PRIVACY NOTICE GENERAL DATA PROTECTION REGULATION(GDPR)-MAY 2018
Please read the following information carefully.
This privacy notice contains information about what data we collect and store about you and why. It also tells you who we share this information with, the security mechanisms we have put in place to protect your data and how to contact us if you have a complaint. STEVENTON PREMIER HOMES LTD are committed to protecting and respecting your privacy.We will not share your personal information with any other third parties, without your consent, other than as confirmed in this Privacy Notice. STEVENTON PREMIER HOMES LTD collects and uses and is responsible for personal information about you. When we do this,we are the ‘controller’ of this information for the purposes of the General Data Protection Regulation and other applicable data protection laws. We need to hold this information in order to sell properties. We hold information in relation to you in order:-
•To fulfil our obligations to you when providing you with our property services
•To share your information with others where necessary to fulfil our property services for you or where acting as agent for a third party on your behalf;
•To comply with our statutory and regulatory obligations, including verifying your identity, prevention of fraud and money laundering and to assess your credit worthiness;
•Communicate with you by way of letter, telephone, email or text during the course of providing our services, for example with your enquiries and requests;
Who do we share your information with?
•We will pass your details to the following organisations (our “data processors”) who carry out certain activities on our behalf as part of us providing our services: cloud computing host providers, technical support service providers, business partners, services, etc.
•We will also pass your details where necessary to your property solicitors and those of the other party to your transaction. We will also disclose your personal information to third parties:
•If our company or substantially all of our assets are acquired by a third party, in which case personal data held by us about our customers will be one of the transferred assets.
•If we are under a duty to disclose or share your personal data in order to comply with any legal or regulatory obligation, or to protect the rights, property, or safety of our company, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
•We will not share your information with third parties for marketing purposes without first obtaining your prior consent.
Is your data secure?
•Our website services are provided by outside companies and the performance and security is monitored by them, to prevent any downfalls which may put at risk the website’s security and data collected. If you have any reasons to believe that our website is not performing at its best in securing your data, please get in touch via info@steventon-estates.co.uk.
•You have a right to request a copy of the personal information we hold about you, known as a data subject access request. You also have the right to request that information we hold about you which may be incorrect, or which has been changed since you first told us, to be updated or removed.
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How to request erasure of your data
You can ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where you have withdrawn consent for us to process it (as explained below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
How to withdraw your consent
You have the right at any time to withdraw any consent you have given us to process your personal data. Please note if you withdraw your consent it will not affect the lawfulness of any processing of your personal data we have carried out before you withdrew your consent. Should you wish to do so you can change your consent preferences at any time by contacting us on 01902 753131. In order to sell, let or rent a property we do have to hold information.
What we do with your information collected by us
When carrying out our business activities in relation to the valuation, sale, acquisition /purchase, of a property and/or land we collect the following personal information that you will need to provide to us:-
•Your full legal name
•Your date of birth
•Your telephone contact numbers
•Your home address and the property address if different, any previous address information of up to three years
•Bank details
•In the case of a company, your registered office address and the address we should contact you at on a daily basis (if different)
•Verification & credit status.
•Your email address
•Proof of identity documentation to comply with the current Money Laundering Regulations. Usually we will take our own copies of your passport and photo driving licence, also we may ask to take a copy of a recent utility bills, council tax bill, bank statements, wage slips, identity cards.
•In order to identify the legal owners of properties and land that we market for sale and to let, we may obtain from the Land Registry documentation to verify the legal names of the legal owners.
•Where we need to collect personal data by law (for example, to meet our obligations to prevent fraud and money laundering) or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to a) perform the existing contract and/or services as requested, b) enter in a contract and/or services as requested. In this case, we may have to cancel a contract or service you have with us, but we will notify you if this is the case at the time.
•When we take instructions from a company to sell or buy property or land, we will usually check information provided with that held at Companies House.
•Property Portals, such as Rightmove, Zoopla, On The Market & Prime Location and other property portals send us your personal data when you have requested them to do so.
•Telephone calls to protect our legitimate interests, our calls may be recorded for training or monitoring purposes.
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How We Use Your Personal Information
•When carrying out our business activities in relation the valuation, sale, acquisition of property or land we collect the following personal information that you provide to us.
•When arranging a valuation / market appraisal, we will require your name, address, telephone number and email address. (in order to issue our Privacy Notice, Agent Agreement and Terms of Business and Draft Sales Particulars. Along with general correspondence that occurs within the nature of our business.
•Where you are not the legal owner of the property we will request details from you as to your ability to sell the property, such a Power of Attorney, Grant of Probate or Guardianship order.
•As a Seller / Vendor when you accept an offer on a property we will pass your name, address, telephone number and email address to the solicitors for yourself and the buyer, the memorandum of sale containing this information will be issued to both solicitors and the buyer.
•As a Buyer when you have an offer accepted on a property we will pass your name, address, telephone number and email address to the solicitors for yourself and the buyer, the memorandum of sale containing this information will be issued to both solicitors and the Seller.
•As a Buyer when you have an offer accepted on a property we will pass your name,address, telephone number and email address to the solicitors for yourself and the buyer, the memorandum of sale containing this information will be issued to both solicitors and the Seller.
•As a Buyer or Seller we shall pass on full chain details to other estate agents in the chain, the information that we pass on will be your name and address.
•To assist in ensuring sales/purchases run smoothly we also pass your name and the property address to all solicitors concerned in the chain.
•During the process of a sale it is highly likely that the buyers lender or buyer (if a cash purchase) will instruct for a valuation / survey to be carried out. We will provide them with the property address and possibly a contact number for you in order to arrange a mutually convenient appointment.
Whether information has to be provided by you, and why:-
•In the case of a purchase under the regulations, we do require to see proof of funds and if we do take a copy, we shall store this electronically or in hard copy format stored in a safe.
How Long Will We Store Your Personal Data
We are relying on your consent to process and store your personal data in order that we can ‘keep in touch’ with you from time to time with property details and general market information. You have the right to withdraw this consent at any time, but this will not affect the lawfulness of any processing activity we have carried out prior to your withdrawing your consent. Our Data Protection Officer is Jon Steventon -Tel: 01902 753131. Steventon Premier Homes Ltd, 45 Bridgnorth Road, Compton, Wolverhampton, WV6 8AF. Email: info@steventon-estates.co.uk
We shall store your data as follows:-
•When we value your property for sale and we do not market for you, we shall retain your personal information for at least 3 years or the minimum period required by law.
•When we value your property and we do market for you, we shall retain your personal information for at least 3 years or the minimum period required by law.
•When we value your property and we do market for you, and a sale is not achieved we shall retain your personal information for at least 3 years or the minimum period required by law.
•When we value your property and we do market for you, and a sale is achieved we shall retain your personal information for at least 3 years following the completion date or the minimum period by law.
•When you register as a prospective Buyer –we shall retain your personal information for at least 6 months or the minimum period required by law.
Page 3 of 4
Our Security
The security of information is paramount to us and we have measures in place which are designed to prevent unauthorised access to your personal information. These include, but are not limited to:-
•Electronic data files–this being on a ‘Cloud’ based secure system
•Password protected computers
•Hard copy files are stored in locked cabinets before being securely destroyed
Future Processing
•We do not intend to process your information for any reason other than stated within this privacy notice, if this changes, we will inform you either by post or by email
Changes To This Privacy Notice
•We regularly review our internal privacy practices and if this policy is changed we shall inform you either by post or by email.
Your Rights
•Under the General Data Protection Regulation, you have a number of important rights that you can exercise free of charge, in summary these are:-
•Transparency over how we use your personal data and fair processing of your information
•Access to your personal information and other supporting information
•Require us to correct any mistakes or complete missing information we hold on you
•Require us to erase your personal information you have provided to us or have this information be sent to a third party, this will be provided to you for the third party in a structured, commonly used and machine readable format
•Object at any time to processing of your personal information for direct marketing
•Object in certain other situations to the continued processing of your personal information
•Restrict our processing of your personal information in certain circumstances If you require more information about your rights under the GDPR please see the Guidance from the Information Commissioners office https://ico.org.uk/ If you wish to exercise any of these rights, please Email, telephone or write to our Data Protection Officer.
Get In Touch
If you have any questions about this Privacy Notice or the information we hold about you, please contact our Data Projection Officer. The best way to reach us is by email: info@steventon-estates.co.uk, or please telephone 01902 753131 and ask to speak to Jon Steventon.Complaints about the use of your personal data If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated by writing to:-
Jon Steventon
Steventon Premier Homes Ltd
45 Bridgnorth Road
Compton
Wolverhampton
WV6 8AF
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the UK data protection regulator, the Information Commissioner’s Office.Further details can be found at www.ico.org.uk or 0303 123 1113
Page 4 of 4
Please read the following information carefully.
This privacy notice contains information about what data we collect and store about you and why. It also tells you who we share this information with, the security mechanisms we have put in place to protect your data and how to contact us if you have a complaint. STEVENTON PREMIER HOMES LTD are committed to protecting and respecting your privacy.We will not share your personal information with any other third parties, without your consent, other than as confirmed in this Privacy Notice. STEVENTON PREMIER HOMES LTD collects and uses and is responsible for personal information about you. When we do this,we are the ‘controller’ of this information for the purposes of the General Data Protection Regulation and other applicable data protection laws. We need to hold this information in order to sell properties. We hold information in relation to you in order:-
•To fulfil our obligations to you when providing you with our property services
•To share your information with others where necessary to fulfil our property services for you or where acting as agent for a third party on your behalf;
•To comply with our statutory and regulatory obligations, including verifying your identity, prevention of fraud and money laundering and to assess your credit worthiness;
•Communicate with you by way of letter, telephone, email or text during the course of providing our services, for example with your enquiries and requests;
Who do we share your information with?
•We will pass your details to the following organisations (our “data processors”) who carry out certain activities on our behalf as part of us providing our services: cloud computing host providers, technical support service providers, business partners, services, etc.
•We will also pass your details where necessary to your property solicitors and those of the other party to your transaction. We will also disclose your personal information to third parties:
•If our company or substantially all of our assets are acquired by a third party, in which case personal data held by us about our customers will be one of the transferred assets.
•If we are under a duty to disclose or share your personal data in order to comply with any legal or regulatory obligation, or to protect the rights, property, or safety of our company, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
•We will not share your information with third parties for marketing purposes without first obtaining your prior consent.
Is your data secure?
•Our website services are provided by outside companies and the performance and security is monitored by them, to prevent any downfalls which may put at risk the website’s security and data collected. If you have any reasons to believe that our website is not performing at its best in securing your data, please get in touch via info@steventon-estates.co.uk.
•You have a right to request a copy of the personal information we hold about you, known as a data subject access request. You also have the right to request that information we hold about you which may be incorrect, or which has been changed since you first told us, to be updated or removed.
Page 1 of 4
How to request erasure of your data
You can ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where you have withdrawn consent for us to process it (as explained below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
How to withdraw your consent
You have the right at any time to withdraw any consent you have given us to process your personal data. Please note if you withdraw your consent it will not affect the lawfulness of any processing of your personal data we have carried out before you withdrew your consent. Should you wish to do so you can change your consent preferences at any time by contacting us on 01902 753131. In order to sell, let or rent a property we do have to hold information.
What we do with your information collected by us
When carrying out our business activities in relation to the valuation, sale, acquisition /purchase, of a property and/or land we collect the following personal information that you will need to provide to us:-
•Your full legal name
•Your date of birth
•Your telephone contact numbers
•Your home address and the property address if different, any previous address information of up to three years
•Bank details
•In the case of a company, your registered office address and the address we should contact you at on a daily basis (if different)
•Verification & credit status.
•Your email address
•Proof of identity documentation to comply with the current Money Laundering Regulations. Usually we will take our own copies of your passport and photo driving licence, also we may ask to take a copy of a recent utility bills, council tax bill, bank statements, wage slips, identity cards.
•In order to identify the legal owners of properties and land that we market for sale and to let, we may obtain from the Land Registry documentation to verify the legal names of the legal owners.
•Where we need to collect personal data by law (for example, to meet our obligations to prevent fraud and money laundering) or under the terms of a contract we have with you, and you fail to provide that data when requested, we may not be able to a) perform the existing contract and/or services as requested, b) enter in a contract and/or services as requested. In this case, we may have to cancel a contract or service you have with us, but we will notify you if this is the case at the time.
•When we take instructions from a company to sell or buy property or land, we will usually check information provided with that held at Companies House.
•Property Portals, such as Rightmove, Zoopla, On The Market & Prime Location and other property portals send us your personal data when you have requested them to do so.
•Telephone calls to protect our legitimate interests, our calls may be recorded for training or monitoring purposes.
Page 2 of 4
How We Use Your Personal Information
•When carrying out our business activities in relation the valuation, sale, acquisition of property or land we collect the following personal information that you provide to us.
•When arranging a valuation / market appraisal, we will require your name, address, telephone number and email address. (in order to issue our Privacy Notice, Agent Agreement and Terms of Business and Draft Sales Particulars. Along with general correspondence that occurs within the nature of our business.
•Where you are not the legal owner of the property we will request details from you as to your ability to sell the property, such a Power of Attorney, Grant of Probate or Guardianship order.
•As a Seller / Vendor when you accept an offer on a property we will pass your name, address, telephone number and email address to the solicitors for yourself and the buyer, the memorandum of sale containing this information will be issued to both solicitors and the buyer.
•As a Buyer when you have an offer accepted on a property we will pass your name, address, telephone number and email address to the solicitors for yourself and the buyer, the memorandum of sale containing this information will be issued to both solicitors and the Seller.
•As a Buyer when you have an offer accepted on a property we will pass your name,address, telephone number and email address to the solicitors for yourself and the buyer, the memorandum of sale containing this information will be issued to both solicitors and the Seller.
•As a Buyer or Seller we shall pass on full chain details to other estate agents in the chain, the information that we pass on will be your name and address.
•To assist in ensuring sales/purchases run smoothly we also pass your name and the property address to all solicitors concerned in the chain.
•During the process of a sale it is highly likely that the buyers lender or buyer (if a cash purchase) will instruct for a valuation / survey to be carried out. We will provide them with the property address and possibly a contact number for you in order to arrange a mutually convenient appointment.
Whether information has to be provided by you, and why:-
•In the case of a purchase under the regulations, we do require to see proof of funds and if we do take a copy, we shall store this electronically or in hard copy format stored in a safe.
How Long Will We Store Your Personal Data
We are relying on your consent to process and store your personal data in order that we can ‘keep in touch’ with you from time to time with property details and general market information. You have the right to withdraw this consent at any time, but this will not affect the lawfulness of any processing activity we have carried out prior to your withdrawing your consent. Our Data Protection Officer is Jon Steventon -Tel: 01902 753131. Steventon Premier Homes Ltd, 45 Bridgnorth Road, Compton, Wolverhampton, WV6 8AF. Email: info@steventon-estates.co.uk
We shall store your data as follows:-
•When we value your property for sale and we do not market for you, we shall retain your personal information for at least 3 years or the minimum period required by law.
•When we value your property and we do market for you, we shall retain your personal information for at least 3 years or the minimum period required by law.
•When we value your property and we do market for you, and a sale is not achieved we shall retain your personal information for at least 3 years or the minimum period required by law.
•When we value your property and we do market for you, and a sale is achieved we shall retain your personal information for at least 3 years following the completion date or the minimum period by law.
•When you register as a prospective Buyer –we shall retain your personal information for at least 6 months or the minimum period required by law.
Page 3 of 4
Our Security
The security of information is paramount to us and we have measures in place which are designed to prevent unauthorised access to your personal information. These include, but are not limited to:-
•Electronic data files–this being on a ‘Cloud’ based secure system
•Password protected computers
•Hard copy files are stored in locked cabinets before being securely destroyed
Future Processing
•We do not intend to process your information for any reason other than stated within this privacy notice, if this changes, we will inform you either by post or by email
Changes To This Privacy Notice
•We regularly review our internal privacy practices and if this policy is changed we shall inform you either by post or by email.
Your Rights
•Under the General Data Protection Regulation, you have a number of important rights that you can exercise free of charge, in summary these are:-
•Transparency over how we use your personal data and fair processing of your information
•Access to your personal information and other supporting information
•Require us to correct any mistakes or complete missing information we hold on you
•Require us to erase your personal information you have provided to us or have this information be sent to a third party, this will be provided to you for the third party in a structured, commonly used and machine readable format
•Object at any time to processing of your personal information for direct marketing
•Object in certain other situations to the continued processing of your personal information
•Restrict our processing of your personal information in certain circumstances If you require more information about your rights under the GDPR please see the Guidance from the Information Commissioners office https://ico.org.uk/ If you wish to exercise any of these rights, please Email, telephone or write to our Data Protection Officer.
Get In Touch
If you have any questions about this Privacy Notice or the information we hold about you, please contact our Data Projection Officer. The best way to reach us is by email: info@steventon-estates.co.uk, or please telephone 01902 753131 and ask to speak to Jon Steventon.Complaints about the use of your personal data If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated by writing to:-
Jon Steventon
Steventon Premier Homes Ltd
45 Bridgnorth Road
Compton
Wolverhampton
WV6 8AF
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law you can complain to the UK data protection regulator, the Information Commissioner’s Office.Further details can be found at www.ico.org.uk or 0303 123 1113
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