Important information our how we hold your personal details and how we use it

Please take 5 minutes to look through it.

In order to comply with GDPR this is to inform you about the data we hold on file for you and how we use it.

We are a Data Controller under the terms of the Data Protection Act 2017 and the requirements of the EU General Data Protection Regulation.

This Privacy Notice explains what Personal Data the agency holds, why we hold and process it, who we might share it with, and your rights and freedoms under the Law.

 

Types of personal data

The agency holds personal data in the following categories:

1. Clients data relating to lettings and sales applicants, landlords and vendors
2. Staff employment data
3. Contactors data

 

Why we process personal data (what is the “purpose”)

“Process” means we obtain, store, update and archive data.

1. Client data is held for the purpose of providing clients with details and information relating to properties for both sales and rentals purposes.
2. Staff employment data is held in accordance with Employment, Taxation and Pensions law
3. Contractors’ data is held for the purpose of property maintenance

 

What is the lawful basis for processing personal data?

The Law says we must tell you this:

1. We hold client data because it is in our legitimate interest to do so. Without holding the data we cannot work effectively.
2. We hold staff employment data because it is a legal obligation to do so.
3. We hold contractors’ data because it is in our legitimate interest to do so.

 

Who might we share your data with?

We can only share data if it is done securely and it is necessary to do so. This will typically be to maintenance contractors or other property professionals including solicitors, mortgage advisors and tenant referencing agencies. We will only ever share your data with your consent. We will never sell your data on.
 

Your rights

You have the right to:

1. Be informed about the personal data we hold and why we hold it.
2. Access a copy of your data that we hold by contacting us directly: we will acknowledge your request and supply a response within one month or sooner.
3. Check the information we hold about you is correct and to make corrections if not
4. Have your data erased in certain circumstances
5. Transfer your data to someone else if you tell us to do so and it is safe and legal to do so.
6. Tell us not to actively process or update your data in certain circumstances.
7. You can unsubscribe from our mailing list at any time by following the link at the bottom of the email you receive.

 

How long is the personal data stored for?

1. We will store tenant and landlord data for as long as we are managing the tenancy and for two years after the tenancy ends.
2. We will store purchaser and vendor data for 2 years after the property transaction has completed.
3. We must store employment data for six years after an employee has left.
4. We will store contractors’ data for two years after the contractor has ceased working with us.

 

What if you are not happy or wish to raise a concern about our data processing?

Please speak to Georgina Carr or Thom Cocker on 0114 2687777, who will discuss any concerns with you or you can contact GDC complaints department / Data protection concern – ICO

Due to the new General Data Protection Regulation we require your approval to continue to

• Contact you in regards to new property listings via text, email, post or telephone

 

What to do next

If you are happy with the way we are keeping your data safe and are happy to continue with our services- You don’t have to do anything.

If you are concerned about any aspect of this policy then please call us on 0114 2687777 before the 25th May 2018

Thank you

 

Effective from 23.05.218

Reviewed 04.09.2024