Your Privacy
How Clear Estate Solutions looks after your information
We meet people at difficult moments. You tell us things about your family and let us into your home. This explains what we do with what you tell us, in plain language.
The five things that matter most
- We only ask for what we need to do the job.
- We never sell your information, and we do not advertise to you.
- Photographs of your home are private and are only seen by our team.
- We do not track you around the internet.
- You can ask us what we hold about you, and ask us to correct or delete it.
1. WHO IS RESPONSIBLE
Clear Estate Solutions is responsible for the information described here. Under Jamaica's Data Protection Act we are the "data controller".
If you want to ask about anything in this policy, or exercise any of the rights in section 9, contact us:
Email: estateadmin@clearja.com
Telephone: 876-506-0580
2. WHAT WE COLLECT, AND WHEN
We do not collect anything just in case. Each of these is tied to something you asked us to do.
When you book a walkthrough or make an enquiry. Your name, email address, telephone number and WhatsApp number if you give one. The address of the property, its parish, what kind of property it is, roughly how many items are involved, when you would like the sale and the visit to happen, how urgent it is, which service you are interested in, and anything you write in the notes. We also ask why you are getting in touch. You do not have to answer that, and you can write as little as you like.
Photographs, if you send them. You may attach photographs of the property or its contents. These go into private storage that the public cannot reach. Only Clear Estate staff who are handling your enquiry can open them. They are never published, never attached to a public listing, and never used in our marketing unless you tell us in writing that we may.
When you create an account. Your email address and a password. We never see your password — it is scrambled before it is stored and cannot be read back, by us or by anyone else. You may also add your name, telephone and WhatsApp number.
When you buy something. What you saved, offered, bid on and bought. The name and telephone number you give for the order, and a delivery address if you choose delivery. If you pay by bank transfer, the confirmation you upload — which is usually a screenshot from your banking app. Those uploads are held in private storage and can only be opened by staff who handle payments.
When we are the ones selling for you. The details needed for your agreement and your settlement statement: who you are, your authority to sell the estate's property, the items, what they sold for, our fees and expenses, and how to pay you.
Automatically. A sign-in cookie, so the site remembers you between pages. That is the only cookie we set. We keep a record of the emails and text messages we send you, so we can tell you what was sent and when. We keep a record of which staff member changed which record, so that money and inventory can be accounted for.
What we do NOT do. We have no advertising pixels, no analytics service, and no third-party tracking of any kind on this website. Nobody is watching what you browse here, and nothing about you is passed to advertisers.
3. WHY WE ARE ALLOWED TO HOLD IT
Under the Data Protection Act we must have a proper reason for holding your information. Ours are:
To do what you asked. Arranging your walkthrough, running your sale, taking your order, arranging collection or delivery, paying you your settlement. This is the reason for most of what we hold.
Because the law requires it. Records of sales, payments and money handled on someone else's behalf must be kept for a period set by law, whatever else you or we would prefer.
Because we have a genuine business need. Keeping our sales honest, investigating a dispute about who bought what, preventing fraud, and keeping our own records straight. We weigh this against your privacy and it does not override your rights.
Because you agreed. Marketing emails, and anything else we have specifically asked your permission for. You can withdraw that permission at any time and it costs you nothing.
4. MESSAGES WE SEND YOU
Some messages are part of the service and you cannot switch them off while you have a live order: your order confirmation, a payment receipt, a collection time, or the fact that the item you were holding has been released. These are the transactional messages.
Everything else — news about upcoming sales, new items you might like — is optional. You control it in your account under notification preferences, and every marketing email has an unsubscribe link.
5. WHO ELSE SEES IT
Our own staff, and only the ones who need to. Access follows the job: somebody printing labels cannot see your payment details.
The family or executor we are selling for, where a sale needs it. They see that an item sold and for how much. They do not receive your contact details unless you agree.
Companies that help us run the service. Our website and database hosting, the service that sends our emails, and the service that sends our text messages. They process the information on our instructions and may not use it for their own purposes.
Anyone the law requires. A court order, a lawful request from the police or a regulator, or where we must report something.
We do not sell your information. We do not rent it, trade it or pass it to advertisers. There is no circumstance in which we would.
6. PHOTOGRAPHS AND ADDRESSES
Estate sales are private by nature, often at a house nobody is living in. Two things follow.
The address of a sale is protected. Each sale has its own rule, which the family chooses: the address may be shown straight away, or held back until you register, until you buy something, until you book a collection time, until a set number of hours before, or only on the day.
Your photographs stay private. Photographs you send with an enquiry are stored privately, reviewed by our team, and either kept on the enquiry record or discarded. Every decision to keep or discard one is recorded, with who did it and when.
7. HOW LONG WE KEEP IT
Enquiries that do not become a sale: two years, then deleted.
Accounts: while your account is open, and for one year after you close it.
Sales, orders, payments and settlements: seven years, because records of money handled for other people must be kept.
Photographs sent with an enquiry: kept with the enquiry, or discarded during review.
Records of messages we sent you: two years.
If you ask us to delete something we must keep for one of these reasons, we will tell you which reason applies rather than quietly ignoring you.
8. HOW WE PROTECT IT
Everything travels over an encrypted connection. Passwords are scrambled and cannot be read back. Photographs and payment confirmations sit in private storage, not on the public website. Staff accounts have only the access their role requires, and staff handling money must use two-step sign-in. Changes to records are logged.
No system is perfectly safe, and we will not claim otherwise. If information about you is exposed in a way that is likely to harm you, we will tell you and the Information Commissioner.
9. YOUR RIGHTS
Under the Data Protection Act you may:
Ask what we hold about you, and get a copy.
Ask us to correct anything wrong.
Ask us to delete it, where we are not required to keep it.
Ask us to stop using it for a particular purpose.
Object to us using it where our reason was a business need.
Withdraw permission you previously gave, at any time.
Ask us to send your information to another provider in a usable format.
Write to estateadmin@clearja.com. We will reply within 30 days. We will not charge you, and we will not treat you any differently for asking.
10. SENDING INFORMATION OUTSIDE JAMAICA
Some of the companies that help us run the service store information on servers outside Jamaica. Where that happens we satisfy ourselves that the information is protected to a standard comparable to Jamaican law before it goes.
11. CHILDREN
This service is for adults. We do not knowingly collect information about anyone under 18. If you believe we hold information about a child, tell us and we will delete it.
12. IF YOU ARE NOT HAPPY
Come to us first — estateadmin@clearja.com — and we will try to put it right.
You also have the right to complain to the Office of the Information Commissioner of Jamaica, which oversees the Data Protection Act. You do not have to come to us first.
13. CHANGES
If we change this policy we will change the date below and, where the change matters to you, tell you directly.
