HOW WE HANDLE AND
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
Mr Green Estate Agents Ltd., 35 Southbourne
Grove, Bournemouth, BH6 3QT
Mr Green Lettings
Ltd., 35 Southbourne Grove, Bournemouth, BH6 3QT
Waterside
Properties (Bournemouth) Ltd., 35 Southbourne Grove, Bournemouth, BH6 3QT
Our VAT numbers are:
Mr Green Estate Agents Ltd. – 979 670 352
Mr Green Lettings
Ltd. – 270 506 129
Waterside
Properties (Bournemouth) Ltd. – 202 302 580
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., 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 the companies noted above.
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 [email protected].
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
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, 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.
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you.
- Where data is held for our/your legitimate interests (or those of a third party), fundamental rights do not override those interests.
- Where we need to comply with a legal or regulatory obligation.
We only rely on consent as a legal basis for processing your personal data in relation to marketing communications to you via phone, email or text message. You have the right to withdraw consent to marketing at any time by contacting us.
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 any 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.
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.
