Client Privacy Policy Notice

 

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In this Privacy Policy the terms, ‘we’ or ‘us’ is UK Real Estate Consultants Limited. Your privacy is important to us and we are committed to keeping your information secure and managing it in accordance with our legal responsibilities under applicable data protection laws.

This Privacy Notice explains what personal data is and the information we hold about you, how we collect it, how it is used and may be shared during our management tenure with you and after it ends. It also explains why we process any personal information that you give to us. We are required to notify you of this information under the General Data Protection Regulation (“GDPR”).

UK Real Estate Consultants:  reserves the right to amend content of this website at any time and is the official website of UK Real Estate Consultants Limited.

WHAT IS PERSONAL DATA:

Personal data is any information related to a living person (known as a data subject) that can be used directly or indirectly (when combined with other information), to identify the person.  It doesn’t apply to non-living persons, for example most corporate entities, but may apply to data we process about individuals connected with that corporate.

WHO WE ARE:

UK Real Estate Consultants Limited (the “data controller”) collects, uses and is responsible for certain personal information about you. We are regulated under the General Data Protection Regulation which applies across the European Union (including in the United Kingdom) and we are responsible as “data controller” for that personal information for the purposes of those laws when we collect it.

 WHAT WAYS DO WE COLLECT, STORE, USE AND SHARE YOUR PERSONAL DATA?

As managing agents, we may collect the following personal information when you wish to provide it to us:

 Personal details such as your date of birth, address residential or office, National Insurance Number, telephone number(s) and email address(s).

• Identity Documents (ID) such as your passport, driving licence, utility bills or national identity card to ensure
• If applicable your location: country or region. This is not your precise location unless you have provided this;
• Correspondence address or addresses.
• Properties you own or are sub letting
• Tenancy Agreement for an Assured Shorthold Tenancy.
• Details such as your income and financial standing/bank statement this may to cross check with reference companies.
• Letter from your employer to verify your employment history or Self-employment details.
• Credit history and records relating to you, your partner or anyone else you are financially linked with (we obtain this information from credit reference and fraud prevent agencies).
• Reference checks
• Family, lifestyle and social circumstances.
• Information about your solicitors, surveyors, valuers, other lenders, conveyancers and third-party intermediaries may be;
• Usage information such as how you use our website and services.
• Technical information such as internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access our website.
• We may also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice
• The provision of personal data is required from you to enable us to perform our duties depending on the relationship you will have with UK Real Estate Consultants Limited. We will inform you at the point of collecting information from you whether you are required to provide the information to us and we will request you to read our Privacy Policy Notice through our disclaimer located at the bottom of our emails to you. We can also email it separately or convey this to you verbally over the phone or face to face if you do not have an email or are unable to use the internet.
• We may also use methods to collect data from and about you including through:

Automated technologies or interactions. As you interact with our website, we may also automatically collect technical and usage information about your equipment, browsing actions and patterns. We can collect this personal data by using cookies, server logs and other similar technologies.

Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:

• (1) Technical and usage information from analytics providers such as Google based outside the EU;
• (2) Personal and identity information from other professional services such as estate agents or financial brokers. From publicly available sources such as Companies House and the Land Registry

For our Marketing: We may use your information to provide you with details about our products and services, and also products and services from other third parties. We may send you marketing messages by post, email, telephone, text, secure messages, or through social media. You can change your mind on how you receive marketing messages or you can stop receiving them at any time. To make that change, please contact us in the usual way. Even if you tell us not to send you marketing messages, we’ll continue to use your contact details to send you important information, such as changes to your terms and conditions or anything that pertains to our covenants if applicable or if we need to tell you something to comply with our regulatory duty and obligations.

DATA PROTECTION PRINCIPLES:

We will comply with the data protection principles when we gather and use your personal information, as set out in our GDPR data protection policy.

The personal information, we collect and use from other sources:

We may also obtain personal information from other sources, detailed as follows:

Names are obtained from one of the following sources: management agreement, directly supplied via email, online website form, database from company acquisition, lease or transfer documents, previous managing agents, concierge service forms, via letting agents, contractor review form or share certificates. Correspondence address is obtained from one of the following sources: directly supplied via email, website form, database from company acquisition, lease or transfer documents, information received from solicitors or developer upon completion, previous managing agents, via letting agents or contractor review form.

Service address is obtained from one of the following sources: directly supplied via email, database from company acquisition or previous managing agents. Telephone number is obtained from one of the following sources: directly supplied via email/phone, website form, database from company acquisition, information received from solicitors or developer upon completion, previous managing agents, AP01 form, concierge service forms, via letting agents or contractor review form.

Bank details are obtained from one of the following sources: directly supplied via email, database from company acquisition, previous managing agents or contractor review form.

Properties owned is obtained from one of the following sources: directly supplied via email, website form, database from company acquisition, lease or transfer documents, information received from solicitors upon completion, previous managing agents, AP01 form (for new company director appointments) or concierge service forms.

VAT number is obtained from one of the following sources: directly supplied via email, database from company acquisition, previous managing agents or contractor review form.

We may share your personal information with the following categories of recipients: but not limited to; to perform our contractual duties as property managing agents

• Solicitors
• Contractors
• Freeholders/landlords
• Management Company Directors
• Debt recovery companies
• Companies House
• Local councils/authorities
• Financial Institutions Services / Banks
• Regulatory authorities to comply with our legal obligations.
• Credit reference agencies to check your identity in accordance with our legal obligations.
• Energy brokers
• Property Search Companies to identify any issues that might influence your decision to buy or sell a property.
• Insurers for the purpose of providing you with appropriate financial cover for an identified insurable risk, or in connection with any claim made by you against us.
• Property Agents, Brokers, Lenders, other Solicitors involved in your transaction representing other party(s) in your matter to enable them and us to fulfil our obligations to you.
• Other Government Departments such as HMRC, Companies House, Probate Registry, Court   of Protection or HM Land Registry to fulfil your and our legal obligations.
• Experts, Barristers and lawyers required to work on your matter.
• Technical and emergency support providers.
• Regulatory bodies for audit purposes
• Other Managing & Letting Agents
• Loss adjusters
• External accountants
• Insurance providers
• Ombudsman
• ICO for subject access requests and breaches
• Emergency services upon request from the police
• We will share personal information with other law enforcement or other authorities if required by applicable law.
• We may use the information you provide to comply with any legal obligations for the prevention of financial crime and money laundering.
• We will process the information in order to meet our contractual obligations to you, where we have a legitimate interest to do so and are permitted by law or to comply with applicable laws and regulation.

We will not share your personal information with any other third party other than mentioned or then with your consent. This may be taken verbally over the phone or then over an email.

We will endeavour that the amount of information collected and processing is proportionate.

Information may be held in regard to your personal data:

To keep your Information safe is important and will be held at our offices and those of any subsidiaries of ours or and third-party agencies, service providers, representatives and agents as described above. We have security measures in place to seek to ensure that there is appropriate security for information we hold including those measures detailed in our GDPR policy.

Duration your personal information will be kept with us:

UK Real Estate Consultants Limited will hold personal information for the duration of our management and up to 7 years from the ending of our contract. For prospective clients we will hold information up to 6 years.

If CCTV is in operation and when you visit our offices, we may keep the images retained for a period of time up to 12 months or as dictated by the system’s recording capability. Images may not always be available when requested.

Telephone calls recordings, our recordings will be notified upfront, in advance of the telephone call in accordance with the law. We may use it for quality and monitoring purposes or to use it in a legal claim. We may retain this up to 12 months.

Reasons we can collect and use your personal information:
We collect and use your personal data on the following lawful bases:

• Company secretaries: this is on a legitimate interest basis for corresponding with regarding the sale of a property.
• Suppliers/Contractors (sole traders): this is on a contractual basis to send works instructions, process invoices and make payments.
• Freeholder/landlord: this is on a contractual basis to fulfil our management duties.
• Property owners (leaseholder and freeholder): this is on a contractual basis to fulfil our management duties.
• Renters and residents/occupants: this are on a legitimate interest basis for corresponding with whilst in residence, to carry out management services and to contact in emergencies.
• Emergency contacts: this is on a legitimate interest basis to contact in emergencies.

Financial details are required from you as to allow us to carry out our contract as managing agent appointed for or on behalf of your landlord or if applicable the resident management company.

Information in regard to transferring out of the EEA.

If applicable where Dropbox for business is concerned San Francisco United States of America cloud servers in order to benefit from the organizations and efficiency associated with this software.

If applicable and in case of Google applications including the google drive it covers a wide range of areas in the United States.

In case any information of your personal data is given it will subject to the safeguards and compliant with the restrictions set by the EU in relation to the storage of personal data.

Please note the United States of America does not have the same Data Protection laws as in the United Kingdom and EEA.  Please take the time to visit and study the following link for more information:

https://cloud.google.com/security/gdpr/resource-center/

Personal Data Breaches: / Reporting Personal Data Breaches:

Personal data breaches where UK Real Estate Consultants Limited is the data controller, where the Company establishes that a personal data breach has taken place, UK Real Estate Consultants Limited will take steps to contain and recover the breach. Where a personal data breach is likely to result in a risk to the rights and freedoms of any individual the Company will notify the ICO.

Where the personal data breach happens outside the UK, the Company shall alert the relevant supervisory authority for data breaches in the effected jurisdiction.

Communicating personal data breaches to individuals

Where the Company has identified a personal data breach resulting in a high risk to the rights and freedoms of any individual, the Company shall tell all affected individuals without undue delay. The Company will not be held responsible or required to tell individuals about the personal data breach where: the Company has implemented appropriate technical and organisational protection measures to the personal data affected by the breach, in particular to make the personal data unintelligible to any.

Your Rights:

You have the right to:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
Under the General Data Protection Regulation, you have a number of important rights free of charge. In summary, this includes rights to:

• Fair processing of information and transparency regarding how we use your personal information.
• Access to your personal information and to certain other supplementary information that this Privacy Notice is already designed to address.
• Require us to correct any mistakes in your information which we hold.
• Require the erasure of personal information concerning you in certain situations.
• Object at any time to processing of personal information concerning you for direct marketing or decisions being taken by automated means which produce legal effects concerning you or similarly significantly affecting you.
• Object in certain situations to our continued processing of your personal information as well as restrict our processing of your personal information in certain circumstances.
• Claim compensation for damages caused by our breach of any data protection laws.

For further information on each of those rights, including the circumstances in which they apply, search for the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation. If you would like to exercise any of those rights, please:

Write to us at: UK Real Estate Consultants Limited 10 Ambassador Close, Middlesex, TW3 3DW

Let us have enough information to identify you, including your reference number, full name, address, email address and name of your estate.

Let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill).

Let us know the information to which your request relates, including any account or reference numbers, any emails trails if you have them.

The Human Rights Act 1998

All individuals have the following rights under the Human Rights Act 1998 (HRA) and in dealing with personal data these should be respected at all times:

• Right to respect for private and family life (Article 8).
• Freedom of thought, belief and religion (Article 9).
• Freedom of expression (Article 10).
• Freedom of assembly and association (Article 11).
• Protection from discrimination in respect of rights and freedoms under the HRA (Article 14).

Your personal information is to be kept secure:

We have taken measures to prevent personal information from being accidentally lost, used or accessed in an unauthorised way. As we limit access to your personal information to those who have a genuine business need to know it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.

We will also endeavour and have effective procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.

Information Security:

We invest and will keep upgrading appropriate resources to protect your personal information, from loss, misuse, unauthorised access, modification or disclosure. However, no internet-based site can be 100% secure and we cannot be held responsible for unauthorised or unintended access that is beyond our control.

Complaints Process:

We endeavour and will try our best to resolve any query or concern you raise about our use of your information.

Contact Us:

You can contact us by writing to us at: info@ukrealestateconsultants.co.uk

Telephone queries can be made to: +44(0)208 89 71071

The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority, albeit within the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns/  or telephone: 0303 123 1113.

We are registered with the UK Information Commissioner’s Office (ICO) under registration number 08033849.

Changes and updates to our Privacy notice:

We may change this privacy policy notice from time to time and when we do, we will inform you.

Please reach out to us if you need extra help: 

If you’d like this in another format such as large print, Braille, audio or then textphone service for our customers with hearing and/or speech impairments. Please kindly contact us. We will endeavour to provide it as soon as possible on your request.

 

Website Specific Privacy / Terms & Conditions / Cookies

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It is important to read carefully the following terms and conditions. If you do not wish to accept these terms and conditions, we would suggest and request that you do not use this site.

By using this website, you are accepting the following terms and conditions. Please note UK Real Estate Consultants reserves the right to amend content of this website at any time and is the official website of UK Real Estate Consultants Limited. Our website is intended to provide free information about UK Real Estate Consultants Limited. We will endeavour to take every care in the preparation of the content of our site but we cannot guarantee totally reliable or uninterrupted access and to it. We cannot therefore guarantee that the information will always be up to date and free of errors. We will not accept any responsibility for your inability to access our site arising out of circumstances beyond our reasonable control, as access to our website is dependent upon the availability of the worldwide web. From time to time, our site may contain links to and from third party websites. If you do wish to follow a link, it must be noted that these sites have their own privacy policies and will be subject to separate terms and conditions and UK Real Estate Consultants Limited will not accept responsibility or liability for these sites.

OUR WEBSITE AND UNAUTHORIZED USE OF IT: It is prohibited from interfering with the site service amending our site content including flooding, mailing, hacking or crashing. Do not direct or redirect our web site and related material through any unsolicited emails to this site or submit any information that is hateful, indecent, abusive or threatening. Entering but not limited to; cgi scripts, images, html code or any other part of this site is also strictly prohibited. We have the right to take legal action against such perpetrators governed under the law.

PRIVACY

Please refer to our Privacy Notice for further information and details.

ABOUT OUR REFUND POLICY

Payments are made according to the covenants between us. As such, we do not offer any refund other than where a clear error has been made and we are made aware of this within 1 calendar month of the payment being made. We will in such a case endeavour to refund the error at the earliest possibility.

WHAT ARE COOKIES:

Cookies are small text files which are stored on a user’s computer. They are designed to hold a modest amount of data specific to a particular client and website, and can be accessed either by the web server or the client computer. This allows the server to deliver a page tailored to a particular user, or the page itself can contain some script which is aware of the data in the cookie and so is able to carry information from one visit to the website (or related site). It helps to improve your experience on our website and to show you personalised content.

At UK Real Estate Consultants, we use cookies to keep track of your visit and to remember you when you return to our site.

If you don’t wish to enable cookies on your computer, that will mean that your experience of using our website site will be impaired – as some of the cookies help us to identify and resolve errors for example, or determine relevant related products to show you when you’re browsing. Most web browsers have cookies enabled, but please see the managing cookies section for help to turn them on should you need to.

You can set your browser to block cookies. Please check your browser for instructions on how to do this.

WHY ARE COOKIES USED?

Cookies are a convenient way to carry information from one session on a website to another, or between sessions on related websites, without having to burden a server machine with massive amounts of data storage. Storing the data on the server without using cookies would also be problematic because it would be difficult to retrieve a particular user’s information without requiring a login on each visit to the website.

If there is a large amount of information to store, then a cookie can simply be used as a means to identify a given user so that further related information can be looked up on a server-side database. For example, the first time a user visits a site they may choose a username which is stored in the cookie, and then provide data such as password, name, address, preferred font size, page layout, etc. – this information would all be stored on the database using the username as a key. Subsequently when the site is revisited the server will read the cookie to find the username, and then retrieve all the user’s information from the database without it having to be re-entered.

HOW COOKIES ARE USED BY US?

When you visit our website, we may use technology to track the pattern of behaviours of our visitors through cookies which are stored on your device. For the duration of your ‘session’ on our website these cookies help us to deliver the correct information and ensure you only have to enter required information once, thereby improving your browsing experience. Usually, you can modify this to prevent this from happening. This information gathered and collected in this manner can be used to identify you unless you modify your browser settings.

We’re giving you this information as part of our initiative to both comply with legislation, and make sure we’re honest and clear about your privacy when using our website and we take this seriously. Please be assured that we’re working on a number of other privacy and
cookie-related improvements to the website.

WHAT HAPPENS WHEN I SHARE ON SOCIAL MEDIA PLATFORMS?

If you ‘share’ ukrealestateconsultants.co.uk content on social networks, such as Facebook and Twitter, you may be sent cookies from these websites. Please note we do not control the setting of these cookies, so please check the third-party websites for more information about how to manage them.

ANY FURTHER INFORMATION ABOUT COOKIES   

If you’d like to learn more about cookies in general, please visit the website by clicking the following link https://www.allaboutcookies.org/

LAW
These Terms and Conditions and all other express terms herein contained shall be governed and construed in accordance with the laws of England.