
Flints Auctions Ltd will not release your information to third parties to use for their own purposes. We do share data with third parties when it is necessary in order to complete a service.
Our email mailing list is managed through Mailchimp and client data such as name, email address and telephone number is saved on their servers.
Payments made through the website are made through paypal and we do not have access to your card details.
In addition, your data may be transferred to third parties who help us to maintain our service standards such as removal contractors, consultant valuers, etc.
Flints Auctions Ltd also have an obligation to provide data to third parties for the prevention and detection of crime and for anti-money laundering checks.
We collect this information for legitimate business reasons.
- How do we keep your data secure?
We take all appropriate and reasonable steps to keep your data secure by means of physical protection, passwords, anti-virus protection and staff training.
- Access to your data
You have a right of access to your personal data that we hold and can have any inaccuracies corrected. This can be obtained by completing a Subject Access Request (SARS) and providing proof of your identity. This should be forwarded for the attention of Mr k. Petts, Flints Auctions Ltd, Unit 4B, Apollo House, Reading, RG7 8TN
- Your Consent
- Your right to be forgotten and withdrawal of consent
Under Article 17 of the GDPR individuals have the right to have personal data erased. This is also known as the ‘right to be forgotten’. The right is not absolute and only applies in certain circumstances, details of which can be found on the Information Commissioner’s Office website. https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/right-to-erasure/. We will action any right to be forgotten within one month of the request being made to us unless we have a legal obligation to keep or in the exercise or defence of legal claims.
- Contact Information
Flints Auctions Ltd
Tel: +44 (0) 20 3086 8550
You may also contact us on the above address in respect of any complaint relating to the processing of your personal data. You may also raise a complaint with the Information Commissioner’s Office (ICO) at https://ico.org.uk/.
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