- Information we may collect, store and process about you
One Sales and Lettings may collect, store and process the following information about you:
- Your name and contact details including e-mail address, telephone number and postal address.
- Your date of birth, gender and nationality.
- Your financial information: such as bank details or debit card details. When this takes places, this information is stored in a secure and limited way.
- Details of your qualifications or employment.
- Any other information you choose to send us.
The General Data Protection Regulation (GDPR) recognises certain categories of personal information as sensitive and therefore requiring more protection, for example: information about your health, ethnicity and religious beliefs.
We will only process these special categories data if there is a valid reason for doing so and when GDPR allows us to do so.
- Personal Information of Others
2i. How will we use this information?
Your personal information, however provided to us, will be used for the purposes specified in this notice. We may use your personal information:
- To allow you to request viewings or further information via our website.
- To provide you with a more personalised experience: for example, by making property suggestions.
- To answer your questions/requests and communicate with you in general.
- To communicate, where necessary, with our partners and service providers (for example Rent Shield, Rent 4 Sure, Agency Express, local authorities and utility companies).
- To verify your identity and make credit or reference checks where required.
- To analyse and improve our work, services, products or information (including our website) or for our internal records.
- To audit and/or administer our accounts.
- To satisfy binding legal obligations: for example, in relation to regulatory, government and/or law enforcements bodies with whom we may work.
2ii. Sharing Information
We will not sell your data to any other third party without your permission. Any information required by law enforcement will be passed on without permission.
Once we have received your information, we will use strict procedures and security features to prevent unauthorised access.
In general, unless it is still required in connection with the purpose(s) for which it was originally collected, we remove your personal information from our records 5 years after the date it was collected and we will only keep your information for as long as it is relevant and useful for that purpose.
2iii. Access to your information
You can update your personal information by contacting us via email or telephone and we will update your records on our data management systems – please let us know if the personal information we hold about you needs to be correct or updated.
If you would like to know what personal information we hold about you, you may make a request for copies of this information. You should be aware we will need to see proof of identity before processing any such request and may charge an administration fee to cover our costs in providing you with this information.
We rely on your consent to use your personal information; you have the right to withdraw consent at any time. If requested we will make all reasonable efforts to supply, correct or delete the information about you.
- Changes to this policy
- Other policies
5i. Anti-Money Laundering
- All transactions (should they need to be reversed) will only be returned to the original tender.
- All Landlord payments/annual income statements are stored on a secure database.
- Annual rent statements and summaries are sent to HMRC when requested.
- If a member of staff has reasonable grounds to suspect money laundering activities or proceeds of crime, or is simply suspicious, the matter is reported in house to Amy Warden (Managing Director). Any suspicious circumstances are investigated in detail.
5ii. Examples of suspicious behaviour
We may contact law enforcement agencies in case of the following:
- Reluctance to provide details of identity.
- Customer is trying to use intermediaries to hide their identity or involvement.
- There appears to be no genuine reason for the customer using the business’s services.
- Money is paid by a third party who does not appear to relate to the customer.
- The customer requests payment to a third party who has no apparent connection with the customer.
- A cash transaction is unusually large, and the customer will not disclose the source of funds.
- A transaction is carried out for less than market value with an unconnected person.
5iii. Client Identification
For customers defined as corporate customers, listed companies, private companies or public authorities (presenting lower risk for money laundering activities and terrorist activity due to their regulated activities) we must obtain relevant information, such as: company registration number, registered address and evidence that the individuals have the authority to act for the company – a search at Companies House will reveal details of directors and company secretary.
For private customers, identification is verified by documents. These documents are government-issued and feature the customer’s full name and photo, with either the customer’s date of birth or residential address. Tenants also provide this documentation and information for verification checking, such as: a valid passport, valid photocard driving licence, full birth certificate and/or National Identity Card.