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.
THE SCOPE OF 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. 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
HOW DO WE COLLECT YOUR DATA
Most of the personal information we collect is provided to us directly by you
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
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.
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 firstname.lastname@example.org if you wish to make a request.
HOW TO MAKE A COMPLAINT
If you have any concerns about our use of your personal information, you can make a complaint to us at
14 Peterborough Road,
Info@empirechase.co.uk , email@example.com
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk