TERA Privacy Policy | SHB

TERA Privacy Policy

Effective Date: [09/10/2024]
Last Updated: [04/04/2025] 

This Privacy Policy outlines how SHB Real Estate Ltd (“SHB”, “we”, “our”, or “us”) collects, uses, stores, and protects personal data in connection with TERA, our online portfolio management application hosted on the Salesforce platform. We are committed to protecting the privacy of our users and ensuring that their data is handled in accordance with applicable data protection laws, including the General Data Protection Regulation (GDPR), UK GDPR, and the Data Protection Act 2018.  

Who We Are 

SHB Real Estate Ltd is a commercial property company based in 14 Floral Street, Covent Garden, London, WC2E 9DH. We are the data controller for the personal data collected through the TERA application. If you have any questions about this policy or how we handle your data, you can contact us at: 

Email: [email protected]
Phone: 020 3725 8900
Address: 14 Floral Street, Covent Garden, London, WC2E 9DH 

What Data We Collect 

We collect the following types of information through TERA: 

  1. User Information
  2. – Full name 
  3. – Email address 
  4. – Job title 
  5. – Company name 
  6. – Login credentials (encrypted) 
  1. Portfolio and Property Data
  2. – Property addresses
  3. – Lease details (e.g., lease terms, rent, tenant information) 
  4. – Building characteristics (e.g., size, usage, energy data) 
  1. Usage and Technical Information
  2. – IP address 
  3. – Browser type and version 
  4. – Device information 
  5. – Session data and activity logs 
 How We Use Your Data 

We use your personal data for the following purposes: 

– To provide and manage access to the TERA platform
– To facilitate portfolio tracking and reporting functionality
– To communicate with you regarding your account or system updates
– To monitor system performance and user activity for security and support
– To comply with legal or regulatory obligations 

Legal Basis for Processing 

We process your personal data based on one or more of the following legal grounds: 

  • – Contractual necessity: To fulfil our agreement with you or your employer 
  • – Legitimate interests: For platform performance, security, and business analysis 
  • – Consent: When you have explicitly agreed to optional data uses 
  • – Legal obligation: To meet applicable legal and regulatory requirements 
 Sharing Your Data 

We do not sell your personal data. However, we may share it with: 

  • – Salesforce: As our platform and hosting provider, under strict data processing terms
    – Service providers: Such as analytics or security services, under data processing agreements
    – Regulators or legal authorities: When required by law or in connection with legal proceedings 
  • Data Storage and Retention 

All data is securely stored on Salesforce’s cloud infrastructure, with data centres compliant with industry standards (e.g., ISO 27001, SOC 2). 

We retain your data only as long as necessary for the purposes outlined in this policy, or as required by law. Data retention schedules are reviewed regularly.  

Your Rights 

Under data protection laws, you may have the right to: 

  • – Access the personal data we hold about you 
  • – Correct or update inaccurate information 
  • – Request deletion of your data (“right to be forgotten”) 
  • – Object to or restrict certain types of processing 
  • – Port your data to another provider 
  • – Withdraw your consent (where applicable) 
  • – Lodge a complaint with a data protection authority 

To exercise your rights, please contact us at [[email protected]]. 

 Cookies and Tracking 

TERA may use cookies or similar technologies for performance monitoring and security purposes. These are not used for advertising or third-party tracking. You can manage cookies via your browser settings. 

 Data Security 

We apply technical and organizational measures to protect your data, including:
– Encrypted transmission (SSL/TLS)
– Role-based access controls
– Audit logging
– Regular security reviews and updates  

International Transfers 

We currently do not process data in locations outside the UK or EU. However, in the event this changes, we ensure appropriate safeguards are in place (e.g. Standard Contractual Clauses). 

Changes to This Policy 

We may update this policy from time to time. If material changes are made, we will notify you via email or through the TERA platform. We encourage you to review this policy periodically. 

Contact Us 

If you have questions or concerns about this Privacy Policy, or how your data is handled, please contact: 

SHB Real Estate Ltd
14 Floral Street, Covent Garden, London, WC2E 9DH
Email: [email protected]
Phone: 020 3725 8900