Privacy Policy

Voda-Forde Limited is committed to protecting and respecting your privacy. We adhere to this Privacy Policy (the â€œPolicyâ€) which togetherwith any disclaimers sets out the basis on which any personal data relating to you (â€œDataâ€) we collect from you (or that you provide to us, orthat is provided to us) by any means will be processed. Please read the following carefully to understand our use of Data.

Please note that the Policyrelates only to living individuals in relation to Data relating directly to themselves, and not to persons in any other capacity.

Construction new build and refurbishments, property management services, secretarial, accounting and bookkeeping services.In order to provide that service to you we maintain a database of personal data about you, our customer. We maintain that data securely and wenever sell your data to anyone else.

This Notice is split under several headings - if you click on a heading you will be taken directly to that section. More detailed information isavailable in several sections, or on request in some instances.

1.Who we are and how to contact us

2. What information about me do you collect and use, and where do you get my personal data from ?

3. Do you collect information from children (under 16yr olds) ?

4. How and why do you use my personal information ?

5. Do you share my information ?

6. Is my information sent outside the European Union ?

7. What is the legal basis for your collection and processing of my information ?

8. What are my rights, and how do I exercise them ?

9. Can I stop getting emails and other communications from you ?

10. Is my information secure ?

11. How long do you keep my information ?

12. How do I contact the Data Protection Commission ?

1.Who we are and how to contact us

We are Voda-Forde Limited, Private Company Limited by shares (LTD) or (Ltd)590519 and having its registered office at Woodfield, KillanullyBallygarvan, Co. Cork Eircode: T12 W6NN.

To our knowledge, no other company is using the same trading name as Voda-Forde Limited (Cork).

The CONTROLLER for the purposes of the General Data Protection Regulation EU2016/679, and the Data Protection Acts 1988 - 2018 is Voda-Forde Limited .

For data protection issues, please email Managing Director at cvf@vodaforde.com

Or write to us at:

Woodfield, Killanully Ballygarvan, Co. Cork Eircode: T12 W6NN

Tel: 021 4888 3002.

2. What information about me do you collect & use ? Where do we get your personal data from ?

"Personal data" is data which can identify you, either directly or indirectly, as an identified or identifiable individual.

When you engage with us via the website, or by letter, telephone or personally, we collect personal data in accordance with the law, such as yourname, address, contact details and purpose of your enquiry or concern.

We also collect data directly from you when you or your firm become a customer of Voda-Forde Limited.

We collect data directly from you when you become a tenant in one of our properties, when you avail of accommodation, or any of the services weprovide.

When you enter competitions organised by us.If you join any loyalty or discount scheme in operation.

When any incident involves the collection of personal data to investigate or handle.

We collect data when you avail of our services, or communicate with us or otherwise connect with us or post to social media pages.

When you sign up to our newsletter.When you take part in any survey, contest or promotional event or special offer.

We will also collect your name address, contact details, date of birth and PPS number in order to draft the Lease Agreement when you become atenant of one of the properties we manage.

We may also require a copy of your passport, driving licence or ID in order to verify your identity forthe purpose of providing you with a Lease Agreement.

In certain circumstance we may also collect from you some special category categories of data as follows: details of your bank account in order totransfer any refunds due to you or receive from you rent payments in accordance with the lease agreement.

For details of our cookies and how to opt out of their use, see our COOKIES page.

The personal data we collect includes the following:

Your full name including First Name and Surname.

Home address.

Work address.Email addresses.

Home and work phone numbers.

Mobile numbers.

Financial information about you, including your bank account details, credit card details, and other payment details.

Details of contracts you have entered with third parties for us to provide services to you

Any other data which you ask us to process on your behalf, or which is necessary for us to process in order to fulfil our role in providing ourproducts or services to you.

Images and video data via security cameras located on our premises.

PPS number.

We can also obtain personal information that you post on social media, such as Facebook, LinkedIn, Twitter etc.

Please keep in mind that if you directly disclose personal information or sensitive data through social media, this information may be collected andused by others. We have no control over such social media websites, and this Privacy Policy does not apply to such data.

You should consult eachsite's Privacy Policy for information about their processing.

For full details of your rights in connection with the personal data held by us, please ask for our Data Subjects Rights Policy by emailingcvf@vodaforde.com and we will help you as much as we can.

3. Do we offer our services directly to children (under 16yr olds) ?

The services are not directed to children under the age of 16 years and we request that such individuals do not provide personal date to us.

We doNOT collect any data from children and if we discover that we inadvertently have such data we will immediately delete it.

4. How and why do use my personal information ?

Voda-Forde Limited will process your information for the purposes as set out in this Policy, in particular :

To operate our website and deliver the response, product or service you have requested.

To provide to you our full range of products and services.

Carry out any contractual obligations we have towards you.

To promote and organise our business and interests.

To inform you of other products or services available from us.

To contact you directly or via surveys to conduct research about your opinion of our existing products or services or possible new offerings that wemay be considering.

To contact you on behalf of other business partners about offers or services we believe may be of interest to you (we will not disclose your personaldata without your consent).

In addition, we share data with trusted suppliers in order to assist us operate our business, provide customer support, to provide logistical services,provide computer and other services to us, to provide security services to us, to perform statistical analysis, to contact you via email or by post andto arrange for deliveries. All such third parties are prohibited from using your personal information except to provide these services to us, and theyare required to maintain the confidentiality of your information.

We will also process your data to comply with any legal obligation to which we may be subject, and to obey any Court Order.

5. Do you share my information ?

Your data is shared as necessary within Voda-Forde Limited for business purposes such as internal administration, invoicing, providing you, your organisation or company with our products, and as set out below.
We do not sell, rent, or otherwise share personal data with unaffiliated entities for their independent use except as expressly described in this Privacy Policy or with your prior consent.

We share data with our third-party service providers that perform services on our behalf, such as:

Vistaprint web host.
Microsoft Office Outlook - Contact List. Apex Computers - IT services provider. CCTV services providers.
DHL as our logistics provider.

We would also share with service providers, advisors, potential transactional partners, or other third parties in connection with the consideration, negotiation, or completion of a transaction in which we are acquired by or merged with another company or association, or we sell, liquidate, or transfer all or a portion of our assets.
All such sharing takes place only to the extent necessary to perform the services carried out for or on our behalf, and making sure that they comply with data protection law.
All such third parties are prohibited from using your personal information except to provide these services to Voda-Forde Limited and they are required to maintain the confidentiality of your information.
Voda-Forde Limited will otherwise disclose your personal information, without notice to you, only if required to do so by law or in the good faith belief that such action is necessary to: (a) conform to the edicts of the law or comply with legal process served on Voda-Forde Limited or the website; (b) protect and defend the rights or property of Voda-Forde Limited and its staff; and, (c) act under exigent circumstances to protect the personal safety of staff or users of the services or facilities of Voda-Forde Limited or the public.

6. Is my information sent outside the European Union ?

The personal data that we collect from you may be transferred to and stored outside the European Economic Area ("EEA"). It may also be processed by staff operating outside the EEA who work for one of our suppliers, in which case the third country's data protection laws will have been approved as adequate by the European Commission, or other applicable safeguards are in place as set out in the GDPR.
These safeguards are set out below: â€“

No known transfer of personal data outside the EU.

7. What is the legal basis for you collecting and processing my information ?

Irish and EU law sets out the grounds upon which data controllers such as Voda-Forde Limited can rely on to lawfully process personal data.

We rely on the following grounds:

Where you have given us consent to the processing of your personal data for a specific purpose, for example for marketing purposes; The processing is necessary for Voda-Forde Limited to fulfil our contract with you.

The processing is necessary for compliance with a legal obligation, for example to comply Revenue requirements;

The processing is necessary in order to protect the vital interests of a staff member or another person, for example, an attendee at a training course in a medical emergency;

The processing is necessary for the purposes of the legitimate interests pursued by Voda-Forde Limited or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject, (especially a child). Some marketing might take place under this heading, but never to children;

In relation to personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural personâ€™s sex life or sexual orientation only, the processing is carried out in the course of its legitimate activities with appropriate safeguards by aim and on condition that the processing relates solely to the members or to former members of the body or to persons who have
regular contact with it in connection with its purposes and that the personal data are not disclosed outside that body without the consent of the data subjects:
In relation to personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural personâ€™s sex life or sexual orientation only, the processing relates to personal data which are manifestly made public by the data subject:

The processing is necessary for the establishment, exercise or defence of legal claims;

The processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis of Union or Member State law or pursuant to contract with a health professional when those data are processed by or under the responsibility of a professional subject to the obligation of professional secrecy under Union or Member State law or rules established by national competent bodies or by another person also subject to an obligation of secrecy under Union or Member State law or rules established by national competent bodies;
The processing is necessary for reasons of public interest in the area of public health, such as protecting against serious cross-border threats to health or ensuring high standards of quality and safety of health care and of medicinal products or medical devices, on the basis of Union or Member State law which provides for suitable and specific measures to safeguard the rights and freedoms of the data subject, in particular professional; and

The processing is necessary for archiving purposes in the scientific or historical research purposes or statistical purposes based on Union or Member State law.

8. What are my rights, and how do I exercise them ?

Below we outline the rights you have in relation to the data we hold about you. If you would like to exercise any of these rights please ask for our SUBJECTS' RIGHTS POLICY and FORMS by emailing cvf@vodaforde.com which will help you to exercise any of the rights outlined here:

Access - you have the right to find out what data we hold about you, and to get a copy of the data;

Restriction of Processing - you have the right to ask us not to process some data, or not process in a particular way, in certain circumstances;

Right to object - you have the right to object to our processing of your data when we are processing it on the basis of our legitimate interests, for direct marketing purposes, or for statistical purposes;
Right to data portability - if we are processing by automated means your personal information that you gave us, on the basis of your consent or on the basis that it is necessary for the performance of a contract with us, you may ask us to provide the personal information to you in a machine- readable format;
Right of Rectification - if you believe that data we hold about you is inaccurate then you have the right to ask us to change and or correct it;

Right of erasure - in certain circumstances, you have the right to ask us to erase the information we hold about you. This is not an unlimited right, and we can discuss the issue with you if required;
Complaint - you have the right to complain to the Data Protection Commission if you feel that we are in breach of any of your rights. We would ask that you contact us first by emailing cvf@vodaforde.com, to enable us to try to deal with the matter to your satisfaction.

DATA PROTECTION COMMISSION

Dublin Office Portarlington Office
21 Fitzwilliam Square Station Road
Canal House Portarlington
Dublin 2 R32 AP23
D02 RD28
Phone +353 57 868 4800 or +353 761 104 800
LoCall 1 890 25 22 31
Fax +353 57 868 4757
email: info@dataprotection.ie

9. Can I stop getting emails, text messages and other communications from you ?

Yes !

If you no longer wish us to contact you in a particular way, e.g. no longer send you text messages, just advise us of that and we will respect your wishes.
As a customer of ours it is necessary for us to contact you from time to time in connection with services, for example to ensure your data is correct, or for product information purposes.

MARKETING

If you no longer wish to receive marketing communications by electronic means, just use the opt-out facility in any of our communications, OR advise us at: cvf@vodaforde.com.
You may also write to us or telephone us at:

Voda-Forde Limited

Woodfield, Killanully Ballygarvan, Co. Cork Eircode: T12 W6NN Tel: 021 4888 300

10. Is my information secure ?

Voda-Forde Limited secures your personal information from unauthorised access, use or disclosure.

Voda-Forde Limited secures the personal data you provide on computer servers in a controlled, secure environment, protected from unauthorised access, use or disclosure.
When personal data is transmitted to other Web sites, it is protected through the use of encryption, such as the Secure Socket Layer (SSL) protocol.

Documents or copies which are held by Voda-Forde Limited are always kept in secure lockable storage and access is restricted to those who require such access.
Data is retained only for as long as is necessary for the purpose for which it was obtained.

We undertake an analysis of the risks presented by our processing, and use this to assess the appropriate level of security we need to put in place. When deciding what measures to implement, we take account of the state of the art and costs of implementation.
We have an information security policy and take steps regularly to make sure the policy is implemented. Where necessary, we have additional policies and ensure that controls are in place to enforce them.
We make sure that we regularly review our information security policies and measures and, where necessary, improve them. We have put in place basic technical controls such as those specified by established frameworks like Cyber Essentials.
We understand that we may also need to put other technical measures in place depending on our circumstances and the type of personal data we process.
We use encryption andor pseudonymisation where it is appropriate to do so.
We understand the requirements of confidentiality, integrity and availability for the personal data we process.
We make sure that we can restore access to personal data in the event of any incidents, such as by establishing an appropriate backup process.
We conduct regular testing and reviews of our measures to ensure they remain effective, and act on the results of those tests where they highlight areas for improvement.
Where appropriate, we implement measures that adhere to an approved code of conduct or certification mechanism. We ensure that any data processor we use also implements appropriate technical and organisational measures

11. How long do you keep my information ?

Voda-Forde Limited will retain personal data only for as long as such retention is necessary having regard to the purpose for which we have collected it in the first place, or as long as is required by law.
Voda-Forde Limited will retain customer personal data for as long as any person or firm is a customer of Voda-Forde Limited.

If a person or firm ceases to be a customer of Voda-Forde Limited their personal data will be retained for as long as is necessary to process any existing orders, and for a period of seven years thereafter, or as long as may be required under any relevant legislation.
Certain data is required by law to be maintained for specific minimum periods and Voda-Forde Limited will retain such personal data for the period mandated by each specific law.
Data relating to employees is kept for the duration of employment and specified periods thereafter in accordance with our internal Retention Policy.

If you would like further information in respect of a particular category of data relating to you, please contact : cvf@vodaforde.com or contact us at :
Voda-Forde Limited,

Woodfield, Killanully Ballygarvan, Co. Cork Eircode: T12 W6NN Tel: 021 4888 300

In line with this Policy and our Subject Rights' Policy, we aim to respond to all such requests within 1 month.

12. How do I contact the Data Protection Commission ?

You have the right to complain to the Data Protection Commission if you feel that we are in breach of any of your rights. Full contact details are provided below.
We would ask that you contact us first at cvf@vodaforde.com or Woodfield, Killanully Ballygarvan, Co. Cork Eircode: T12 W6NN Tel: 021 4888 300 to enable us to try to deal with the matter to your satisfaction. If you wish to exercise any of the rights you have in respect of your data, please ask for our Data Subject Rights' Policy and Forms by emailing cvf@vodaforde.com and we will help you as much as we can.

DATA PROTECTION COMMISSION