Changes to this privacy notice
We may change this privacy notice from time to time to reflect changes in the law and/or our privacy practices. We encourage you to check this privacy notice for changes whenever you visit our website.
- What kinds of personal information about you do we process and why do we collect it?
Personal information that we’ll process in connection with our services includes:
- Contact details such as name, address, telephone number & e-mail
- Identifying documentationsuch as copies of passports, utility bills & driving licences
- Proof of buying position e.g bank statements and mortgage offers
- Information we obtained from third parties such as Land Registry
- Your personal data will be processed during and after your purchase or sale and any subsequent purchase or sale
- What is the source of your personal information?
We collect personal information from the following general sources:
- From you directly either by phone, e-mail or documentation generated by us and completed by you e.g. terms of business
- From property portals e.g. Rightmove
- From companies such as Land Registry
- What do we use your personal data for?
We use your personal data, including any of the personal data listed in section 1 above, for the following purposes:
- To confirm your identity as a Vendor
- To arrange market appraisals of properties you are interested in marketing for sale
- To confirm your ownership of properties you are interested in marketing for sale
- To generate applicant property matches and arrange viewings of property you may be interested in
- To prepare documentation such as terms of business, offer letters, memorandum of sale etc
- To enable us to contact you throughout your sales process and with reference to any contractors or service providers involved in this process
- Updating your records
- To provide your personal information to associated professionals such as Mortgage Providers, Solicitors and other Estate Agents, the latter being solely for checking chain information where applicable
- Managing any aspect of the service and to improve the operation of our business
- To follow guidance and best practice under the change to rules of governmental and regulatory bodies
- To monitor and to keep records of our communications with you and our staff (see below)
- To comply with legal and regulatory obligations, requirements and guidance
- What are the legal grounds for our processing of your personal information (including when we share it with others)?
We rely on the following legal basis to process your personal data:
- Contractual Fulfillment
- to act as the Agent instructed by the Vendor to market the property and create associated documentation
- to manage all aspects of the sale process as per the terms defined in our terms of business
- Legal Obligation
- To comply with legislation defined by HMRC and other public bodies
- To comply with other legislation such as Money Laundering and Estate Agency Acts
- For direct marketing communication e.g. to send you property matches or details of other services we feel you may be interested in
- Legitimate Interest
- In specific situations, we require your data to pursue our legitimate interests in a way which might reasonably be expected as part of running our business and which does not materially impact your rights, freedom or interests
- Public Interest
- Processing of your special categories of personal data such as whether you require homes which have specific modifications for areas such as mobility
- When do we share your personal information with other organisations?
We may share information with the following third parties for the purposes listed above:
- Property management software providers
- Business partners (for example, financial services institutions, insurers), account beneficiaries, or others who are a part of providing services or operating our business
- Service Providers such as Surveyors and Mortgage Advisors involved specifically with the sales process
- Governmental and regulatory bodies such as HMRC, The Property Ombudsman & the Information Commissioner’s Office
- Other organisations and businesses who provide services to us such as back up and server hosting providers, IT software and maintenance providers, document storage providers and suppliers of other back office functions
We provide only the information they need to perform their specific services. They may only use your data for the exact purposes we specify in our terms of business and we work closely with them to ensure that your privacy is respected and protected at all times.
- How and when can you withdraw your consent?
Where we’re relying upon your consent to process personal data, you can withdraw this at any time by contacting us using the details below.
- Is your personal information transferred outside the UK or the EEA?
We, and the systems we use to store your data, are based in the UK but sometimes your personal information may be transferred outside the European Economic Area. Whilst we do not transfer your data outside the UK or the EEA we make sure that suitable safeguards are in place to ensure that any third parties we contract with are compliant with GDPR regulations.
- What should you do if your personal information changes?
You should tell us so that we can update our records accordingly.
- Do you have to provide your personal information to us?
We’re unable to provide you with services if you do not provide certain information to us. In cases where providing some personal information is optional, we’ll make this clear.
- For how long is your personal information retained by us?
Unless we explain otherwise to you, we’ll hold your personal information based on the following criteria:
- For as long as we have reasonable business needs, such as managing our relationship with you and managing our operations
- For as long as we provide services to you and then only for a period after based on whether we are required to hold the information to comply with legal and regulatory requirements
- What are your rights under data protection laws?
Here is a list of the rights that all individuals have under data protection laws. They don’t apply in all circumstances. If you wish to use any of them, we’ll explain at that time if they are engaged or not. The right of data portability is only relevant from May 2018.
- The rightto be informed about the processing of your personal information
- The right to have your personal information corrected if it is inaccurateand to have incomplete personal information completed
- The rightto object to processing of your personal information where the basis for processing is consent
- The right to restrict processingof your personal information
- The right to have your personal information erased(the “right to be forgotten”) where the basis for processing is consent
- The right to request accessto your personal information and to obtain information about how we process it
- The right to move, copy or transfer your personal information(“data portability”)
- Rights in relation to automated decision making which has a legal effect or otherwise significantly affects you
You have the right to complain to the Information Commissioner’s Office which enforces data protection laws: www.ico.org.uk . You can contact us using the details below.
- Your right to object
You have the right to object to certain purposes for processing, in particular to data processed for direct marketing purposes and to data processed for certain reasons based on our legitimate interests. You can contact us by either e-mailing us or visiting our website, details of which are below.
If you have any questions about this privacy notice, or if you wish to exercise your rights or contact us for any other reason you can use the “Contact Us” section of our website www.readwinbarclay.co.uk, by e-mail to firstname.lastname@example.org or write to us at Lodge Lettings Ltd, Unit 6 Bellflower Crescent, Red Lodge, Suffolk, IP28 8XQ.
Online identifiers, IP addresses and cookie identifiers
Where you visit our website we may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns.
We may obtain information by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:
- To estimate our audience size and usage pattern.
- To store information about your preferences, and so allow us to customise our site according to your individual interests.
- To speed up your searches.
- To recognise you when you return to our site.