Data controller: Excel Property (Cheshire) Limited trading as Bricksmortar.co.uk.co.uk of First Floor West Wing, London House, First Avenue, Poynton, Cheshire, England, SK12 1YP. Company Number – 08772346 (the ‘Organisation’)
Data protection officer: Mr A D Moody T: 01625 800 137 E: email@example.com
The organisation collects and processes personal data relating its customers to provide you with the services which you request. The organisation is committed to being transparent about how it collects and uses that data and to meeting its data protection obligations.
Our legal basis for processing your personal data are based on your freely given consent, the performance of the contract, legal obligations in which the organisation must oblige and with legitimate interest to the organisation and its customers, which forms the basis of our relationship.
What information does the organisation collect?
The organisation collects and processes a range of information about you. This includes:
- your name, address and contact details, including email address and telephone number, date of birth and gender
- information about your property or personal circumstances as a Seller, Buyers, Landlord, Tenant, Licensee or anyone interested in a property or the products & services offered by us
- the terms and conditions of your contracts with the organisation
- address details for the property in which you want to sell or buy, including your relationship with the property owner if applicable
- copies of identification documents in accordance with The Money Laundering Regulations
- recorded telephone conversations for training and quality purposes
- preferences and interests and other information relevant to customer surveys and/or offers
The organisation may collect this information in a variety of ways. For example, data might be collected through website enquiry forms, obtained from your passport or other identity documents such as your driving licence, from forms completed by you during engagement with the organisation (such as a seller agreement documents), website enquiry submitted through our affiliates, from correspondence with you; or meetings or other assessments.
When you call our office, we may collect Calling Line Identification (CLI) information. We use this information to help improve the efficiency and effectiveness of our enquiry line.
In some cases, the organisation may collect personal data about you from third parties, such as our affiliates and sub-contractors, information from credit reference agencies and information from solicitors (For example relating to your property sale negotiation).
Data will be stored in a range of different places, including in our CRM (LST), in the organisation’s management systems and in other IT systems including the organisation’s email system.
Why does the organisation process personal data?
The organisation needs to process data to provide you a valuation for your property, or provide you details of a property on market, or arrange the sale of your property. For example, it needs to process your data to establish you as a customer, for verifying your identity for security purposes.
In some cases, the organisation needs to process data to ensure that it is complying with its legal obligations. For example, it is required to check customer identity via means of a passport or similar to comply with Money Laundering regulations.
If you fail to provide personal data we may not be able to perform the contract or meet our legal obligations.
We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided. From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.
In other cases, the organisation has a legitimate interest in processing personal data before, during and after the end of the customer relationship. Processing customer data allows the organisation to:
- run marketing and promotion processes
- maintain accurate and up-to-date customer records and contact details, and records of customer contractual and statutory rights
- ensure effective general business administration
- respond to and defend against legal claims
Who has access to data?
Your information may be shared internally, including with members of the valuation team, quote team, office management, our estate agency Bricks Mortar, managers in the business area in which will support with your property sale / property purchase, and your appointed solicitor if access to the data is necessary for the performance of the contract.
The organisation shares your data with third parties in order to obtain your seller agreement paperwork and identification documents. The organisation may also share your data with third parties in the context of a sale of some or all of its business. In those circumstances the data will be subject to confidentiality arrangements.
The organisation will not transfer your data to countries outside the European Economic Area.
How does the organisation protect data?
The organisation takes the security of your data seriously. The organisation has internal policies and controls in place to try to ensure that your data is not lost, accidentally destroyed, misused or disclosed, and is not accessed except by its employees in the performance of their duties.
Where the organisation engages third parties to process personal data on its behalf, they do so on the basis of written instructions, are under a duty of confidentiality and are obliged to implement appropriate technical and organisational measures to ensure the security of data.
For how long does the organisation keep data?
The organisation will hold your personal data for the duration of your engagement with the organisation. The periods for which your data is held after the end of engagement are 5 years in line with the companies’ retention policy.
As a data subject, you have a number of rights. You can:
- access and obtain a copy of your data on request
- require the organisation to change incorrect or incomplete data
- require the organisation to delete or stop processing your data, for example where the data is no longer necessary for the purposes of processing, and
- object to the processing of your data
- request the restriction of processing of your personal data, which will result in a suspension of processing whilst it is reviewed
- request the transfer of your data to a third party
If you would like to exercise any of these rights, please contact the DPO for the organisation.
If you believe that the organisation has not complied with your data protection rights, you can complain to the Information Commissioner.
Data protection officer
We have appointed the data protection officer (DPO) to oversee compliance with this privacy notice. If you have any questions about this privacy notice or how we handle your personal information, please contact the DPO. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.
Changes to this privacy notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.
You have the right to make a complaint with the Information Commissioners Office at the following address:
Information Commissioner’s Office
Telephone: 0303 123 1113
Questions, comments and requests regarding this privacy notice and your rights are welcomed and should be addressed to Excel Property (Cheshire) Limited trading as Bricksmortar.co.uk of First Floor West Wing, London House, First Avenue, Poynton, Cheshire, England, SK12 1YP. Company Number – 08772346 E: firstname.lastname@example.org T: 01625 800137.