Satchells are dedicated to safeguarding your personal details.
This policy sets out in general terms;
How we collect your personal data, what we collect, where we collect it from, how we use it, how we store it and your rights. In line with current GDPR guidelines.
How we obtain your data:
In principle we gain data directly from you either in person, over the phone or electronically directly from you, or via 3rd party websites or sources which we subscribe to which are in relationship to our industry.
Satchells do not buy or sell personal data.
Where and what data we collect:
Dependent upon how and what services you engage with us upon, we will collect (usually voluntarily by you, unless under legal requirement) any one or all of the following forms of information which will or may have your personal details on:
- Telephone numbers
- Email addresses
- Fax numbers
- Your preferences on property requirements
- Information on your financial status
- Information on your personal status
- Information on your personal circumstances
- Copies of documents with your name & address such as passport, utility bill, bank statements etc.
- Photo ID
- Information on immigration checks
- Rights to live and work in the UK
- Driving licence
- Insurance documentation
- Leases and tenancy agreements
- Survey reports
- Legal documents
- Your bank details
We usually obtain this information directly from you. We also collect data from our website when you submit a property or general enquiry. We also obtain your data from various property website portals such as Rightmove, On The Market, and Val Pal (Angels Media). In addition we may obtain information on you from third parties whom instruct us to act on their behalf, such as but not limited to: corporate property companies, repossession companies, The Crown, Government departments, probate services, solicitors, accountants, the courts, landlord and tenant clients.
How we use it:
Satchells only use your personal details in relation to our own company practice in relationship with the services you have engaged with us.
For example: the personal details we hold on your property preferences are used to help identify suitable properties to buy or lease, and are generally used within the parameters of the information you have provided to us.
In addition, with your authority, it is shared with our associated professional firms in related business transactions, for example, with your authority, passing you details to our panelled conveyancing firms, IFA’s, builders, removal firms and architects etc.
Your personal information may be shared for professional reasons, such as referencing checks, legal reasons during the conveyancing and tenancy process. In these instances it will only be done so (unless under instructions from the courts, or her majesty’s constabulary) with your authority.
How we store it:
In the majority of instances, your personal details are held on our secure servers (which are regularly backed up). There are instances when this is not possible due to operational requirements of us being able to conduct our business operation and to complete the services we are engaged in with you. In those instances, your personal data is transported as safely as possible.
Satchells will store the data we hold during the time you are engaged with our services. Thereafter we will retain your data for legal reasons, and or for legitimate business purposes. These we consider to be long term on the basis of repeat business. The period of time we retain your details is we consider for our industry, limitless. However if you would like to restrict this, you have the right to do so, and if you like to apply such restrictions, please contact us using the details below.
You have the right to control the information we hold: If you are registering on our databases, you will be sent an email advising of first registration, given options on how we contact you and what services you would like to receive. Each time changes are made, you will be notified.
You need not rely on this however as should you wish to change what we hold, you can contact any of our offices and personally request us to make changes.
You have the right to be forgotten: Subject to us being able to still abide by other governing rules and regulations, if you wish us to remove the personal data we hold, you may do so by contacting us using the contact details below.
You have the right to access the data we hold on you: There is not normally a charge for this, however we will require proof of identification before allowing access. If you would like to view this, please contact us using the details below.
You have the right to restrict how long we hold your personal details: Subject to us being able to still abide by other governing rules and regulations, if you wish us to restrict the time we hold your personal data after our engagement of services has ended, please contact us using the contact details below.
Your rights relating to automated decision making: From information submitted by you, our automated marketing will send properties which suggest based on the information we hold, you may be interested in. This may also include additional services we offer. You have rights to submit, change and control, and restrict this. This can be done by an automated control system via our email notifications process from our applicant and vendor database, or personally through ongoing communications with us, or by contacting us by using the information below.
Instances where typically your information will be shared: Below are some instances where elements of your personal data may or will be shared or stored in line with the services in which you engage with Satchells:
- With your agreement to third parties to enrich the process of buying, selling or letting residential property, commercial property, land or developments.
- To a buyer, seller, landlord, tenant or solicitor. Upon or during a transaction.
- Your name to a landlord, tenant, buyer or seller for the purposes of arranging and conducting an accompanied or unaccompanied viewing of a property.
- Internally to another department for the purposes of engaging with our services.
- Photo ID and evidence of whom you are for Anti Money Laundering and Anti-Terrorism Funding regulations.
- For the purposes of obtaining an EPC (energy performance certificate).
- For the purposes of ongoing property management issues.
- For the purposes of instructing contractors or other service providers to attend tenanted properties.
- Surveys of varying types to be carried out on behalf of tenancy check ins, check outs, inventories, inspections, rent reviews, dilapidations, contractors quotes and individuals or lenders.
- For our compliance regulations to the TPO your contact details may be used in any monitoring/survey processes in order to ensure compliance with data protection legislation.
Can you withhold information? Yes. However some personal information is required to enable transactions to complete. By withholding information, you may be at risk of not being able to engage fully with our services or completing a transaction.
How to contact us:
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of The Directors):
Email address: email@example.com
Postal Address: Satchells, 49 High Street, Biggleswade, Bedfordshire. SG18 0JH
Changes to this policy:
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
More information on GDPR can be found on the IOC (information commissioner’s office) website.
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