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How we handle & use your information
We may collect, hold and use some of your personal data and so here will provide more information about how this works.
Please read it carefully and ensure that you understand it. If you do not accept and agree with any part of it please stop using the website immediately, because your continuing use of our website will be seen as your acceptance of it.
General Data Protection Regulations
By entering into this agreement with us you will provide to us various pieces of personal information, which we will need to provide you with the high-quality service you require, to ultimately facilitate the successful marketing and sale of your property.
The information required by us will vary depending on circumstances. It will include the information within this agreement, but it may not be limited to this information –
o Names and addresses
o Contact telephone numbers
o Email addresses
o Personal identification information and documentation
o Bank details
o Information about the property
o Information about you and the tenants/occupiers of your property
In all cases we will hold your personal information securely, either in hard copy on our property files or digitally within our software. We will provide it to others only where it is required and as outlined below, or in accordance with your stipulated wishes.
Your information will not be passed to a third party not listed in our Third Party Processors schedule without obtaining your consent.
Specifically, we will hold and use your information in the manner outlined under the headings below
Identification Details – We may hold copies of your photographic identity documents and at least one document that confirms your home address. We may also use an online service to verify your identity. This is done to meet our obligation under Money Laundering Regulation. Additionally, it is required to protect our position and look after your interests. It assists us to ensure we are dealing with the owners of the property and we are not becoming involved in any money laundering situation. In line with our obligation the copy documents and/or identity verification report will be held for 5 years from the date of the property sale or 5 years from the date you withdraw your property from the market. We will not provide any other party with copies of these documents, except solicitors or estate agents involved in the sale of your property, who also have an obligation to verify your identity, and they formally request it.
Prospective Buyers – Basic information about your property will be provided to anyone who makes an enquiry to us about potentially viewing or purchasing your property. This information will include the property details we produced and any other relevant information you provide to us or is provided by your solicitors, your search pack providers or any other property professionals.
Viewings – We will organise viewings on your behalf, to suit you and the viewer. Where we are conducting the viewing for you, it is important that you, your tenant or other occupier check your property prior to the viewing to ensure that any personal information you would not wish a viewer to see is removed. We may provide the viewer with details of the person who is to meet them at the property and conduct the viewing.
Negotiating with Prospective Buyers and Handling Offers to Purchase the Property – We will negotiate with prospective buyers and take offers from them prior to auction and post auction. This process will involve providing potential buyers with relevant personal information to facilitate a successful negotiation. This will also involve providing you with relevant and necessary personal information about the potential buyer. You should ensure that you treat any information we provide to you as confidential and it must not be passed on or shared with any other person or business.
Auction Sale – Once an auction sale is made we will complete a Memorandum of Sale with details of the seller, the buyer and solicitors acting and circulate this to all four parties. We may provide your contact information to various professionals that may be acting for potential buyers, such as surveyors and contractors wanting access to the property to produce estimates, etc. We will discuss the sale of your property with various parties once an auction sale has been made in order to facilitate completion of the sale.
Your details may be added to our mailing list and we may send you information regarding other relevant services we can provided to you. You will be able to unsubscribe to these emails at any time.
We will retain the personal information we hold for up to 6 years, because the time limit for any party to initiate civil action against us should they believe they have a claim is 6 years.
If you would like to contact us regarding any data issue, please contact Hannah Ireland on telephone number 0330 0940 100 or email@example.com
You have the following rights relating to the information we hold on you –
More information on your rights is available at www.ico.org.uk
Third party processors