Privacy Policy
Introduction and background
The purpose of this policy is to outline how Chantries and Pewleys has established measures to protect your privacy and information rights.
Your rights
We recognise that you have rights as a ‘data subject’, and that we have an obligation to uphold these. This privacy notice aims to outline how we maintain these rights. It outlines:
- How we collect and process your information
- Why we do this
- How you can exercise your rights
- Who to contact in the event you’re unhappy with our performance
Your information rights:
| Right | Explanation |
| Right to be informed | This encompasses the obligation for us to be transparent in how we collect and use your personal data. |
| Right of access | You have the right to access your personal data and supplementary information. |
| Right to rectification | If the information we hold on you is inaccurate or incomplete, you can request we correct this. |
| Right to erasure | You can request we delete or remove personal data where there is no compelling reason for us to continue processing. |
| Right to restrict processing | You have the right to request we cease processing your data, if: You consider it inaccurate or incomplete. Where you object to processing and we are considering whether we still have a legitimate interest to process it. Where we don’t need the data for the original reason we collected it but may need it to support a legal claim. |
| Right to data portability | Where you have consented to our processing your data, or where the processing is necessary for us to deliver a contract, you can request a copy of that data be provided to a third party in electronic form. |
| Right to object | You have the right to object to our processing under certain circumstances. For example, you can object to: Direct marketing (including profiling) |
| Rights relating to automated decision-making including profiling | Where we apply automated decision making, we must Give you information about the processing, Introduce simple ways for you to request human intervention or challenge a decisionCarry out regular checks to make sure that our systems are working as intended Information related to automated decision making is contained later in this notice. |
Chantries and Pewleys Residential Sales
Information we collect:
- Client name, home address, telephone numbers and e-mail address.
- Photographic identification and proof of residency (this could include bank statements).
- Property keys and alarm details.
Why we collect this:
- For the purpose of conducting business with the client.
- To comply with UK Money Laundering Regulations 2017.
- To perform our day-to-day estate agency business.
How we process this:
- Office filing system with password protected property software system.
- Using secure office filing system.
- Using outsourced online verification system.
- Using secure code system.
| Transfer of Data |
| Data may be shared with Solicitors, Surveyors, Professional photographers, Mortgage brokers and other departments within the business. |
| Retention of Data |
| From 25th May 2018 data will be held indefinitely in accordance with our business processes. This applies to all clients that have bought, sold or had a property valued by Chantries and Pewleys. If you object to this retention, please contact us – details provided in the ‘Contact’ section. |
| Automated Decision Making |
| Prospective Applicant records, inactive for a period of 2 years will be archived. |
| Securing your Information |
| Information is stored electronically on our software system and our secure office filing systems, password protected. Adhere to the NAEA regulations. |
Chantries and Pewleys Lettings and Property Management Ltd
Information we collect:
- Client name, home address, telephone numbers and e-mail address.
- Photographic identification
- Bank details
- Credit search history
- Employment and income information
- Property keys and alarm details.
Why we collect this:
- For the purpose of conducting business with the client, in accordance with tenancy agreements and terms and conditions.
- To verify clients identity and undertake Right to Rent assessments.
- To pay clients’ money in accordance with agreed contracts.
- To qualify potential tenants for properties.
- To qualify potential tenants for properties.
- To perform our day-to-day estate agency business.
How we process this
- Secure Property Management Software and secure office filing systems.
- Using outsourced online verification system.
- Using secure code system.
| Transfer of Data |
| Data may be shared with landlords, referencing and credit agencies, utility management companies or utility companies or the Local authority from time to time dealing on any legal matters of a mutual client. Data may also be shared with inventory software providers or inventory providers, clients, tenancy deposit protection organisations or insurers, contractors, banking organisations, solicitors taking contractual remedy action, debt collection or enforcement agencies, the landlord or agents insurers, The Home office, HMRC and other departments within Chantries and Pewleys. |
| Retention of Data |
| Data will be held for up to 10 years from first client engagement or 7 years following the cessation of a contract. If you object to this retention, please contact us at lettings@chantriesandpewleys.com |
| Automated Decision Making |
| Prospective Tenant records inactive for a period of 90 days will be archived. |
| Securing your Information |
| Information is stored electronically on our software system and our secure office filing systems, password protected. Audited in accordance with ARLA regulations. |
Use of cookies
Like many major websites, the Chantries and Pewleys website may use “cookies” which store some information on computers accessing the Website. Cookies may be used by us for a variety of purposes. For example, we may use cookies to recognise a computer which has previously visited this Website and customise the Website according to previous preferences and site behaviour. Cookies may also be used to manage security and store information about the type of browser being used. With most Internet browsers, users can erase cookies from their computer’s hard drive, block all cookies, or receive a warning before a cookie is stored. However, some parts of this Website may not function fully for users that disallow cookies. Further information on deleting or controlling cookies is available at www.aboutcookies.org
Contact details
We recognise that you may have questions on how we process and/or store your data, or may want to change either the data we hold on you or how we communicate with you in the future.
If you have given consent for processing, you are free to withdraw that consent or if you have any questions in respect of this notice, or would like to exercise your rights as a data subject (for example, to correct data or to exercise your right to access) to let us know this is the case, email the respective office you have had contact with:
- Sales – Merrow – merrow@chantriesandpewleys.com – 01483 347100
- Sales – Guildford – guildford@chantriesandpewleys.com – 01483 402222 opt 1
- Sales – Shalford – shalford@chantriesandpewleys.com – 01483 304344
- Lettings – lettings@chantriesandpewleys.com – 01483 405222 opt 2
If you are unhappy that we have not responded to your query adequately, or if you have a further complaint, the Information Commissioner’s Office can be contacted at http://ico.org.uk – 0303 123 1113.