Your data is held on secure servers operated by us and agencies contracted by us to protect your personal information from unauthorised access or accidental loss. Where paper copy is held, physical security is maintained by lock and key in a secure building.
To access or update your information, or to advise us that you wish to terminate our relationship, following the completion of a transaction and/or termination of contract, and no longer wish to hear from us, please call us on 01435 866988, or send an email to firstname.lastname@example.org
We will always respect your wishes and ensure that your contact details are immediately updated or, should you no longer wish to hear from us, be deleted.
The information we gather
When you make an enquiry regarding our service – through our website, by email, or by telephone – we will ask for personal contact information about you and record it for future use. This could include your name, email address, postal address and telephone numbers.
When you become a retaining client under contract with us, we are required by Anti Money Laundering (AML) law to sight proof of identity (ID) documents from you, and keep copies of this information. This will include Passport or Driving Licence, and recent Utility Bills and/or other Financial Statements with current residence information.
Once a transaction is underway, we may need to ask for proof of monetary funds from you, and thus gather details of your bank account(s).
How we use this information
All personal information that we hold is used solely for the purpose for which you provided it, namely in connection with your property search and subsequent purchase. Any communication we have with you will be in relation to this purpose.
If you are an enquirer, we will contact you only if we feel we have information that would be advantageous to you in your property situation.
As a client, we will be in regular contact as we perform our contractual obligations with you. This contact will be entirely transactional based on our business relationship with you.
Once the transaction is complete, and/or our contract is terminated, we will keep in touch in order to offer support as required in relation to your property, and contact you only if we feel we have information in this context that may be of interest.
How long we keep your information for
Our database of contact information, containing your personal data, is updated and maintained as required on a regular basis. We will hold on to your information for as long as we have a business relationship with you, or for as long as has been discussed and agreed at the time of any enquiry you make of our services. While we can still be of assistance to you with any information regarding property matters of relevance, we will keep your information live on our files.
We scrutinise the currency of the personal data that we maintain at least once a year; this currency is deemed to be for as long as your property search, or ownership having subsequently purchased, might be reasonably expected to continue. In general, this is judged to be 12-18 months for a house search, and 10-15 years for home ownership.
We are, in any case, legally required to keep all information and documentation relating to a property transaction from the date of its completion.
We do not disclose your personal data to any third party, unless we are required to do so by law, or have your specific prior permission. For example, you may agree that your name and contact details, or other information about you, be disclosed to the seller of a property and/or to their agents. Or you may ask that we put you in touch with solicitors, surveyors, financial advisors, architects or removal firms and others who can assist in the property transaction we are undertaking.
Other than as set out in this policy, or as required by law, we will never sell or pass on your personal information to any third party organisation for their own purposes. We do not work with marketing agencies.
Website and cookies
Whenever you request a page through your browser, certain information on the nature of your contact with our website is gathered and stored in a log file. None of this information is used to identify specific individuals, and it is only used for website and system administration, research and development, and anonymous user analysis.
Access to your information
You have the right to apply for a copy of the information we hold about you and to have any inaccurate information about you corrected.
If you would like to access or update your information please email email@example.com and we will ensure that your contact details are immediately revised.
We only want to communicate with you, and send you information that may be of interest to you, if you continue to be happy to hear from us. You also have to right to instruct us at any time to delete your personal data from our records permanently should you wish.
If you would like to opt-out of receiving any further communication from us, again please email firstname.lastname@example.org and we will action your request straightaway.
You have the right to complain directly to the Information Commissioner’s Office (ICO) if you are dissatisfied with any aspect of the way in which we maintain, process or use your personal data.
Details are available at www.ico.org.uk