This Privacy Notice sets out the basis on which any personal data we collect from you through our website (https://www.lefoyerproperties.com) or that you provide to us through Our Site or via other methods you may communicate with us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will retain the data and how its is stored and used. Services for Landlord Ltd. registered in England and wales. Company Registration No. 11357604 are also introducer appointed by Reading Money Limited who is authorised and regulated by the Financial Conduct Authority under Firm Reference Number: 795534. Company Reg: 10760696. Reg Office: 34 Wedderburn Close, Winnersh, Berkshire, RG41 5NY. Reading Money Limited is registered with the Data Protection Act 1998 Registration No: ZA254978.
Prioritizing your safety and security we are committed to keeping your information secure and managing it in accordance with our legal responsibilities under applicable data protection laws.
Using our webpage and browsing through it you confirm that you have read and agree to this Privacy Notice. If you do not agree with any part of this Privacy Notice, you should refrain using our website and our offered services.
We reserve the right to change the contents on our website, including this Privacy Notice from time to time by posting such changes on the web page. It is your responsibility to familiarise yourself with the Privacy Notice regularly to ensure that you are aware of any changes. Any revised policy will be updated from time to time.
This Privacy Notice was last updated on 31st October 2020. Please contact us using the details below should you require any clarification regarding how we may have processed your data prior to this date.
1.Your data will be lawfully and fairly processed in a transparent manner.
2.Your data is collected on the grounds of explicit and legitimate purposes only.
3.We will only ask for your data when necessary, explain if data will be shared and how long it will be kept.
4.Your data will be accurate, kept up to date and erased, without delay, should your data no longer be required for processing purposes.
5.Your data will only be retained for as long as is necessary.
6.Your data will be secure.
What information is being collected if you are a prospective or existing customer?
The personal information we collect from you in connection with your use of webpage or official services, including such personal information as:
Your name, email address, telephone number, property address and details of your requirements when you register an online account with us, use an online form or to submit an enquiry to arrange a viewing, register for property alerts, request a valuation or lettings consultation, book a mortgage appointment or submit an enquiry;
Occasionally information gathered from you in connection with a service or product provided to you by us, including personal information such as:
Where you engage us to provide estate agency services for your property via email or phone .Your marital status, date of birth, nationality and tax status are recorded when you enter into a residential sales or lettings agreement with us
Financial or other identifiers including your bank account details, your name, postal address, phone number, email address, tax URN number and income/expenditure details where we manage a financial transaction for you, set up a standing order, or take payment for the services which we provide to you
Your date of birth, nationality and other details from identity documents which you provide to us where we are required by law to carry out know your client anti-money laundering checks and right to rent checks and the results of those checks
Details of your existing or proposed mortgage arrangements, confirmation of how long you have owned the property and details of the source of monies invested in the property when you register to sell
Evidence of the source of funds you will be using to buy a property, including for example, a copy of your bank statement or an agreement in principle from your mortgage provider Proof that you have sufficient funds to pay any deposit required when you wish to make an offer to buy a property
Details of any mortgage or insurance, any licensing documentation and service contracts which you have in place in relation to a property you wish to let, where you are a landlord and we are providing you with letting services
When carrying out referencing and credit checks and the results of those may include use of your marital status, employment details, national insurance number, nationality, residential status, bank details and credit history
While selling or letting property we use details relating to your property including photographs, floor plans, energy performance certificate ratings/home reports, property description and any valid survey results
Photographs of your property, when marketing your property for sale or to let, preparing an inspection report on the condition of your property or when preparing an inventory to record the condition of your property at the start or end of a tenancy
Your contact details, move in and move out date, utility meter serial number and meter readings where you are a landlord or tenant, prior to a tenant moving into a property and when the tenant moves out
Details of the deposit you have paid if you are a tenant when registering or releasing any deposit from a deposit protection scheme
Balance of any debt which you owe when we are required to take steps to collect a debt or take possession of a property and references relating to you, or information required to prepare a reference for you where you are a tenant.
Providing you with services from the information collected:
Primarily allows us to the job of estate agency services which you have asked us to provide,
Services include buying, letting and managing the properties. Providing introductory financial services and referring to conveyancing services upon request
Services related to protect a tenant’s deposit by registering it with a deposit protection scheme
To process payment by the client to us also to process the receipt and payment of rent, maintenance and tax for you if a property is being let by us
Services including condition report at the end of tenancy, arranging an inventory check or the EPC certificates
Providing and changing over the utilities that are in place and that utility companies and local authorities are able to contact you for billing purposes when you move into a property
To carry out tenant reference checks and credit checks, right to rent checks we may share your personal information with credit referencing companies, please refer to the Disclosure of Information section below for further details
Regular update in relation to property market to provide you with general updates in relation to the property market, in accordance with your preferences.
Timely targeted advertising to you on social media websites such as Facebook where you have already shown an interest in our services. This is done through analysing information we collect about your interactions on you have on the website and making this available to social media networks
Data collected can also be used and analysed from time to time to improve the performance of your website
Queries related Responses
Our team will be readily available to answer all your queries, assist you with quotes and services required
We are 100% committed to comply with any applicable laws where we are obliged to retain and/or disclose certain information.
Appropriately investigate or address complaints relating to your use of our services and timely internal and external audits.
Ensuring consistent anti – money laundering checks are in place, wherever applicable checks for right to rent are carried out.
To ensure debt collection which is owed to us
We reserve the rights and copyrights of all advertising material, including pictures used for marketing your property for sale
What is the source of the information we collect?
The vast amount of personal information which we collect will have been voluntarily provided by you through our website or through email or over the phone, however we may also obtain your personal data from other sources including:
Third parties including credit reference agencies, law enforcement/regulatory bodies, companies providing commercially available databases, social networks (such as Facebook), introducer companies who have referred you to us for the delivery of services, your employer, your solicitor, trustees or your attorney
Online property marketing portals such as Prime location, The House Shop and Zoopla and Other publicly available sources such as the electoral roll and HM Land Registry.
The confidential and personal information that you provide will be retained by us in accordance with applicable laws and our internal Retention Policy. We will take reasonable steps to destroy any personal information we hold if it is no longer needed for the business purposes. We will only hold your personal information on our systems for as long as is necessary for the relevant purpose for which it was collected.
Disclosure of information
The information you provide to us will be held on our computers in the UK. Information provide by you can be shared by staff in the office for the purposes of administering our business or where services are provided by one of our service provider company.
Information can be disclosed for the purpose
Our legal firms if you ask us to arrange conveyancing services for you;
Service providers who need to know the information in order to provide us or you with a product or service including our approved contractors for the purpose of carrying out maintenance or gas safety checks at your property, surveyors where you or your mortgage provider require a homebuyers or structural survey to be carried out, your conveyancer, mortgage or insurance adviser;
HMRC and local authorities, Law enforcement bodies and/or other regulatory entities in order to comply with any legal obligation or court order including the police Also referencing companies to check your creditworthiness and to help prevent fraud and money laundering, the check will leave a soft ID footprint on your credit file which should not affect your credit rating; social media networks such as Facebook, Instagram for marketing purposes as explained in the ‘use of the information we collect’ section of this Privacy Notice;
debt collection companies to assist us in collecting any monies which you owe to us where payment is overdue
Our professional advisers, for the purpose of assisting us to better manage, support or develop our business and comply with our legal and regulatory obligations
Third parties as necessary in the event of a claim or dispute relating to the use of our services; letting services we may share your personal information with: The landlord, or tenant or their guarantor to comply with our legal obligations including our obligation to keep the landlord fully informed where we manage a property on their behalf and to allow you to contact each other
Tenancy Deposit Solutions Limited trading as my deposits for the purpose of providing a tenancy deposit protection scheme. PRS property readiness scheme a professional body responsible for raising professional standards amongst letting agents, where information relating to you is requested by them in order to protect your interests; and they are providing an alternative dispute resolution service in connection with the letting services which we are providing.
Occasionally, we may send you marketing/promotional communications via email, telephone, SMS or the post. Recipients will be carefully selected, and information will only be sent where we feel it to be appropriate.
Your consent to such communications is required. You can indicate in the tick boxes on our web page whether you grant consent and, if so, the form(s) of communication you wish to receive.
We also expect you to take reasonable steps to safeguard your own privacy when transferring information to us, such as not sending confidential information over unprotected email, ensuring email attachments are password protected or encrypted and only using secure methods of postage when original documentation is sent to us.
You can request copies of your personal information within our custody and control and details of how we use that information. If you think any of the personal information, we hold about you is inaccurate, you may also request it is corrected or erased. You can request an electronic copy of your personal data be sent to you, or to another organisation should you wish. You also have a right to require us to stop processing your personal information and/or to withdraw your agreement to processing based on 'consent’ unless we have a legal justification for doing so. If you have a complaint about how we have handled your personal information you may contact us using the details below and we will investigate your complaint.
Right to access personal information
You can request a copy of the personal information we hold. The source of your personal information; the purposes, legal basis and methods of processing, the data controller’s identity; and process in place
Right to rectify or erase personal information
You can right fully rectify or erase personal information. Checks may be conducted to verify the reasonable correction
You can also request that we erase your personal information in the following limited circumstances, that you no longer needed for the purposes for which it was collected; or we have to withdraw your consent (where the data processing was based on consent)
Following a successful right to object (see right to object); We are not required to comply with your request to erase personal information if the processing of your personal information is necessary for any of internal or external audit process including legal compliance with a legal obligation for the business and to exercise or defence of legal claims.
Right to restrict the processing of your personal information
You can ask us to restrict the processing of your personal information, but only where: accuracy is contested, to allow us to verify its accuracy and protect the rights of another natural or legal person.
Right to object to the processing of your personal information
We can demonstrate that we have compelling legitimate interests which override your rights and freedoms if you have any concerns and have raised it in an appropriate manner
Right to transfer your personal information
Clients can ask us to provide your personal information through email or you can ask to have it transferred directly to another data controller, but in each case only where we hold written consent
Right to object to how we use your personal information for direct marketing purposes
You can anytime request change in the process of contacting you for marketing purpose and update the information provided by our website.
Right to obtain a copy of personal information safeguards used for transfers outside your jurisdiction
You can ask to obtain a copy of, or reference to, the safeguards under which your personal information is transferred outside of the European Union.
We may redact data transfer agreements to protect commercial terms.
Right to lodge a complaint with your local supervisory authority
If you are not satisfied with how we handle your personal data, in the first instance, please contact the Data Protection Officer, Dharmesh Vishrolia on 07586265176 or firstname.lastname@example.org, Should, you remain dis-satisfied, then you may contact the Information Commissioners Office at the following address:
Wycliffe House, Water Lane,
Tel No: 0303 123 1113
Data Protection Policy
1. Data protection principles
The Services for Landlord Ltd. is committed to processing data in accordance with its responsibilities under the GDPR.
Article 5 of the GDPR requires that personal data shall be:
a.processed lawfully, fairly and in a transparent manner in relation to individuals;
b.collected for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes; further processing for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes shall not be considered to be incompatible with the initial purposes;
c.adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed;
d.accurate and, where necessary, kept up to date; every reasonable step must be taken to ensure that personal data that are inaccurate, having regard to the purposes for which they are processed, are erased or rectified without delay;
e.kept in a form which permits identification of data subjects for no longer than is necessary for the purposes for which the personal data are processed; personal data may be stored for longer periods insofar as the personal data will be processed solely for archiving purposes in the public interest, scientific or historical research purposes or statistical purposes subject to implementation of the appropriate technical and organisational measures required by the GDPR in order to safeguard the rights and freedoms of individuals; and
f.processed in a manner that ensures appropriate security of the personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage, using appropriate technical or organisational measures.”
2. General provisions
a.This policy applies to all personal data processed by the Services for landlord ltd.
b.The Responsible Person shall take responsibility for the Services for landlord ltd. ongoing compliance with this policy.
c.This policy shall be reviewed at least annually.
d.The Services for landlord ltd. registered with the Information Commissioner’s Office as an organisation that processes personal data.
3. Lawful, fair and transparent processing
a.To ensure its processing of data is lawful, fair and transparent, the Services for landlord ltd. shall maintain a Register of Systems.
b.The Register of Systems shall be reviewed at least annually.
c.Individuals have the right to access their personal data and any such requests made to the Services for landlord ltd. shall be dealt with in a timely manner.
4. Lawful purposes
a.All data processed by the Services for landlord ltd. must be done on one of the following lawful bases: consent, contract, legal obligation, vital interests, public task or legitimate interests (see ICO guidance for more information).
b.The Services for landlord ltd. shall note the appropriate lawful basis in the Register of Systems.
c.Where consent is relied upon as a lawful basis for processing data, evidence of opt-in consent shall be kept with the personal data.
d.Where communications are sent to individuals based on their consent, the option for the individual to revoke their consent should be clearly available and systems should be in place to ensure such revocation is reflected accurately in the Services for landlord ltd. systems.
5. Data minimisation
a.The Services for landlord ltd. shall ensure that personal data are adequate, relevant and limited to what is necessary in relation to the purposes for which they are processed.
b.[Add considerations relevant to the Services for landlord ltd. particular systems]
a.The Services for landlord ltd. shall take reasonable steps to ensure personal data is accurate.
b.Where necessary for the lawful basis on which data is processed, steps shall be put in place to ensure that personal data is kept up to date.
c.[Add considerations relevant to the Services for landlord ltd. particular systems]
7. Archiving / removal
a.To ensure that personal data is kept for no longer than necessary, the Services for landlord ltd. shall put in place an archiving policy for each area in which personal data is processed and review this process annually.
b.The archiving policy shall consider what data should/must be retained, for how long, and why.
a.The Services for landlord ltd. shall ensure that personal data is stored securely using modern software that is kept-up-to-date.
b.Access to personal data shall be limited to personnel who need access and appropriate security should be in place to avoid unauthorised sharing of information.
c.When personal data is deleted this should be done safely such that the data is irrecoverable.
d.Appropriate back-up and disaster recovery solutions shall be in place.
In the event of a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data, the Services for landlord ltd. shall promptly assess the risk to people’s rights and freedoms and if appropriate report this breach to the ICO (more information on the ICO website).
END OF POLICY
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