Privacy Policy

We at Empire Chase are committed to respecting your privacy and recognise your need for appropriate protection and management of any personally identifiable information (“Personal Information”) you share with us.

This privacy policy is issued by Empire Chase Limited. When we mention Empire Chase, “we”, “us” or “our” in this privacy policy, we are referring to Empire Chase Limited. We are registered as a Data Controller with the Information Commissioner’s Office, the UK supervisory authority for data protection issues under number Z3103364. Company registration number 07924071

This privacy policy sets out how we will process personal data we collect from or about you, or which you provide to us. Please read this notice carefully to understand why data is being collected and what we do with that data.

THE SCOPE OF THIS POLICY

This Privacy Policy applies to your use of our website at www.empirechase.co.uk and our services through the telephone, in person and our offices. Our website and services may contain links to other independent websites which are not provided by us. We have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.

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. Any changes will be immediately posted on our website, and you will be deemed to have accepted the terms of the Privacy Notice on your first use of Our Website following the alterations.

WHAT IS PERSONAL DATA

Personal data is defined by GDPR and Data Protection Act 2018 as any information relating to an identifiable person who can be directly or indirectly identified

WHAT TYPE OF DATA WE COLLECT AND WHY

As a business we collect, use and store personal data depending on the type of service you are interested in

We collect information about you when you register with us to use our services. We also collect information when you voluntarily complete customer surveys and provide feedback. Website usage information is collected using cookies. Some calls to our office maybe recorded for training purposes.

Below are some examples of information we may collect from you.

INFORMATION WE MAY COLLECT FROM YOU

WHY WE COLLECT IT

Your name, address, phone number, email address and details of your requirements

To provide you with our services and to respond to your

queries/services you require

When entering a sale or letting agreement

Your identification documents such as passport copy, proof of address, tax status, data of birth, previous address history

To perform “KYC” and Anti

Money Laundering checks, Right to Rent check as required by law

When you have made an offer to purchase a property

Your identification documents such as passport copy, proof of address, proof of funds, source of funds, mortgage documents and financial status

To perform “KYC’, Anti Money Laundering checks required by law and to ensure you have the means to support your proposed purchase

Where you are a landlord looking to let your property

We will require your identification documents such as passport copy, proof of address, property ownership details and evidence that you have right to let your property

To perform KYC

Where you are a tenant interested to reserve a property and enter into an agreement

We will require your employment details/references, previous landlord details/references, credit history, marital status, bank statements, payslips, passport copy, visa copies/BRP card, Right to Rent share codes

To carryout tenancy referencing, credit check, Right to Rent

checks and tenant verification checks

Where you are a landlord or seller

Photographs of your property, floor plans, videos, virtual tours, and inventory condition reports

To deliver our services to market your property to find a buyer or tenant and to deliver our full service

Where you are a landlord, and we collect rent

Your bank details

To transfer any rents, we collect from the tenants

Where you are a tenant renting a property from us

Your contact details, next of kin details, emergency contact details, passport copies, right to rent checks, visa copies, references, bank statements, proof of address and any other related information

To enable us to deliver and offer our full service

Your communication and marketing preference

To ensure we only send you details of products and

services you are interested in through your preferred

communication channel

HOW DO WE COLLECT YOUR DATA

Most of the personal information we collect is provided to us directly by you

Direct interaction

Personal data you disclose when you fill an online form, through a phone call to our office, through text/WhatsApp messages, social media, through property portals such as Zoopla and Rightmove, job application etc

Indirect interactions

Data you provide to third parties such as our tenancy referencing agent Homelet, Rightmove, Zoopla, information from publicly available registers such as Companies House, Land Registry, referral from an existing client

HOW DO WE USE YOUR DATA

To provide you with estate agency services which you had requested including but not limited to helping you find a property, valuing your property, carrying out viewings and finding a property to purchase

To provide full lettings and property management services to tenants and landlords

To arrange viewings

To protect against and prevent fraud, unauthorised transactions, money laundering, tax evasion, claims, other liabilities and manage risk exposure and agent, integrity, compliance, and security of business processes

To contact you about services we think may be of interest to you

To contact you to discuss about other suitable properties

Personalise your experience on our websites by presenting products and information tailored to you.

DISCLOSURE OF DATA

We may share your data with trusted companies such as referencing agencies (Homelet), tenancy deposit schemes (The Deposit Protection Services, My Deposits, TDS etc), Anti Money Laundering verification providers (Veriphy), utility providers, local authorities, Home Office for the Right to rent checks, Rent guarantee insurance providers, Landlords, tenants, guarantors, managing agents, e-sign, police, credit reference agencies, fraud prevention agencies, government law enforcement agencies, HMRC, inventory clerks, surveyors, trade contractors for day to day property managements, CRM system (Vebra Alto), Mailchimp, debt collection agencies, courts for legal issues, solicitors, landlords/tenants and other related parties.

DATA RETENTION

We will retain your personal data whilst you use our services and/or are in communication with us. We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected.

YOUR LEGAL RIGHTS

Under data protection law, you have rights including:

Your right of access

You have the right to ask us for copies of your personal information.

Your right to rectification

You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure

You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing

You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing

You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability

You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances. You are not required to pay any charge for exercising your rights. Please contact us at info@empirechase.co.uk if you wish to make a request.