INFORMATION WE COLLECT
The majority of the personal information which we collect will have been voluntarily provided by you. Such information will generally be collected directly via the use of standard forms, over the internet, via email, face to face while in our branches or during a telephone call with you.
We may also obtain your personal data from other sources including; third parties including credit reference agencies, law enforcement/regulatory bodies, social networks (such as Facebook), introducer companies who have referred you to us for the delivery of services, your employer, your solicitor, trustees or your attorney; online property portals such as Rightmove and Zoopla; and other publicly available sources such as the electoral roll and HM Land Registry.
In operating our website we may collect and process the following data about you: Details of your visits to our website and the resources that you access, including, but not limited to, traffic data, location data, weblogs and other communication data. Information that you provide by filling in forms on our website, such as when you registered for information or make a purchase. Information provided to us when you communicate with us for any reason.
INFORMATION WE HOLD
If we are providing a service to you, or on your behalf, where we are legally required to do so we will collect information relating to your identity, which will be at least one form of photographic identification (e.g. passport, driving licence, ID card) and one document with proof of address (e.g. a recent utility bill).
Depending on the service that we provide to you we may also collect additional personal information including but not exclusively date of birth, mortgage information, ownership information, insurance information, bank details, property utility information, HMRC information.
USE OF YOUR INFORMATION
The information that we collect and store relating to you is primarily used to enable us to provide our services to you. In addition, we may use the information for the following purposes: To provide you with information requested from us, relating to our services. To provide information on other products which we feel may be of interest to you, where you have consented to receive such information. To meet our contractual commitments to you. To notify you about any changes to our website, such as improvements or service/product changes, that may affect our service.
WHO YOUR INFORMATION WILL BE SHARED WITH
Whilst the Agent shall make every effort to keep the personal details safe and secure, it will be necessary on occasion to share such information with trusted third parties. The Agent will not divulge personal contact details to any third-party organisation for marketing purposes without prior approval, unless this is necessary to comply with a statutory obligation. We only work with companies who we trust to keep your information safe and we share the minimum amount of information necessary to provide the required services. Examples of when your information is shared: service providers who need to know the information in order to provide us or you with a product or service including our approved contractors for the purpose of carrying out maintenance or gas safety checks at your property, surveyors where you or your mortgage provider require a homebuyers or structural survey to be carried out, your conveyancer, mortgage or insurance adviser; conveyancing firms if you ask us to arrange conveyancing services for you; law enforcement bodies and/or other regulatory entities in order to comply with any legal obligation or court order including the police, HMRC and local authorities; auction houses where the property you are buying or selling is being sold by auction; third parties we work with as part of providing our services and their sub-contractors, including (but not limited to) IT administrators, inventory clerks, photographers, utility companies, energy performance certificate companies, referencing companies to check your credit worthiness and to help prevent fraud and money laundering, the check will leave a soft ID footprint on your credit file which should not affect your credit rating; social media networks such as Facebook for marketing purposes debt collection companies to assist us in collecting any monies which you owe to us where payment is overdue; our professional advisers, for the purpose of assisting us to better manage, support or develop our business and comply with our legal and regulatory obligations; third parties as necessary in the event of a claim or dispute relating to the use of our services; if we are providing you with letting services we may share your personal information with; the landlord, tenant or their guarantor to comply with our legal obligations, including our obligation to keep the landlord fully informed where we manage a property on their behalf and to allow you to contact each other directly in circumstances where the landlord is managing the property; Tenancy Deposit Scheme – The Deposit Protection Service (DPS) The Property Ombudsman scheme where they are providing an alternative dispute resolution service in connection with the letting services which we are providing.
STORING YOUR PERSONAL DATA
WHEN WILL MY DATA BE DELETED?
The personal information that you provide will be retained by us in accordance with applicable laws. We will take reasonable steps to destroy or de-identify personal information once your request has been met or the service has been provided, which means we will remove your personal information, except where; You were interested in details of properties we are offering; then 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, for example to comply with Money Laundering, Right to Rent and any other relevant legislation, there is usually a reasonable period of retention after the expiry of the tenancy.
As a user you have the following rights: To be informed about our collection and use of personal information; To access the personal information we hold about you; To rectification if any personal information we hold about you is inaccurate or incomplete; To ask us to remove any personal information held about you unless we are obliged to retain the information for other legal reasons; To restrict or prevent the processing of your personal information; To data portability (obtaining a copy of your data to re-use with another service or organisation); To object to the use of your data for particular purposes.
You may contact Underhill Estate Agents by email at firstname.lastname@example.org
For further information about your rights, please contact the Information Commissioner’s Office. www.ico.org.uk