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GDPR Compliance Statement

Last Updated: October 2024

Our Commitment to Data Protection

Sharpcabin operates in full compliance with the General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018. We are committed to protecting the personal information of individuals who engage with our services.

Data Controller Information

For the purposes of GDPR, Sharpcabin acts as the data controller for personal information collected through our website and service delivery activities.

Contact details:
Sharpcabin
Berkeley Square House
Berkeley Square
Mayfair
London W1J 6BD
United Kingdom
Email: [email protected]

Lawful Basis for Processing

We process personal data under the following lawful bases as defined by GDPR Article 6:

Contract Performance (Article 6(1)(b))

Processing necessary to perform services you have engaged us to provide, including property search consultation, lease negotiation, property inspection, relocation support, and portfolio management.

Legitimate Interests (Article 6(1)(f))

Processing necessary for our legitimate business interests, including:

  • Maintaining ongoing client relationships and service continuity
  • Improving service quality based on usage analysis and feedback
  • Preventing fraud and ensuring security of systems and data
  • Network and information security

We conduct regular assessments to ensure legitimate interest processing does not override individual rights and freedoms.

Legal Obligation (Article 6(1)(c))

Processing required to comply with legal obligations including:

  • Tax and accounting record maintenance
  • Property transaction documentation requirements
  • Anti-money laundering compliance
  • Regulatory reporting obligations

Consent (Article 6(1)(a))

Where specifically obtained for particular processing activities such as marketing communications. Consent may be withdrawn at any time without affecting the lawfulness of processing conducted prior to withdrawal.

Your GDPR Rights

Under GDPR, you have the following rights regarding personal data:

Right of Access (Article 15)

You may request confirmation of whether we process your personal data and obtain a copy of such data along with supplementary information about the processing.

Right to Rectification (Article 16)

You may request correction of inaccurate personal data and completion of incomplete personal data.

Right to Erasure (Article 17)

You may request deletion of personal data in specific circumstances including:

  • Data no longer necessary for original collection purpose
  • Withdrawal of consent where consent was the lawful basis
  • Objection to processing based on legitimate interests
  • Data processed unlawfully
  • Legal obligation requires erasure

This right is not absolute and may be limited by our legal obligations to retain certain records.

Right to Restriction of Processing (Article 18)

You may request restriction of processing in certain situations including disputed data accuracy, unlawful processing, or pending verification of legitimate grounds for processing.

Right to Data Portability (Article 20)

You may request personal data you provided to us in a structured, commonly used, machine-readable format and have the right to transmit that data to another controller where technically feasible.

Right to Object (Article 21)

You may object to processing based on legitimate interests or for direct marketing purposes. We will cease processing unless we demonstrate compelling legitimate grounds that override your interests, rights, and freedoms.

Rights Related to Automated Decision-Making (Article 22)

We do not engage in automated decision-making or profiling that produces legal or similarly significant effects.

Exercising Your Rights

To exercise any GDPR rights, submit a request to [email protected]. We will respond within one month of receiving your request, though complex requests may require up to three months with notification of extension.

We may require verification of your identity before processing rights requests to ensure personal data is disclosed only to entitled individuals.

Data Retention

Personal data is retained only as long as necessary to fulfill collection purposes and meet legal obligations. Typical retention periods include:

  • Active client data: duration of service relationship plus seven years
  • Inquiry data (non-client): two years from last contact
  • Financial records: seven years following transaction date (legal requirement)
  • Marketing consent records: until consent withdrawal plus documentation period

Data Security Measures

We implement appropriate technical and organizational measures to ensure data security appropriate to the risk, including:

  • Encryption of personal data in transit and at rest
  • Access controls limiting data access to authorized personnel only
  • Regular security assessments and updates
  • Staff training on data protection principles and practices
  • Incident response procedures for potential data breaches

Data Breach Notification

In the event of a data breach likely to result in risk to your rights and freedoms, we will notify you without undue delay in accordance with GDPR Article 34. We will also notify the ICO within 72 hours where required by Article 33.

International Data Transfers

Personal data is primarily stored and processed within the United Kingdom. Any international transfers comply with GDPR requirements through appropriate safeguards such as Standard Contractual Clauses or adequacy decisions.

Third-Party Processing

Where third-party service providers process personal data on our behalf, we ensure GDPR-compliant data processing agreements are in place establishing:

  • Processing only on our documented instructions
  • Appropriate security measures
  • Confidentiality commitments
  • Assistance with rights requests and regulatory obligations

Children's Data

Our services are not directed toward individuals under 18. We do not knowingly collect personal data from children. If we become aware of inadvertent collection, we will delete such data promptly.

Supervisory Authority

You have the right to lodge a complaint with a supervisory authority, particularly in the EU member state of your habitual residence, place of work, or place of alleged infringement.

UK Supervisory Authority:
Information Commissioner's Office (ICO)
Website: ico.org.uk
Telephone: 0303 123 1113

Policy Updates

This GDPR compliance statement may be updated to reflect changes in our processing activities or legal requirements. Significant changes will be communicated to active clients. The last updated date appears at the top of this document.

Contact for Data Protection Matters

For questions regarding GDPR compliance or data protection practices, contact [email protected] with "Data Protection Inquiry" in the subject line.