Collecting data – how, what and why
How we store data and for how long
Who we share our data with
Your right to view & have your data deleted
How to make further enquiries or complain
Under the General Data Protection Regulation 2016/679 which came into effect on the 25th May 2018, we, Rural View (Salisbury) Ltd trading as Rural View, are obliged to explain how we collect and use personal information we hold for you.
Rural View is a firm of independent estate agents dealing primarily in the sale, letting and management of residential property. We also provide a property consultancy service covering a variety of property related matters such as acquisition, valuation, planning and building alterations amongst others.
Rural View are members of the National Federation of Property Professionals (NFOPP) also known as Propertymark within both the National Association of Estate Agents (NAEA) and Association of Residential Lettings Agents (ARLA) sections. We are also members of the Property Ombudsman scheme and the Federation of Small Businesses (FSB).
Rural View under the data protection legislation is termed a data controller and our full contact details are set out at the end of this notice.
COLLECTING DATA – HOW, WHAT AND WHY
Information we hold about you is usually given to us by you voluntarily and directly through a number of methods such as verbally (in person or by telephone), by email, by post or digitally via property portals, our own website or social media. There may be times when we are provided with your data by third parties either acting directly or indirectly on your behalf or during the course of our carrying out our estate agency services.
The basic level of information we usually collect in order for us to be to provide our property services includes your:-
Full name and title so that we know who you are
Landline and/or mobile telephone number so that we can contact you directly
Email address so that we can communicate with you, send you property alerts and confirm appointments
Postal address so that we can communicate with you and verify who you are
We reserve the right to refuse to arrange or conduct appointments should any of the above information is withheld by you in the interest of our clients’ and our own personal security and safety.
Further information we may collect is a note of your present property arrangements, proceedablity to buy or rent, property budget, property requirements and other personal data pertinent to our being able to carry out our role as estate agents in an effective, efficient and legal manner.
More detailed personal and financial information may be sought in order to facilitate a sales transaction or rental agreement such as your agent’s details, solicitor’s details, bank account details, current or previous landlord’s details and may include a reference and credit check.
Under the Anti Money Laundering (AML) and Proceeds of Crime Legislation, we are required to undertake a due diligence check of vendor clients at the start of a new business relationship, i.e. at the point we are instructed to market their properties. Likewise we are obliged to do the same with buyer customers at the point a sale is agreed.
An AML check involves seeing sight of current official photographic documentation proving your identity (such as a passport or photo driving licence) and also proof of your domesticity such as a recent utility or council tax bill linking you to your place of residence. We are obliged to see the originals of this documentation in your presence and keep mono photocopies on file. However should you live some distance from our office and it would be impractical to go through this process in person, an alternative is to instruct your solicitor to send us certified copies of this documentation.
We may gather information about your general internet use by using the cookie. Where used, these cookies are downloaded to your computer and stored on the computer’s hard drive. Such information will not identify you personally; it is statistical data which does not identify any personal details whatsoever.
You can adjust the settings on your computer to decline any cookies if you wish. This can be done within the “settings” section of your computer. For more information please read the advice at AboutCookies.org.
When someone visits www.ruralview.co.uk we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns. We do this to find out things such as the number of visitors to the various parts of the site. This information is only processed in a way which does not identify anyone. We do not make, and do not allow Google to make, any attempt to find out the identities of those visiting our website.
HOW WE STORE DATA AND FOR HOW LONG
Data we collect about you is most commonly stored digitally on a password protected, cloud based estate agency software system provided by one of the UK’s most respected and highly rated suppliers who act as recognised data processors.
The current GDPR does not specify the minimum or maximum length of time that data can be stored except that it can not be kept for longer than is necessary. Please be aware that where a financial transaction has taken place, records are retained for six years.
WHO WE SHARE YOU DATA WITH
We may share your information with other parties during the course of providing our estate services such as credit reference companies, cloud computing host providers, sub-contractors, solicitors, other agents, other parties involved in a property sale/purchase or letting/rental.
We will also share your information where we have a legal or regulatory obligation to do so.
We will not share your data with third parties for marketing purposes without obtaining your prior consent.
- YOUR RIGHT TO VIEW & HAVE YOUR DATA DELETED
You have the right to request a copy of or view the information we hold about you. You can do this by contacting us directly and we will email you a password protected link. Alternatively you can access your records via emails sent to you through our agency software such as property alerts or communication messages by clicking on the ‘click here to change your requirements or unsubscribe from our data base’ button towards the bottom right of the page. You can also update your data through the same method.
You can change the way we communicate with you by contacting us directly or via our agency software generated emails by clicking on the ‘manage your communication preferences’ link at the base of the page.
You have the right to be ‘forgotten’ and can request to have your information deleted as long as we have no legal or regulatory obligation to retain any data we hold about you.
HOW TO MAKE FURTHER ENQUIRIES OR COMPLAIN
Mark Matthews: Rural View, The Loft, The Avenue, Tisbury, SP3 6JG
Tel: 01747 442500 or Email: firstname.lastname@example.org
If you are not satisfied with our response or believe we are not processing your data in accordance with the law, you can complain to the UK’s data protection regulator;
The Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow SK9 5AF
Tel: 0303 123 1113
For more information about the General Data Protection Regulation visit the website www.ico.org.uk
Our Trading Address: Rural View, The Loft, The Avenue, Tisbury, SP3 6JG Tel: 01747 442500 Email: email@example.com
Our Registered Address: Rural View (Salisbury) Ltd, 35 Chequers Court, Brown Street, Salisbury SP1 2AS