This notice explains what information we collect, when we collect it and how we use this. During the course of our activities, we will process personal data (which may be held on paper, electronically, or otherwise) about you and we recognise the need to treat it in an appropriate and lawful manner. The purpose of this notice is to make you aware of how we will handle your information.
Who are we?
We, A to Z Property Services, take the issue of security and data protection very seriously and strictly adhere to guidelines published in the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018, together with any domestic laws subsequently enacted.
We are notified as a Data Controller with the Office of the Information Commissioner under registration number ZA367804 and we are the data controller of any personal data that you provide to us.
A to Z Property Services has a Data Protection Officer who is responsible for matters relating to privacy and data protection. The Data Protection Officer can be reached at email@example.com or via post at A to Z Property Services, 274 High Road, Willesden, London NW10 2EY
How we collect information from you and what information we collect
We obtain personal information about you that you provide to us through our website, emails, phone conversations, documents you provide to us or when you visit our offices for example when you:
- Enquire about specific properties For Sale or For Rent
- Ask us to value your property
- Register for our email newsletters
- Provide copies of Passports, Photographic ID, Utility Bills or proof of address
- Money Laundering
- Interact with us via social media
We may also obtain personal information relating to you using automated technical means when you visit our website.
What information we collect
The information we collect from you may include (but is not limited to):
- You name, e-mail address, telephone number, Date of Birth, address (including any previous addresses), marital status, National Insurance Number, nationality, next of kin, name of university or college where you are studying (if applicable), the name of friends that you are staying with (if applicable); As well as any other information you choose to provide to us.
- Property address; term, rent, deposit, utility and service responsibilities;
- The employment status of tenants and/or guarantors, address, contact details (including email, phone and fax numbers) of the employer/accountant, payroll numbers, length of employment, salary information (including any regular overtime or commission), and any other income received;
- Bank account details including account number and sort code, and any hire purchase/loan agreements/credit cards or store cards that you have; and
- Any welfare benefits that you may be eligible for, or are currently on.
- The information we collect through our website using automated technical means includes: the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, identification number, online identifier and location data. We also collect information about your website visit including which website pages are accessed, page response times and length of visits to pages.
Why we need this information about you and how it will be used
We need your information and will use the information you directly provide for the following:
- We may use your name, address and contact details for the purpose of carrying out our obligations arising from any contracts entered into by you and A to Z Property Services such as providing you with products and services you have requested, visiting and arranging viewings of your property. Our legal basis for this use is that it is necessary for the performance of a contract to which you are a party of;
- We may use your name, email address and postal address to provide you with information, you have requested from us, respond to enquiries or requests from you, communicate with you in relation to those enquiries or requests and arranging visits to your property by our staff. Our legal basis for this use is our legitimate interests, namely the fact that you provided us with your details freely at the time of registering us and have registered information in response to our customer enquiries or requests;
- We may use your name, email address and postal address to provide you with information regarding similar goods and services to those you have already enquired about or purchased. Our legal basis for this use is our legitimate interests, namely the ongoing marketing of our goods and services to individuals with whom we have an existing relationship in connection with our goods and services and/or who have expressed an interest in those goods and services;
- We may use your name, email address and postal address to carry out due diligence on any prospective client, including whether there are any money judgements against them, or any history of bankruptcy or insolvency;
- Where you have entered into a contract with us or we have provided you with services we may use your name, email address, postal address or phone number to ask for your feedback about the services we have provided to you. Our legal basis for this use is our legitimate interests, namely evaluating and where necessary improving the quality of our service provision with a view to promoting the success of our business and positive customer relationships;
- Where you are a party to an existing contract with us or regularly enter into contracts with us for our goods and services, we may use your name, email address, postal address or phone number to notify you of changes to the terms and conditions of our services. Our legal basis for this use is our legitimate interests, namely the administration and management of our business contracts and relationships;
- We may use your name, email address and postal address to send you marketing communications, if you have chosen to receive these. These may include information about properties For Sale, For Rent, the current property market, property alerts, promotions or offers. Our legal basis for this use is consent;
- We may use your personal information to verify your identity if needed during the transaction period with us. Our legal basis for this use is compliance with a legal obligation to which we are subject with our legitimate interests being namely ensuring the security of our systems, network and information and those of third parties.
We may use the information that we automatically collect using technical means through our website to Administer our site and for troubleshooting, testing, research and statistical purposes. We use Google Analytics, a third-party website monitoring tool. Our legal basis for this is our legitimate interests, namely monitoring the use of our software and IT systems, improving our website
Sharing of Your Information
The information you provide to us will be treated by us as confidential and will be processed only by any third party, acting on our behalf, within the UK/EEA. We may disclose your information to other third parties who act for us for the purposes set out in this notice or for purposes approved by you, including the following:
- We enter into a joint venture with or merged with a business entity, your information may be disclosed to our new business partners or owners;
- To carry out due diligence on you as a prospective tenant/ guarantor, including but not limited to the carrying out of affordability checks, due diligence checks and the obtaining of references from relevant parties, whose data you have provided;
- If you request so, your information shall be disclosed in order to determine if there are any money judgements against you, as the prospective tenant/guarantor, or to determine if they have a history of bankruptcy or insolvency;
- If you are unable to make payments under your tenancy, your information may be disclosed to any relevant party assisting in the recovery of this debt or the tracing of you as a tenant; and
- In the creation, renewal or termination of the tenancy, your information will be disclosed to the relevant local authority, tenancy deposit scheme administrator, service/utility provider, freeholder, factor, facilities manager or any other relevant person or organisation in connection with this.
- We may disclose your personal information to our insurers and /or professional advisers] insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes
- In addition to the specific disclosures set out in this section, we may disclose your personal information where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person, or for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative out-of-court procedure
Unless required to do so by law, we will not otherwise share, sell or rent any of the information you provide to us without your consent.
We may pass your information to third party service providers, including but not limited to:
Business partners, suppliers and sub-contractors working on our behalf for the purposes of completing tasks and providing services to you, such as:
- Named parties to a contract such as your landlord or tenant
- Third parties who provide services to the property for maintenance and repairs including plumbers/electricians/builders/carpenters/damp proofing specialists/pest control/furniture suppliers
- Utility companies including utility provider intermediaries where we are required to do so and to adhere to a tenancy agreement or contract
- Referencing companies to obtain references relating to the letting of a property and referencing of tenants
- Block managers, where a let property is a leasehold property
- Inventory clerks who may be employees of our company or external inventory providers to conduct check in and check outs
- Insurance or warranty companies where you have decided to buy a product or service through us
- Other parties that may have a direct link to fulfil any contract between a landlord and tenant, landlord and us or tenant and us
When we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and otherwise use your information in accordance with applicable data protection law.
If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.
If you have an account and you log in to this site, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.
When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.
If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
Transfers outside the UK and Europe
Your information will only be stored within the UK and EEA.
When you give us information we take steps to make sure that your personal information is kept secure and safe.
We take appropriate technical and organisational precautions to secure your personal information and prevent its loss, misuse or alteration. All information you provide to us is stored on our secure servers. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone
The transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and for this reason we cannot guarantee the security of data sent between us over the internet.
Our premises are protected with an alarm system which is monitored 24 hours a day and connected to a central monitoring centre which will trigger a police response in the event of unauthorised entry.
How long we will keep your information
We review our data retention periods annually and will only hold your personal data for as
long as is necessary for the relevant activity, or as required by law to fulfil our statutory obligations (we may be legally required to hold some types of information), or as set out in any relevant contract we have with you.
Sold Properties – 7 Years
Market Appraisals – 7 Years
Withdrawn Properties – 7 Years
Applications – 4 Years
Landlord Information – 7 Years
Tenant Information – 7 Years
In some cases it is not possible for us to specify in advance the periods for which we will retain your personal information. In such cases, we will determine the period of retention based on the following criteria
- The information was needed for HMRC purposes
- The information was for the District Valuer
You have the right at any time to:
- ask for a copy of the information about you held by us in my records;
- require us to correct any inaccuracies in your information;
- make a request to us to delete what personal data of yours we hold; and
- object to receiving any marketing communications from us.
If you would like to exercise any of your rights above please contact us at firstname.lastname@example.org.
Links to other websites
Our website may contain links to other websites run by other organisations. We are not responsible for the privacy practices of those organisations or the content of their websites. You should read the privacy policies of these organisations before providing them with any personal information
Should you wish to complain about the use of your information, we would ask that you contact us to resolve this matter in the first instance. You also have the right to complain to the Information Commissioner’s Office in relation to our use of your information. The Information Commissioner’s contact details are noted below:
Information Commissioner’s Office
Wycliffe House, Water Lane
Wilmslow, Cheshire, SK9 5AF
Telephone: 0303 123 1113
The Information Commissioner’s Office – Scotland
45 Melville Street, Edinburgh, EH3 7HL
Telephone: 0131 244 9001
Information Commissioner’s Office
2nd floor, Churchill House
Churchill way, Cardiff, CF10 2HH
Telephone: 029 2067 8400
Information Commissioner’s Office
3rd Floor, 14 Cromac Place
Belfast, BT7 2JB
Telephone: 028 9027 8757
The accuracy of your information is important to us – please help us keep our records updated by informing us of any changes to your email address and other contact details.