Overstone Associates Limited

Privacy policy


1. Introduction

  1. This Privacy Policy describes how Overstone Associates collects, uses and shares the information you provide to us and the information we collect in the course of operating our business and website.
    In this Policy when we refer to Overstone Associates or "we"/"us"/"our" we mean Overstone Associates Limited and any of its subsidiaries and affiliates worldwide. We are committed to safeguarding the privacy of our website visitors and service users. We may revise this Policy at any time by amending this page. You are expected to check this page from time to time to take notice of any changes we make, as they are binding on you.

  2. "Personal data" or "personal information" is any information that can be used to identify you or that we can link to you and which we have in our possession or control. This policy applies where we are acting as a data controller with respect to the personal data of our website visitors and service users; in other words, where we determine the purposes and means of the processing of that personal data.

  3. We use cookies on our website. Insofar as those cookies are not strictly necessary for the provision of our website and services, we will ask you to consent to our use of cookies when you first visit our website.


2. How we use your personal data

  1. We may process data about your use of our website and services ("usage data"). The usage data may include your IP address, geographical location, browser type and version, operating system, referral source, length of visit, page views and website navigation paths, as well as information about the timing, frequency and pattern of your service use. The source of the usage data is our analytics tracking system. This usage data may be processed for the purposes of analysing the use of the website and services.

  2. We may process your account data ("account data"). The account data may include your name and email address. The source of the account data is you. The account data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you.

  3. We may process your information included in your personal profile on our website ("profile data"). The profile data may include your name, address, telephone number, email address, profile pictures, gender, date of birth, relationship status, occupation, as provided to us or indicated in particular in your ID and your proof of residency. It may also include data we obtain about you from other sources, relating to your history and other details about you and your property, which will be provided to us by a third party that provides background screening services to us, in particular as part of our due diligence process. The profile data may be processed for the purposes of enabling and monitoring your use of our website and providing our services to you.

  4. We may process your personal data that are provided in the course of the use of our services ("service data"). The service data may include in particular details about your property, its provenance, its import/export history, its value, its authenticity, its condition. The source of the service data is either you, our software or a third party that provides specific services to us, as the case may be. The service data may be processed for the purposes of operating our website, providing our services, ensuring the security of our website and services, maintaining back-ups of our databases and communicating with you.

  5. We may process information that you provide to us for the purpose of subscribing to our email notifications and/or newsletters ("notification data"). The notification data may be processed for the purposes of sending you the relevant notifications and/or newsletters.

  6. We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

  7. We may process any of your personal data identified in this policy where necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice.

  8. We rely on the following legal grounds to process your personal information, namely:

    • Consent - we may need your consent to use your personal information. You can withdraw your consent by contacting us (see below).
    • Performance of a contract - we may need to collect and use your personal information to enter into a contract with you or to perform our obligations under a contract with you.
    • Legitimate interest - we may use your personal information for our legitimate interests, some examples of which are given above.
    • Compliance with law or regulation - we may use your personal information as necessary to comply with applicable law/regulation.

3. Providing your personal data to others

  1. We may disclose your personal data to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries) insofar as reasonably necessary for the purposes, and on the legal bases, set out in this policy.

  2. We may disclose your personal data to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining or maintaining insurance coverage, managing risks, obtaining professional advice, or the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

  3. We may disclose your personal data to third party agents, suppliers or contractors, bound by a duty of confidentiality, insofar as reasonably necessary for the purposes set out in this policy.

  4. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defense of legal claims, whether in court proceedings or in an administrative or out-of-court procedure.

  5. In addition to the specific disclosures of personal data set out in this Section 3, we may disclose your personal data where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person.


4. International transfers of your personal data

Where we transfer your personal information outside Europe, we will ensure that it is protected and transferred in a manner consistent with legal requirements applicable to the information. This can be done in a number of different ways, for instance:

  • the country to which we send the personal information may be approved by the European Commission,
  • the recipient may have signed a contract based on "model contractual clauses" approved by the European Commission, obliging them to protect your personal information, or
  • where the recipient is located in the US, it may be a certified member of the EU-US Privacy Shield scheme.
    In other circumstances, the law may permit us to otherwise transfer your personal information outside Europe. In all cases, however, any transfer of your personal information will be compliant with applicable data protection law.

5. Keeping your personal data and security of personal data

How long we hold your personal information for will vary and will depend principally on:

  • the purpose for which we are using your personal information - we will need to keep the information for as long as is necessary for the relevant purpose, and
  • legal obligations - laws or regulation may set a minimum period for which we have to keep your personal information.

We will ensure that the personal information that we hold is subject to appropriate security measures.


6. Your rights

  1. You have a number of legal rights in relation to the personal information that we hold about you and you can exercise your rights by contacting us using the details set out below.
  2. Your principal rights under data protection law are:
    • the right to access;
    • the right to rectification;
    • the right to erasure;
    • the right to restrict processing;
    • the right to object to processing;
    • the right to data portability;
    • the right to complain to a supervisory authority; and
    • the right to withdraw consent.
  3. You have the right to confirmation as to whether or not we process your personal data and, where we do, access to the personal data, together with certain additional information. That additional information includes details of the purposes of the processing, the categories of personal data concerned and the recipients of the personal data. Providing the rights and freedoms of others are not affected, we will supply to you a copy of your personal data. The first copy will be provided free of charge, but additional copies may be subject to a reasonable fee.
  4. You have the right to have any inaccurate personal data about you rectified and, taking into account the purposes of the processing, to have any incomplete personal data about you completed.
  5. In some circumstances you have the right to the erasure of your personal data without undue delay. Those circumstances include: the personal data are no longer necessary in relation to the purposes for which they were collected or otherwise processed; you withdraw consent to consent-based processing; you object to the processing under certain rules of applicable data protection law; the processing is for direct marketing purposes; and the personal data have been unlawfully processed. However, there are exclusions of the right to erasure. The general exclusions include where processing is necessary: for exercising the right of freedom of expression and information; for compliance with a legal obligation; or for the establishment, exercise or defense of legal claims.
  6. In some circumstances you have the right to restrict the processing of your personal data. Those circumstances are: you contest the accuracy of the personal data; processing is unlawful but you oppose erasure; we no longer need the personal data for the purposes of our processing, but you require personal data for the establishment, exercise or defense of legal claims; and you have objected to processing, pending the verification of that objection. Where processing has been restricted on this basis, we may continue to store your personal data. However, we will only otherwise process it: with your consent; for the establishment, exercise or defense of legal claims; for the protection of the rights of another natural or legal person; or for reasons of important public interest.
  7. You have the right to object to our processing of your personal data on grounds relating to your particular situation, but only to the extent that the legal basis for the processing is that the processing is necessary for: the performance of a task carried out in the public interest or in the exercise of any official authority vested in us; or the purposes of the legitimate interests pursued by us or by a third party. If you make such an objection, we will cease to process the personal information unless we can demonstrate compelling legitimate grounds for the processing which override your interests, rights and freedoms, or the processing is for the establishment, exercise or defense of legal claims.
  8. You have the right to object to our processing of your personal data for direct marketing purposes (including profiling for direct marketing purposes). If you make such an objection, we will cease to process your personal data for this purpose.
  9. You have the right to object to our processing of your personal data for scientific or historical research purposes or statistical purposes on grounds relating to your particular situation, unless the processing is necessary for the performance of a task carried out for reasons of public interest.
  10. To the extent that the legal basis for our processing of your personal data is:
    (a) consent; or
    (b) that the processing is necessary for the performance of a contract to which you are party or in order to take steps at your request prior to entering into a contract,
    and such processing is carried out by automated means, you have the right to receive your personal data from us in a structured, commonly used and machine-readable format. However, this right does not apply where it would adversely affect the rights and freedoms of others.
  11. If you consider that our processing of your personal information infringes data protection laws, you have a legal right to lodge a complaint with a supervisory authority responsible for data protection. You may do so in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.
  12. To the extent that the legal basis for our processing of your personal information is consent, you have the right to withdraw that consent at any time. Withdrawal will not affect the lawfulness of processing before the withdrawal.
  13. You may exercise any of your rights in relation to your personal data by written notice to us.

7. Our details

This website is owned and operated by Overstone Associates Limited.

  • We are registered in England and Wales under registration number 08068814, and our registered office is at:
    Hampden House, Monument Park, Chalgrove, Oxford OX44 7RW, UK.
  • Our principal place of business is at:
    96 Kensington High Street, London W8 4SG, UK.
  • You can contact us:
    by post, to: Data Protection Officer, Overstone Associates Ltd, 96 Kensington High Street, London W8 4SG, UK.
    or by email: info@overstoneassociates.com.