Protecting your Privacy

Introduction

Your personal information is collected by Harper and Woods Limited
100 Wallasey Road, Wallasey, Wirral, Ch44 2AE, 0151 639 3399.

We are an Estate Agent and Lettings company providing a wide range of property services.
Harper and Woods Limited is registered as a data controller with the Information Commissioner’s Office, under the registration number ZA130127.

Our use of your personal data will be governed by this Privacy Policy.

Harper and Woods are a data controller for the personal information that it collects and uses about you. We will treat your personal data confidential and in accordance with the applicable data protection legislation.

This Policy will explain in detail the types of personal data we may collect about you when you interact with us. It will also explain how we will store, handle the data and keep it safe.

We know that there’s a lot of information here, but we want you to be fully informed about your rights, and how Harper and Woods use your data. If you have any questions about our policy, please get in touch with us.

This Privacy Notice explains;

What personal information is
How we collect your personal information
The types of personal information we collect
How we use your personal information
The legal basis for processing your personal information
How we share your personal information
How long we keep your personal information
How we keep your personal information secure
Overseas transfers of your personal information
Your rights in relation to your personal information
How to make complaints and how to contact us

It is likely that we’ll need to update this Privacy Policy from time to time. We will notify you of any significant changes, but you’re welcome to come back and check it whenever you wish.

What is personal information?

Personal information is any information that tells us something about you. This could include information such as name, contact details, date of birth, bank account details or any information about your needs or circumstances which would allow us to identify you.

Some personal information is classified as “special” data under data protection legislation. This includes information relating to health, racial or ethnic origin, religious beliefs or political opinions and sexual orientation. This information is more sensitive and we need to have further justifications for collecting, storing and using this type of personal information. There are also additional restrictions on the circumstances in which we are permitted to collect and use criminal conviction data.

Any references to personal information in this Privacy Policy will include personal data, and where relevant, special categories personal data.

What personal information we do collect?

We will collect personal information from you in a voluntary basis in order to provide the best service to you. We will collect details such as;

Name, postal address, email address, work email address and from whenever you engage with us.

If we are providing a service to you, or on behalf, where we are required to do so by law, we will collect information relating to your identity which will be at least;

one form of photographic identification (such as a passport, driving licence or an identificati

on card) and;one form of documentation with proof of your place of residence (such as a recent utility bill).

We will also need to confirm whether you have any relatives or close connections working at Harper and Woods so that we can consider conflict of interests and if identified how to manage these, in accordance with our statutory and regulatory obligations.

Depending on the service that we provide to you (or on your behalf) we may also collect additional personal information detailed below;

Sales

If you are buying and/or selling a property through us;

We will need to collect information such as;

a contact telephone number, address, email address and possibly a work email address to get in touch with you about organising viewings and updating you on any offers received and feedbackWhe

re you are not the legal owner of the property we will request details from you as to your ability to sell the property such as a Power of Attorney, Guardianship Order or Grant of Probate.

Any information required to source a property for you and where required to, negotiate the purchase of a property on your behalf.

Access requirements you may have in relation to a property so that we can find a property that is suitable for your needs.

Proof of funds

Other agents/firms detail for example to use in chain checks.

Relevant solicitor’s details

Lettings

If you are letting, renting or acting as a guarantor for any a property through us;

We will need to collect personal information such as;

a contact telephone number, address, email address and possibly work email address to get in touch with you about organising viewings, feedback and updating you with rental applications for your property.

Where you are not the legal owner of the property we may request details from you as to your ability to let the property such as Power of Attorney, Guardianship Order or Grant of Probate.

We will collect your bank account details to arrange onward payment of rent due to you and/or for us to allow us to manage an approved tenancy deposit account for your rental payments.

If you are a tenant renting under the ‘Right to Rent scheme, the details of your Biometric Residence Permit, UK Immigration Status Document and/or your birth certificate to carry out required checks under this scheme.

Specific access requirements so that we can find a property that is suitable for your needs

Additional emergency contact information that we need to get in touch with outside working hours or in the event there is a matter requiring your urgent attention.

For tenant applications, we will need information such as some employment details, National insurance Number , any benefits you receive, photographic Identification and Proof of Residency.

Bank/building/similar account details to process rent and landlord/lady payments

We also collect the images of individuals, classed as personal data, via CCTV installed in our premises in public areas and particularly around entrances and exits, this is for the purposes of prevention and detection of crime and employee monitoring in relation to misconduct.

How we use your personal information?

We will use your information we collect to provide our services and fulfil obligations to you a as a customer. For the following purposes;

Sales

Start the sale/buying process, including property searches and updates, booking viewings

Negotiating between vendors and purchasers

Arranging a contract for a sale/purchase for you

Dealing with appointed solicitors and other estate agents on both sides of a deal to facilitate the sale or purchase successfully.

Lettings

Start the letting/renting process including tenancy applications, property searches, booking viewings and updates.

Negotiating between tenants and landlord/lady

If you acting as a guarantor, your information will provide a guarantee/security for prospective tenants and landlord/lady.

If you are a tenant your data may be released to landlord/lady or a newly appointed managing agent.

If you are renting a property (landlord/lady, tenant, guarantor), from time to time we may share personal data with third party referencing agencies for the purposes of the prevention and detection of crime, fraud and/or money laundering and to check suitability to rent that property.

Also, we may share personal data with third party contractors who we engage with to carry out maintenance and quotes on your property. This process may result in us, passing details to a landlord/lady in order for them to organise a contractor to make contact with you.

What is the legal basis of our data processing?

Under data protection legislation we are only allowed to use your personal information if we have a legal basis to do so, therefore we rely on the following legal bases to use your information;

Where we need to data to perform the contract we have with you

Need to comply with a legal obligation

Where the processing of data is necessary for us to carry out activities for which it is Harper and Woods legitimate interests (or third party) to do so and provided that your interests and rights do not override those legitimate interests, including;

Processing that is necessary for us to measure the effectiveness of our business, this may include sending you information time to time after you have engaged us to provide services to you or received services from us either which may be similar and of interest to you, you may have also expressed that you would like to receive this relevant information, you will always have the option to opt out of receiving this information at any time.

Processing is necessary for us to operate the administrative and technical aspects of our business efficiently and effectively this will include:

Verifying that the information we hold about you is accurate and to create a better understanding of you as a customer

Efficiency of administration, such as where we outsource certain administrative third parties/companies who specialise in such services;

Network and information security purposes in order for us to protect your information against loss, damage, theft or unauthorised access or to comply with a request from you in connection with the exercise of any of your rights.

Protect our business from fraud

Maintain, update and safeguard your information

In more limited circumstances we may also rely on the following legal bases:

Where we need to protect your interests (or someone else’s interests) and/or;

Where it is needed in the public interest or for official purposes

We may process special categories of personal information and criminal conviction information with your explicit consent, in which case we will explain the purpose for which the information will be used at the point we ask for your consent.

Other uses of your personal information

We may also share your information with;

Our regulators, government bodies/organisations, law authorities, and with courts, tribunals as they may be required in order to comply with regulatory and legal obligations;

Third party service providers who process personal information on our behalf, this includes IT systems providers and contractors

Third party referencing and/or screening agencies for the prevention and detection of crime.

Persons working within Harper and Woods, so we able to perform the best service and obligations to you, we use your information on a need to know basis. Our employees have had a specific training to comply with Data protection legislation, so we ensure the processing of information is dealt with correctly and securely.

Client management systems

We use these systems to provide you with necessary services i.e. property matches, property updates and booking confirmations. You have the opportunity to opt out of receiving updates and searches at any time using our preference management email. Please do contact us if you wish to do so.

If you do not provide information we require?

In order for us to provide you with best service and experience we need some of your personal information to perform those services you have requested.

We may also need information so that we can comply with our legal obligations. For example, we may need identity documentation from you to meet our obligations to prevent fraud and money laundering.

If you do not provide the information required or refuse consent for certain contact permissions for these purposes, we will not be able to perform our contract with you and may not be able to provide services to you or continue to provide services to you. We will always explain when this is the case at the time we need to collect the information from you.

How we keep your information secure?

The security of information is very important to us and we follow strict security procedures as to how your personal information is stored and used, who sees it, to help stop any unauthorised person accessing it. We hold your personal information on our Client Management systems, we ensure you that they are safe and secure.

Our customer and client files are stored on our secure cloud based, password protected Client Management systems. Access is restricted on our client system to only those within our business who are required to have access to your information for legitimate business purposes.

The Client Management system we use is Jupix Property Software Group and you can view their Privacy Policy by clicking here
http://jupix.com/privacy-policy/

We ensure that access to your personal information is restricted to Harper and Woods Directors and employees on a need to know basis. Training is provided to any employees who have access to personal information in order to comply with the protection and processing your data.

How long do we keep your personal information?

Your personal data will only be kept for as long as it is necessary to fulfil the purpose for which it was collected, or for the purposes of satisfying any legal, accounting or reporting requirements.

At the end of retention period your information, your information will be deleted completely or anonymised, for example by aggregation with other data so it can be used in a non-identifiable way for statistical analysis and business planning.

Hard documentation maybe stored in locked cabinets. Any hard copy documents that are no longer needed or need to be kept are securely removed and deleted by UShred Professional Shredding service.

We never share or transfer your information overseas or internationally.

Your rights

You have a number of rights in relation to handling of your data. This include;

Access
You are entitled to ask us if we are processing your information and, if we are, you can request to access this. This type of request is referred to as ‘data subject access request’ this enables you to receive a copy of the personal information which we hold about you and to check that we are lawfully processing it.

Correction
You are entitled to request that any incomplete or inaccurate personal information we hold is corrected.

Erasure
You are entitled to ask us to delete or remove personal information in certain circumstances. There are also however, some exceptions where we may refuse a request for erasure, for example, where the personal data is required for compliance with law or in connection with claims.

Restriction
You are entitled to ask us to stop or suspend processing your personal information, for example if you want to establish its accuracy.

Portability
You may request the transfer of your personal data in a suitable format to another data controller where we are processing your data based on your consent.

Objection
You are entitled to object to our processing of your personal data where we (or a third party) are doing so in respect of our legitimate interests. There may be however be some circumstances where we are entitled to continue processing your information based on compelling grounds to do so.

If it necessary to delete the personal information to comply with a legal obligation

You can also ask us to restrict our data processing activities where you consider that:

Where we are processing your personal information based on performing a contract, (or those of a third party) you may object to processing on this ground. However, we may still be entitled to continue the processing of your information based on that ability to perform that contract.

In the limited circumstances where you may have provided your consent to the collection and processing of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent please contact us, details of contact information are set out below.

Complaints and Contact details

Complaints
If you have any complaints about the way we use your personal information please contact our Data Compliance Manager who will try to resolve the issue.

Contacts
If you have any questions, comments or requests regarding any aspects of this Privacy Policy please do not hesitate to contact us by sending an email to dataprotection@harperandwoods.com or in writing to

Rachael Harper
100 Wallasey Road
Wallasey
Wirral
CH44 2AE