SKENE ENTERPRISES (ABERDEEN) LTD.

At Skene Enterprises (Aberdeen) Ltd. (We) are committed to protecting and respecting your privacy.

This policy (together with other documents referred to in it) sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting https://www.inchmarlo-retirement.co.uk/ you are accepting and consenting to the practices described in this policy.

This policy explains the following:

1. How we obtain your personal information
2. What information we may collect from you
3. How we use your information
4. Where we store your personal data

For the purpose of the Data Protection Act 1998 (the Act), the data controller is Inchmarlo Retirement Village, Inchmarlo, Banchory, Aberdeenshire, AB31 4AL. It is owned by Skene Enterprises (Aberdeen) Ltd. (SEAL), and registered in Scotland no. 72866. Our registered office is at Ledingham Chalmers, Johnstone House, 52-54 Rose Street, Aberdeen, AB10 1HA. Our main trading address is 96 Rosemount Viaduct, Aberdeen, AB25 1NX. The Information Commissioner’s Office Registration number is Z5970995.

How do we obtain your personal information?

We collect information in the following ways:

1. When you give it to us directly. You may give us information about you by e-mailing us, by clicking on any e-mail address link, by clicking on the “Make an Enquiry” button and submitting an enquiry form on the website, by corresponding with us by phone or by leaving your contact details at Inchmarlo House Reception or at the Sales Office. This includes information you provide when asking about new developments, properties for sale, upcoming events or availability in the Care Home, or when you report a problem with our website.
2. When you give permission to other parties to share it with us. We may receive information about you if you use any of the other websites we operate or the other services we provide. In this case we will have informed you when we collected that data that it may be shared internally and combined with data collected on this site. We also work closely with third parties (including, for example, the Department for Social Services, GPs and hospitals, solicitors, any member of the health multi-disciplinary team and sub-contractors in technical, payment and delivery services, analytics providers, search information providers) and may receive information about you from them.
3. When your information is available publicly or from other external sources. We may combine information that we already know about you with information available publicly or information available from other external sources in order to gain a better understanding of you and to improve our products and services. An example of this would be information coming from a Home Owner’s or Resident’s Power of Attorney, Living Will or Care Manager. Depending on your settings or the privacy policies for social media and messaging services like Facebook, Twitter or LinkedIn, you might give us permission to access information from those accounts or services.

What information may we collect from you?

Personal information is any information that can be used to identify you. For example, it can include information such as your name, date of birth, e-mail address, postal address, telephone number, fax number, bank details, medical information, photographs and credit/debit card details.

We may collect and process the following data about you:

1. Information that you provide by contacting us, e.g. by clicking on any e-mail address link, by clicking on the “Make an Enquiry” button and submitting an enquiry form on the website, by corresponding with us by phone or by leaving your contact details at Inchmarlo House Reception or at the Sales Office. This includes information you provide when asking about new developments, properties for sale, upcoming events or availability in the Care Home, or when you report a problem with our website.
2. Medical and health information that you provide when moving into the Care Home or a home on the Estate. This will continue through our continuing relationship with you and for as long as you are using our care services.
3. Images of you may be captured when you are photographed during open days and events held in the Care Home or on the Estate, or via CCTV in the Care Home. Signage advises you where CCTV is in operation for safety reasons and that photographs may be taken. Permission is assumed unless you advise us that you do not wish any photographs of you to be used in any marketing material. Where authorities, e.g. the police, request such footage for the purposes of law enforcement, copies will be provided whether consent has been given or not.
4. If you contact us, we may keep a record of that correspondence.
5. We may also ask you to complete surveys that we use for research and feedback purposes, although you do not have to respond to them.
6. Details of your visits to our website including, but not limited to, traffic data, locations’ data, weblogs and other communication data, whether this is required for our own billing purposes or otherwise, and the resources that you access.

IP Addresses

We may collect information about your computer, including, where available, your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns, and does not identify any individual.

Cookies

Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our website. For detailed information on the cookies we use and the purposes for which we use them go to our Cookies Policy page. This page also includes instructions on how to disable cookies if you don’t want them to be used.

How do we use your information?

We use information held about you in the following ways:

1. To carry out our obligations arising from any contracts entered into between you and us and to provide you with the information and services that you request from us;
2. To provide you with information about other products and services we offer that are similar to those that you have already purchased or enquired about;
3. To provide you, or permit selected third parties to provide you, with information about goods or services we feel may interest you (unless you have exercised your right to prevent this).
4. If you are an existing customer, we will only contact you by electronic means (e-mail) with information about products and services similar to those which were the subject of a previous sale or negotiations of a sale to you.
5. If you are a new customer, and where we permit selected third parties to use your data, we (or they) will contact you by electronic means only if you have consented to this.
6. Images of you may be used in the website and marketing material unless you have advised us that you do not wish to be photographed/videoed.
7. If you do not want us to use your data in this way please tell us by sending your request to Julie MacKenzie, the Compliance Officer, at julie.mackenzie@inchmarlo-retirement.co.uk.

Where do we store your personal data?

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff may be engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.

Most information including application forms and medical/health information you provide to us is kept in individual Resident and Home Owner files securely in lockable cabinets. Paper copies of application forms and medical information are held securely in the administration office and access is granted to care staff on an as needed basis. Some other information is scanned and saved electronically and stored on our secure servers.

Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our website so any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.

How long will we retain your data for?

All data retained for Home Owners and Care Home Residents will be kept securely for 5 years from the date of departure. After this point, all information will be destroyed.

All personal data of interested parties will be retained for 5 years after your last interaction with us. After this point, all information will be disposed of securely.

Disclosure of your information

We may share your personal information with any part of The Skene Group of companies, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.

We may disclose your personal information to third parties:

• In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
• If Skene Enterprises (Aberdeen) Ltd. or substantially all of its assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets.
• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms and conditions of supply and other agreements; or to protect the rights, property, or safety of Skene Enterprises (Aberdeen) Ltd., our customers, or others. This includes exchanging information with the Care Inspectorate, your Power of Attorney, Social Services in the event of an investigation, emergency services in the event of an emergency; and other Care Managers or Care Homes in the event of departing Inchmarlo Retirement Village for another Care Home or Retirement Village.

Your rights

You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by contacting us at julie.mackenzie@inchmarlo-retirement.co.uk.

Our website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates, such as:

• the ASPC website for new and resale properties
• the Skene Group’s, Skene House HotelSuites’ and Skene Business Centres’ websites
• Humphrey’s blog
• You Tube for the video testimonials
• Google maps

We may also add links to property sale portals, e.g. Rightmove.

If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for. Please check these policies before you submit any personal data to these websites.

Access to information

You have the right to access all information held about you. Your right of access can be exercised in accordance with the data legislation in force. Any access request (also known as Subject Access Request or SAR) may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you. We will provide the information within one month of the date of the initial request.

Changes to our Privacy Policy

Any changes we may make to our privacy policy in the future will be posted on this page and, if and where appropriate, notified to you. Please check back frequently to see any updates or changes.

Contact

If you have any questions, comments or requests regarding this Privacy Policy, please contact us at julie.mackenzie@inchmarlo-retirement.co.uk.