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Privacy Policy



CooperTanner1




DATA PROTECTION POLICY


This Policy has been approved and authorised by the Board of Directors/Partners


Company:                                Cooper and Tanner Lettings Ltd

                                                Cooper and Tanner LLP

Date of Implementation:        25th May 2018

REVIEW DATE:                         26th May 2019

ICO Registration No:               Z6665944 / ZA078462




CONTENTS




  1. Introduction
  2. Definitions
  3. Data Protection Principles
  4. Lawful, Fair, and Transparent Data Processing
  5. Processing for Specified, Explicit and Legitimate Purposes
  6. Adequate, Relevant and Limited Data Processing
  7. Accuracy of Data and Keeping Data UpToDate
  8. Timely Processing
  9. Secure Processing
  10. Accountability
  11. Privacy Impact Assessments
  12. The Rights of Data Subjects
  13. Keeping Data Subjects Informed
  14. Data Subject Access
  15. Rectification of Personal Data
  16. Erasure of Personal Data
  17. Restriction of Personal Data Processing
  18. Data Portability
  19. Objections to Personal Data Processing
  20. Personal Data
  21. Data Protection Measures
  22. Organisational Measures
  23. Data Breach Notification
  24. Complaint Handling





1.) Introduction
  1. This document outlines the policy of Cooper and Tanner Lettings Ltd and Cooper and Tanner LLP with regards to handling our data protection obligations and the rights of customers to comply with the General Data Protection Regulations (“GDPR”).
  2. We are committed to compliance with the GDPR.   We will as a minimum meet the letter of the law, but wherever possible we will also look to exceed it.
  3. This policy sets out the procedures that are to be followed when dealing with personal data.  The procedures and principles set out herein must be followed at all times by us, our employees, sub-agents, contractors, or other parties working on our behalf to ensure the correct, lawful, and fair handling of all personal data.

2.) Definitions

Customers                                                          Data Subjects

Data Subjects                                                     Any person we obtain personal information from, including property sellers, buyers, landlords, applicants and tenants.

Data Controller                                                 A person who (either alone or jointly or in common with other persons) determines the purposes for which and the manner in which any personal data are, or are to be, processed.

GDPR                                                                    The General Data Protection Regulations

ICO                                                                         Information Commissioners Office

Personal Data                                                    Any information relating to an identified or identifiable natural person; an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier, or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural, or social identity of that natural person.

The Company (We/Us/Our)                        Cooper and Tanner Lettings Ltd, company number 03060324 and Cooper and Tanner LLP  company number OC328470 both of The Agricultural Centre, Frome Market, Standerwick, Frome, Somerset, BA11 2QB              


3.) Data Protection Principles

  1. We aim to ensure compliance with the principles of the Regulations and as such all personal data must be:
  2. Processed lawfully, fairly, and in a transparent manner in relation to the data subject;
  3. Collected for specified, explicit, and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
  4. Adequate, relevant and limited to what is necessary in relation to the purposes for which it is processed;
  5. Accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that is inaccurate, having regard to the purposes for which they are processed, is erased or rectified without delay;
  6. Kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data is processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the Regulation in order to safeguard the rights and freedoms of the data subject;
  7. Processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.
4.) Lawful, Fair, and Transparent Data Processing
  1. GDPR requires that personal data is processed lawfully, fairly, and transparently, without adversely affecting the rights of the data subject.  To ensure we are compliant we will only process data where:
  2. The data subject has given consent to the processing of his or her personal data for one or more specific purposes;
  3. It is necessary for the performance of a contract to which the data subject is a party or in order to take steps at the request of the data subject prior to entering into a contract;
  4. It is necessary for compliance with a legal obligation to which the controller is subject;
  5. It is necessary to protect the vital interests of the data subject or of another natural person;
  6. It is necessary for the performance of a task carried out in the public interest or in the exercise of official authority vested in the controller;
  7. It is necessary for the purposes of the legitimate interests pursued by the controller or by a third party, except where such interests are overridden by the fundamental rights and freedoms of the data subject which require protection of personal data.


5.) Processing for Specified, Explicit and Legitimate Purposes
  1. We collect and process the personal data set out in Section 20 below.  This may include personal data received directly from data subjects when we directly interact with them.
  2. It may also include data received from third parties. Third parties include, but are not restricted to – Rightmove, On the Market and Saleroom.com
  3. We only process personal data for specific purposes –
  4. As set out in Section 20 of this Policy; &
  5. For other purposes expressly permitted by GDPR; &
  6. For the purposes meeting any statutory obligation we have; &
  7. Complying with any other legal obligation.
    1. The purposes for which we process personal data will be informed to data subjects –
  8. Within our written Terms of Business;
  9. On our Website;
  10. Verbally at the time information is taken;
  11. As soon as possible after collection where it is obtained from a third party.


6.) Adequate, Relevant and Limited Data Processing
  1. We only collect and process personal data that is adequate, relevant and limited for to the extent necessary to provide the service we agreed or for the specific purpose(s) informed to data subject.


7.) Accuracy of Data and Keeping Data Up-To Date
  1. We will ensure that all personal data collected and processed is accurate when collected.  Then reviewed at intervals thereafter to ensure it remains up to date.   Appropriate steps will be taken, in a timely manner, to amend or erase inaccurate or out-of-date data.


8.) Timely Processing
  1. We will not keep personal data for any longer than is necessary, considering the purposes for which that data was originally collected and processed.  When the data is no longer required appropriate steps will be taken, in a timely manner, to erase the data.


9.) Secure Processing
  1. We will ensure that all personal data collected and processed is kept secure and protected against unauthorised or unlawful processing and against accidental loss, destruction or damage.  Further details of the data protection and organisational measures which will be taken are provided in Parts 21 and 22 of this Policy.


10.) Accountability
  1. The person responsible for our data protection compliance is Nick Oliver.
  2. We will retain written internal records of all personal data collected, held and processed,   which will include the following information:
  3. The details of any third-party data controllers any third parties that will receive personal data from us;
  4. The purposes for which we process personal data;
  5. Details of the categories of personal data collected, held, and processed;
  6. Details of how long we will retain personal data;
  7. Details of the measures we take to ensure security of personal data.


11.) Privacy Impact Assessments
  1. We will carry out Privacy Impact Assessments when and as required under the GDPR.   Privacy Impact Assessments will be managed by Nick Oliver and will address the following areas of importance:
  2. The purpose for which personal data is being held and processed and the processing operations that will be carried out;
  3. Confirmation of the legitimate interests we are pursuing;
  4. An assessment of the necessity and proportionality of the data processing, considering the purpose for which it is being processed;
  5. An assessment of the risks posed to individual data subjects and details of the measures in place to minimise and handle risks including safeguards, data security, and other measures and mechanisms to ensure the protection of personal data, sufficient to demonstrate compliance with the GDPR.


12.) The Rights of Data Subjects 
  1. The GDPR sets out the following rights applicable to data subjects:
  2. The right to be informed;
  3. The right of access;
  4. The right to rectification;
  5. The right to erasure (also known as the ‘right to be forgotten’);
  6. The right to restrict processing;
  7. The right to data portability;
  8. The right to object;
  9. Rights with respect to automated decision-making and profiling.
13.) Keeping Data Subjects Informed
  1. We will ensure that the following information is provided to every data subject when personal data is collected:
  2. Details of the Company
  3. The purpose(s) for which the personal data is being collected and will be processed and the legal basis justifying that collection and processing;
  4. Where applicable, the legitimate interests we justify its collection and processing;
  5. Where the personal data is not obtained directly from the data subject, the categories of personal data collected and processed;
  6. Where the personal data is to be transferred to one or more third parties, details of those parties;
  7. Details of the length of time the personal data will be held by us (or, where there is no predetermined period, details of how that length of time will be determined);
  8. Details of the data subject’s rights under the Regulation;
  9. Details of the data subject’s right to withdraw their consent to processing of their personal data at any time;
  10. Details of the data subject’s right to complain to the ICO;
  11. Details of any legal or contractual requirement or obligation necessitating the collection and processing of the personal data and details of any consequences for the data subject for failing to provide it;
  12. Details of any automated decision-making that will take place using the personal data (including but not limited to profiling), including information on how decisions will be made, the significance of those decisions and any consequences.
    1. The information set out above in Section 12.1. will be provided to the data subject –
  13. At the time of collection where we obtain the data ourselves; or
  14. At the time of the first communication, if the personal data is used to communicate with the data subject, or
  15. Before the personal data is disclosed, if it is to be disclosed to another party; or
  16. In any event, not more than one month after the date we obtained the personal data.


14.) Data Subject Access
  1. A data subject may make a Subject Access Request (SAR) at any time to find out more about the personal data we hold about them.  We will normally respond to a SAR within one month of receipt, or two months for complex and/or numerous requests. We will inform the data subject of the need for the extension, if appropriate.
  2. All SAR received must be forwarded to Nick Oliver.
  3. We do not charge for the handling of normal SARs, but we reserve the right to charge a reasonable fee for additional copies of information already supplied to a data subject, and for requests that are manifestly unfounded or excessive, particularly where such requests are repetitive.


15.) Rectification of Personal Data
  1. If we are informed by the data subject that personal data we hold is inaccurate or incomplete, and they request correction we will do so and confirm our actions with the data subject, normally, within one month of receipt the data subject’s notice, but this may be extended to two months in complex situations We will inform the data subject of the need for the extension, if appropriate.
  2. Where any disclosure of inaccurate data has been made to a third party we will advise the third party of the correction.


16.) Erasure of Personal Data
  1. Data subjects can request that we erase the personal data we hold about them in the following circumstances:
  2. It is no longer necessary for us to hold that personal data for the purpose it was originally collected or processed;
  3. The data subject wishes to withdraw their consent to us to hold and process their personal data;
  4. The data subject objects to us holding and processing their personal data. Unless there is an overriding legitimate interest allowing us to continue to do so. (see Section 12 and 17 of this Policy for further details concerning data subjects’ rights to object);
  5. The personal data has been processed unlawfully;
  6. The personal data needs to be erased so that we can comply with a particular legal obligation.
    1. Unless we have reasonable grounds to refuse to erase personal data, all requests for erasure will be complied with, and the data subject informed within one month of receipt of the data subject’s request, but this may be extended to two months in complex situations We will inform the data subject of the need for the extension, if appropriate.
    2. If any personal data that is to be erased in response to a data subject request has been disclosed to third parties, we will inform those parties of the erasure, unless it is impossible or would require disproportionate effort to do so.


17.) Restriction of Personal Data Processing
  1. Data subjects may request that we cease processing the personal data we hold about them.  If a data subject makes such a request, we will retain only the amount of personal data pertaining to that data subject that is necessary to ensure that no further processing of their personal data takes place.
  2. If any affected personal data has been disclosed to third parties, those parties will be informed of the applicable restrictions on processing it, unless it is impossible or would require disproportionate effort to do so.


18.) Data Portability 
  1. We do not process personal data using automated means


19.) Objections to Personal Data Processing
  1. Data subjects have the right to object to us processing their personal data based on legitimate interests (including profiling), direct marketing (including profiling).
  2. Where a data subject objects to us processing their personal data based on its legitimate interests, we will cease such processing forthwith, unless it can be demonstrated that we have legitimate grounds for such processing and these override the data subject’s interests, rights and freedoms; or the processing is necessary for the conduct of legal claims.
  3. Where a data subject objects to us processing their personal data for direct marketing purposes, we will cease such processing forthwith.


20.) Personal Data

The personal data collected is used to provide the service required by customers a and clients and it can vary. The sub- clauses below outline the main areas of data we collect and require to provide the service.

  1. The following personal data may be collected, held, and processed by us in order to market directly to potential customers:
  1. Name
  2. Home address
  3. Contact telephone numbers
  4. Email address


  1. The following personal data may be collected, held, and processed by us from potential buyers and potential tenants:
  1. Name
  2. Home address
  3. Contact telephone numbers
  4. Email address
  5. Their current property situation
  6. Their property purchase/rental budget
  7. Their current property purchasing or renting financial position
  8. Their property purchase/rental preferences
  9. Copies of documents to confirm that funds are available to purchase properties
    1. The following personal data may be collected, held, and processed by us from our property selling clients:
  10. Name
  11. Home address
  12. Contact telephone numbers
  13. Email address
  14. Their properties value
  15. Full details of the property to be marketed
  16. Photographs of the property to be marketed
  17. Alarm codes and other security information where we are conducting viewing 
    1. The following personal data may be collected, held, and processed by us from our landlord clients:
  18. Name
  19. Home address
  20. Contact telephone numbers
  21. Email address
  22. Their properties rental value
  23. Full details of the property to be marketed
  24. Photographs of the property to be marketed
  25. Alarm codes and other security information where we are conducting viewing
  26. Official or other photographic identity confirmation
  27. Copies of appropriate documents to confirm home address
    1. The following personal data may be collected, held, and processed by us from applicants for tenancies and tenants:
  28. Name
  29. Home address
  30. Contact telephone numbers
  31. Email address
  32. The information required to complete a tenancy application (For this information see the sample application attached to this policy document)
    1. The following personal data may be collected, held, and processed by us from seller clients and buyers to meet our obligations under Money Laundering Regulations:
  33. Name
  34. Date of Birth
  35. Home address
  36. Period they have lived at their current property
  37. Official photographic identity confirmation
  38. Copies of appropriate documents to confirm home address
  39. Copies of documents to confirm that funds are available to purchase properties
    1. The following personal data may be collected, held, and processed by us from Tenants to meet our obligations under the Immigration Act 2014:
  40. Name
  41. Date of Birth
  42. Official photographic identity confirmation


21.) Data Protection Measures
  1. All our employees, agents, contractors, or other parties working on our behalf must comply with the following when working with personal data:
  2. Where any personal data, including copies, is to be erased or otherwise disposed of for any reason, it should be deleted and disposed of in a permanent and secure manner.   Hardcopies should be shredded, and electronic copies should be professionally deleted;
  3. Personal data may be transmitted over secure networks only;
  4. Facsimile transmission of personal data is not permitted;
  5. Where Personal data is to be transferred in hardcopy form it should be passed directly to the recipient or sent by an appropriate delivery service after considering the type of data and security of delivery:
  6. No personal data may be shared informally and if an employee, agent, sub-contractor, or other party working on our behalf requires access to any personal data that they do not already have access to, such access should be formally requested from Nick Oliver.
  7. All hardcopies of personal data, along with any electronic copies stored on physical, removable media should be stored using an appropriate level of security;
  8. No personal data may be transferred to any employees, agents, contractors, or other parties, whether such parties are working on our behalf without, our appropriate consent;
  9. Personal data must always be handled with care and should not be left unattended or on view to unauthorised employees, agents, sub-contractors or other parties at any time;
  10. If personal data is being viewed on a computer screen and the computer in question is to be left unattended for any period of time, the user must lock the computer and screen before leaving it;
  11. No personal data should be stored on any mobile device (including, but not limited to, laptops, tablets and smartphones), whether such device belongs to us or otherwise, without our appropriate consent and in the event of such consent, strictly in accordance with all instructions and limitations described at the time the consent is given, and for no longer than is absolutely necessary;
  12. No personal data should be transferred to any device personally belonging to an employee;
  13. Personal data may only be transferred to devices belonging to agents, contractors, or other parties working on our behalf with our appropriate consent;
  14. All electronic copies of personal data will be stored securely using passwords and data encryption.
  15. All passwords used to protect personal data should be changed regularly and should not use words or phrases that can be easily guessed or otherwise compromised.   All the software we use requires passwords;
  16. Under no circumstances should any passwords be written down or shared between any employees, agents, contractors, or other parties working on our behalf, irrespective of seniority or department.  If a password is forgotten, it must be reset using the applicable method.  IT staff do not have access to passwords;
  17. All personal data stored electronically will be backed up daily with backups stored according to the below information:

Bridgewater Office – Backed up offsite to our data centre

Cheddar Office – Backed up offsite to our data centre

Glastonbury Office – Onsite USB Drive Backup

Frome Office – Backed up offsite to our data centre

Shepton Office – Onsite NAS Backup

Standerwick Office – Onsite USB Drive Backup

Street Office – Onsite USB Drive Backup

Warminster Office – Onsite USB Drive Backup

Wedmore Office – Backed up offsite to our data centre

Wells Office – Onsite USB Drive Backup


22.) Organisational Measures
  1. We will ensure that the following measures are taken when collecting, holding, and processing personal data:
  2. All employees, agents, contractors, or other parties working on our behalf will be made fully aware of both their individual responsibilities and our responsibilities under the GDPR and under this Policy, and they will be provided with a copy of this policy;
  3. Only employees, agents, sub-contractors, or other parties working on our behalf that need access to, and use of, personal data in order to carry out their assigned duties correctly will have access to personal data held by us;
  4. All employees, agents, contractors, or other parties working on our behalf handling personal data will be appropriately trained;
  5. All employees, agents, contractors, or other parties working on our behalf handling personal data will be appropriately supervised;
  6. Methods of collecting, holding and processing personal data will be regularly evaluated and reviewed;
  7. The performance of employees, agents, contractors, or other parties working on our behalf handling personal data will be regularly evaluated and reviewed;


23.) Data Breach Notification
  1. All personal data breaches must be reported immediately to Nick Oliver.
  2. If a personal data breach occurs and that breach is likely to result in a risk to the rights and freedoms of data subjects (e.g. financial loss, breach of confidentiality, discrimination, reputational damage, or other significant social or economic damage), we will ensure that the Information Commissioner’s Office is informed of the breach without delay, and in any event, within 72 hours after having become aware of it.
  3. If a personal data breach is likely to result in a high risk (that is, a higher risk than that described under Part 25.2) to the rights and freedoms of data subjects, we will ensure that all affected data subjects are informed of the breach directly and without undue delay.
  4. Data breach notifications will include the following information:
  5. The categories and approximate number of data subjects concerned;
  6. The categories and approximate number of personal data records concerned;
  7. The name and contact details Nick Oliver;
  8. The likely consequences of the breach;
  9. Details of the measures we have taken or proposed to be taken to address the breach including, where appropriate, measures to mitigate its possible adverse effects.


24.) Complaint Handling
  1. Should a complaint be received it is vital to ensure that it is dealt with immediately and appropriately and an acknowledgment letter must be sent out within 3 days of receipt.
  2. Once we have received a complaint about someone’s personal data being misused it is important we ask the right questions to identify whether this is a simple error that can be rectified or a more serious potential data breach and The Data Protection Complaints Evaluation Form will assist with this.
  3. The complaint will then be evaluated Nick Oliver.
  4. In all cases we will review processes and rectify any problem and respond appropriately to any complainant who is highlighting an error with their personal data or a mistake in our processing of their personal data.







HOW WE HANDLE & USE YOUR INFORMATION


We collect, hold and use some of the personal data you provide to us in order to provide you with the excellent professional service you expect from us.


The information within this document outlines how we do this in all situations where you provide us with your data.


Please read it carefully and ensure that you understand it.   


INFORMATION APPLICABLE TO ALL CUSTOMERS


Company Information

Cooper and Tanner Lettings Ltd, company number 03060324 and Cooper and Tanner LLP, company number OC328470 both of The Agricultural Centre, Frome Market, Standerwick, Frome, Somerset, BA11 2QB

Our VAT numbers are:

Cooper and Tanner LLP – 601013520

Cooper and Tanner Lettings – 190726692

We are a member of RICS and The Property Ombudsman.


Storage of Your Data

In all cases we will hold your personal information securely, either in hard copy on our property files or digitally within our software. We use JUPIX LTD, Rackspace and OVH who are data processors of information we hold.  Your data will only be stored in the EEA.  


Mailing List

As a customer or user of our services your details may be added to our mailing list and we may send you information regarding other relevant services we can provided to you. You will be able to unsubscribe to these emails at any time.


Retention Period

We will retain the personal information we hold for up to 6 years, because the time limit for any party to initiate civil action against us should they believe they have a claim is 6 years.


Your Rights

As a customer or user of our services you have the following rights -

  • A right to be informed about our collection and use of personal information;
  • A right of access to the personal information we hold about you;
  • A right to rectification if any personal information we hold about you is inaccurate or incomplete;
  • A right to ask us to delete any personal information held about you unless we are obliged to retain the information for other legal reasons;
  • A right to restrict or prevent the processing of your personal information;
  • A right to data portability (obtaining a copy of your data to re-use with another service or organisation);
  • A right to object to the use of your data for particular purposes.


Applicability

This Policy applies only to your use of services from Cooper and Tanner.



 

Complaints

If you have any questions about our policies or have cause for complaint about our use of your personal data, please contact us via email at GDPR@cooperandtanner.co.uk


We will address your concerns and attempt to solve the problem to your satisfaction.  You also have the right to lodge a complaint with the Information Commissioner’s Office.


More information on your rights is available from the Information Commissioner’s Office www.ico.org.uk


WEBSITE USAGE


INSTRUCTING US TO SELL YOUR PROPERTY


BUYING AND SELLING AT OUR PROPERTY AUCTION


INTERESTED IN BUYING A PROPERTY


INSTRUCTING US TO RENT OUT YOUR PROPERTY AND/OR MANAGE ANY TENANCY 


INTERESTED IN RENTING A PROPERTY


ENTERING INTO A TENANCY


INSTRUCTING US TO PROVIDE A SURVEY, VALUATION OR OTHER PROFESSIONAL SERVICE


BUYING AND SELLING AT OUR SALE ROOM 




 

WEBSITE USAGE


If you do not accept and agree with anything within this usage policy please stop using the website immediately, because your continuing use of our website will be seen as your acceptance of it.


Data Collection

Except where you contact us directly through any of our contact options available on the website you we do not collect any personal data from you.


If you contact us or send us an email, we will retain the details you provide to us including and any other information which you choose to give us.


However, we do place cookies on your computer or device (See our Cookie Policy)


Using Your Information

Where we hold any personal information, it will be processed and stored securely, for no longer than is necessary, considering the reason it was provided to us.


We will potentially -

  • Reply to your email;
  • Provide details on the properties requested, plus any others we think may interest you;
  • Offer or provide you with the services requested, plus any others we think may interest you;


We will delete your personal information once your request has been met or the service has been provided, except where –

  • You were interested in details of properties we are offering, when we will continue to hold your information in order to send you information on other properties that may interest you;
  • You become a client or a buyer of a property;
  • You require us to retain it for longer;
  • We are required to retain it for longer for other legal reasons. 


Links to Other Websites

The website may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we have no liability if you use those websites. You are advised to check the policies of any such websites before providing any data to them.


Changes to our Policies

We recommend that you check this page regularly to keep up-to-date, as we reserve the right to change this Policy from time to time if our policies change or the law changes. Any changes will be posted on this page of the website and you will be deemed to have accepted changes to the Policy on your first use of the website following the changes. 


INSTRUCTING US TO SELL YOUR PROPERTY


By entering into an agreement with us to sell your property (Either by private treaty or at auction) you will provide to us various pieces of personal information, which we will need to provide you with the high-quality service you require, to ultimately facilitate the successful marketing and sale of your property. 



 

Data Collection

The information required by us will vary depending on circumstances. It will include the information within the agreement you sign, but it may not be limited to this information.


Using Your Data

We will provide some data to others only where it is required and as outlined below, or in accordance with your stipulated wishes. Your information will not be passed to any third party not listed in below without obtaining your consent. 


We will use your information in the manner outlined below, but may be required to do more – 


Identification Details - We may hold copies of your photographic identity documents and at least one document that confirms your home address.  We may also use an online service to verify your identity. This is done to meet our obligation under Money Laundering Regulations. Additionally, it is required to protect our position and look after your interests.   It assists us to ensure we are dealing with the owners of the property and we are not becoming involved in any money laundering situation. In line with our obligation the copy documents and/or identity verification report will be held for 5 years from the date of the property sale or the date you withdraw your property from the market. We will not provide any other party with copies of these documents, except solicitors or estate agents involved in the sale of your property, who also have an obligation to verify your identity and they formally request it.


Prospective Buyers - Basic information about your property will be provided to anyone who makes an enquiry to us about potentially viewing or purchasing your property.  This information will include the property details we produced and any other relevant information you provide to us, including the information in any property information questionnaire you complete for us. 


Viewings - We will organise viewings on your behalf, to suit you and the viewer. Where we are conducting the viewing for you, it is important that you check your property prior to the viewing to ensure that any personal information you would not wish a viewer to see is removed. We may provide the viewer with details of the person who is to meet them at the property and conduct the viewing.


Negotiating with Prospective Buyers and Handling Offers to Purchase the Property - We will negotiate with prospective buyers and take offers from them.  This process will involve providing potential buyers with relevant personal information to facilitate a successful negotiation. This will also involve providing you with relevant and necessary personal information about the potential buyer.  You should ensure that you treat any information we provide to you as confidential and it must not be passed on or shared with any other person or business.


Agreed Sale - Once a sale is agreed we will provide your personal contact information to the buyer and the solicitors acting for both parties. We may provide your contact information to various professionals that may be acting for the buyer, such as surveyors and contractors wanting access to the property to produce estimates, etc. We may pass on your data when discussing the sale of your property with various parties once a sale is agreed in order to facilitate exchange of contracts and completion of the sale.


Storage of Your Data

In all cases we will hold your personal information securely, either in hard copy on our property files or digitally within our software. We use software from JUPIX LTD who are data processors of information we hold.


INTERESTED IN BUYING A PROPERTY


Data Collection

The information required by us will vary depending on circumstances. It will include the information you initially provide to arrange the viewing or register to bid at our auction, but it may not be limited to this information.



 

Using Your Data

We will provide some data to others only where it is required and as outlined below, or in accordance with your stipulated wishes. Your information will not be passed to any third party not listed in below without obtaining your consent. 


We will use your information in the manner outlined below, but may be required to do more – 


Viewings – Where you view a property we will require certain pieces of personal information from you in order to provide a professional service to you and our client.  We will not share this information with any third party other than our client, without your consent except where you make an offer to purchase that is accepted by our client. 

Offers to Purchase - We may require you to provide proof that you hold sufficient funds to purchase the property and we may retain copies of any documentary proof of funds. We will not share this information with any third party other than our client, without your consent.

Identification Details - We may hold copies of your photographic identity documents and at least one document that confirms your home address.  We may also use an online service to verify your identity. This is done to meet our obligation under Money Laundering Regulations. Additionally, it is required to protect our position and look after your interests.   It assists us to ensure we are not becoming involved in any money laundering situation. In line with our obligation the copy documents and/or identity verification report will be held for 5 years from the date of the property sale or the date you withdraw your property from the market. We will not provide any other party with copies of these documents, but we may provide them to solicitors or estate agents involved in the purchase of the property, who also have an obligation to verify your identity, should they formally request it.


The personal information you provide may be shared with our client, the seller, but it will not be shared with any other third parties without your consent. 


Storage of Your Data

In all cases we will hold your personal information securely, either in hard copy on our property files or digitally within our software. We use software from JUPIX LTD who are data processors of information we hold.


INSTRUCTING US TO RENT OUT YOUR PROPERTY AND/OR MANAGE ANY TENANCY


By entering into an agreement with us to rent out your property you will provide to us various pieces of personal information, which we will need to provide you with the high-quality service you require, to ultimately facilitate a successful rental and/or provide property management services. 


Data Collection

The information required by us will vary depending on circumstances. It will include the information within the agreement you sign, but it may not be limited to this information.


Using Your Data

We will provide some data to others only where it is required and as outlined below, or in accordance with your stipulated wishes. Your information will not be passed to any third party not listed in below without obtaining your consent. 


We will use your information in the manner outlined below, but may be required to do more – 


Identification Details - We may hold copies of your photographic identity documents and at least one document that confirms your home address.  We may also use an online service to verify your identity. This is done to protect our position and look after your interests.  It assists us to ensure we are dealing with the owners of the property and we are not becoming involved in any money laundering situation. The copy documents and/or identity verification report will be held by us and not provided to any other party.


 

Prospective Tenants - Basic information about your property will be provided to anyone who makes an enquiry to us about potentially viewing or renting your property.   This information will include the property details we produced and any other relevant information you provide to us, including the information in any property information questionnaire you complete for us. 

Viewings - We will organise viewings on your behalf, to suit you and the viewer. Where we are conducting the viewing for you, it is important that you check your property prior to the viewing to ensure that any personal information you would not wish a viewer to see is removed. We may provide the viewer with details of the person who is to meet them at the property and conduct the viewing.

Negotiating with Prospective Tenants and Handling Offers to Rent the Property - We will negotiate with prospective tenants and take offers from them.  This process will involve providing potential tenants with relevant personal information to facilitate a successful negotiation. This will also involve providing you with relevant and necessary personal information about the potential tenant.  You should ensure that you treat any information we provide to you as confidential and it must not be passed on or shared with any other person or business.

Tenants – Once a tenancy is agreed we will provide the tenant with your personal contact information, as there is a legal requirement to do this.

Sub-Contractors – We may sub-contract out some of the services we provide to you under this agreement, such as photography, accompanied viewings, erection of TO LET boards, inventory checks and property inspections during tenancies. A list of the third party sub-contractors is available on request. 

Contractors – We hold a list of preferred contractors who we may use to provide services to you at the property. We may obtain estimates / quotes for work from these contractors and we may instruct them to carry out work on your behalf. To do this we will provide the appropriate personal information they need to provide the required services. A full list of these contractors is available upon request.

Utility Suppliers – We will provide your details to the appropriate utility suppliers, as and when it is required to ensure correct billing from the suppliers.


Storage of Your Data

In all cases we will hold your personal information securely, either in hard copy on our property files or digitally within our software. We use software from JUPIX LTD who are data processors of information we hold.


INTERESTED IN RENTING A PROPERTY


Data Collection

The information required by us will vary depending on circumstances. It will include the information you initially provide to arrange the viewing, but it may not be limited to this information.


Using Your Data

We will provide some data to others only where it is required and as outlined below, or in accordance with your stipulated wishes. Your information will not be passed to any third party not listed in below without obtaining your consent. 


We will use your information in the manner outlined below, but may be required to do more – 


Identification Details - We may hold copies of your photographic identity documents and at least one document that confirms your home address.  We may also use an online service to verify your identity. This is done to meet our obligation under the Immigration Act to verify your right to rent in the UK. Additionally, it is required to protect our position and our landlord’s position.  It also assists us to ensure we are not becoming involved in any money laundering situation. In line with our obligation the copy documents and/or identity verification report will be held for up to 1 year the date ant tenancy ends.  We will not provide any other party with copies of these documents.

Viewings – Where you view a property we will require certain pieces of personal information from you in order to provide a professional service to you and our client.  We will not share this information with any third party other than our client, without your consent, unless you make an application for a tenancy.  


 

Tenancy Application - You must complete the tenancy application. This application requires you to provide personal information to RENTSHEILD LTD who carry out credit and referencing checks and provide us with a report on your suitability as a tenant.  We will not share this information with any third party other than our client, without your consent.


The personal information you provide may be shared with our client, the landlord, but it will not be shared with any other third parties without your consent. 


Storage of Your Data

In all cases we will hold your personal information securely, either in hard copy on our property files or digitally within our software. We use software from JUPIX LTD who are data processors of information we hold.


ENTERING INTO A TENANCY


Data Collection

The information required by us will vary depending on circumstances. It will include the information you initially provide to arrange the viewing, but it may not be limited to this information.


Using Your Data

We will provide some data to others only where it is required and as outlined below, or in accordance with your stipulated wishes. Your information will not be passed to any third party not listed in below without obtaining your consent. 


We will use your information in the manner outlined below, but may be required to do more – 


Tenancy Agreements and other related documents

Once a tenancy is agreed we will provide a copy of the tenancy agreement and any other related documents to our client, the landlord. 

Sub-Contractors – We may use sub-contractors to carry out maintenance or repair work on the property, or conduct inventory checks and property inspections during tenancy. A list of the third party sub-contractors is available on request.

Utility suppliers – We will provide your details to the appropriate utility suppliers, as and when it is required to ensure correct billing from the suppliers.


The personal information you provide may be shared with our client, the landlord, but it will not be shared with any other third parties without your consent. 


Storage of Your Data

In all cases we will hold your personal information securely, either in hard copy on our property files or digitally within our software. We use software from JUPIX LTD who are data processors of information we hold.


INSTRUCTING US TO PROVIDE A SURVEY, VALUATION OR OTHER PROFESSIONAL SERVICE


Data Collection

The information required by us will vary depending on circumstances. It will include the information you initially provide in the agreement you sign, but it may not be limited to this information.


Using Your Data

We will provide some data to others only where it is required and as outlined below, or in accordance with your stipulated wishes. Your information will not be passed to any third party not listed in below without obtaining your consent. 



 

We will use your information in the manner outlined below, but may be required to do more – 


Technical Drawings, Site Levels and other 3rd Party Professional Services – We may pass your details on to 3rd party where these services are required, but we will not do so without your express consent.


BUYING AND SELLING AT OUR SALE ROOM

Data Collection

The information required by us will vary depending on circumstances. It will include the information you initially provide when you –


  1. Book items into the auction;
  2. Register to bid at the auction;
  3. Register to place a commission bid;
  4. Authorise us to pay any monies owed to you direct into your bank account.


However, it may not be limited to this information.


Using Your Data

We will not provide any data to others except as outlined below, or in accordance with your stipulated wishes. Your information will not be passed to any third party not listed in below without obtaining your consent. 


We will use your information in the manner outlined below, but may be required to do more – 


Identification Details - We will hold copies of your photographic identity documents and a document that confirms your home address.  This is done to protect our position and it also assists us to ensure we are not becoming involved in any money laundering situation or dealing with stolen goods. We will not provide any other party with copies of these documents.

Banking Information – This information is required to make payment of monies owed to you simpler and more straightforward. We do not pass on or share this information with any other party except your bank when setting up the payment arrangement.