Adam Feather -T/A Robert Anthony Property is a controller for the personal information that it collects and uses about you. We will treat your personal information as confidential and in accordance with this Privacy Notice.
If there are any changes to the way in which your personal information is used, this Privacy Notice will be updated.
The collection of personal information:
Personal information will be collected directly from you when:
you visit our offices or we visit you at your property;
you complete required documentation including confirmation of instruction and terms and conditions of business, landlord management information, tenancy application form, credit reference requests and anti money laundering screening requests;
you use our website;
you contact us via an online property marketing portal such as Zoopla;
you contact us by email, telephone, messaging platform, social media or through other written and verbal communications;
you contact us to request information about our services, resolve an issue or raise a complaint.
As well as obtaining information directly from you, we will also collect personal information from:
third parties involved in the sale/letting process such as solicitors, estate agents, third party credit referencing agencies (if renting a property) and anti money laundering screening agencies.
publically available sources such as Companies House and HM Land Registry;
We will collect your name, title and contact details (including postal address, telephone numbers and email addresses) from you whenever you engage with us.
In addition, if we are providing a service to you and where we are required to do so by law, we will collect information relating to your identity. This will be at least one form of photographic identification (such as a passport or a driving licence) and one form of documentation with proof of your residence (such as a council tax or utility bill).
Depending on the service that we provide to you we may also collect additional personal information such as:
Selling or Letting
If you are selling or letting a property;
We will collect contact details from you in order to get in touch with you to provide relevant paperwork and correspondence relating to the selling or letting of a property, arrange viewings, feedback and to forward offers.
If you are not the legal owner of the property we will collect additional details from you as to your ability to sell or let the property (such as a Power of Attorney or Grant of Probate).
Confirmation of property ownership retrieved from HM Land Registry or as provided by a relevant third party.
At the point of instruction to market a property we will collect information from you and other publicly available sources to identify you (and/or the controllers / beneficiaries if the owner is an entity) to meet anti-money laundering and counter terrorist requirements.
We will need to collect your bank account details from you for the payment of rents due.
If you are letting a property and are a Non-Resident Landlord (as defined in the Non-Resident Landlord Scheme) we will need to receive the relevant HMRC approval details.
Buying or Renting
If you wish rent a property;
Any specific / access requirements so that we can best find a property that is suitable for you.
We will collect contact details from you in order to get in touch with you to discuss any suitable properties, arrange viewings, obtain feedback on viewings and forward relevant tenancy paperwork and information should you wish to make an application to rent a property.
At the point of an offer on a property we will collect information to identify you (and/or the controllers / beneficiaries if the prospective tenant is an entity) to meet anti-money laundering and counter terrorist requirements.
Your bank / building society / similar account details to allow us to manage an approved tenancy deposit account for you and to set up your rental payments.
Under the 'Right to Rent' scheme introduced by the Immigration Act 2014, we are required to collect from you and hold personal details/documents which confirm that you have the legal right to rent a property in the UK. This will include but not be limited to passport(s) biometric residence card, current immigration documents. The documents required will depend on your circumstance.
Both we and the appointed credit reference agency will collect your address history (including proof of address), employment / income details, previous landlord details from you for the purposes of the tenancy application form and credit reference application. Financial information obtained as a result of the credit checks such as bankruptcy orders, individual voluntary arrangements or county court judgments will also be collected by the credit referencing agency.
Information on who will be living at the property.
If you wish to purchase a property;
Any specific access requirements you may have so that we can best find a property that is suitable for you.
We will collect contact details in order to get in touch with you to discuss any suitable properties, arrange viewings, obtain feedback on viewings and forward relevant paperwork and information should you wish to purchase a property.
Proof of funds for the purchase
At the point of an offer on a property we will collect information to identify you (and/or the controllers / beneficiaries if the purchaser is an entity) to meet anti-money laundering and counter terrorist requirements.
Property Management
If you ask us to manage property on your behalf we may ask for additional information about the property or building and additional contact information in case we need to get in touch with you in an urgent or emergency situation.
How your personal information is used:
Under data protection legislation we can only use your personal information if we have a
legal basis for doing so. We rely on the following legal bases to use your information;
To comply with legal obligations.
If the information is needed to carry out our obligations and perform any contracts entered into between you and us and provide you with the services you request from us.
To notify you about changes to our service.
For employment purposes.
Where the processing is necessary for us to carry out activities for which it is in Adam Feather T/A Robert Anthony Property legitimate interests to do so including:
Promoting our brand including sending you marketing information that we believe will be of interest or benefit to you. You have the right to opt out of receiving this information at any time.
If it is necessary in order for the efficient administrative aspects of our business such as to verify the accuracy of information, for efficiency such as the outsource of administrative functions to third parties who specialise in such services and/or if it is needed for official purposes.
How your personal information is used and who we share your personal information with depends on the service you have requested from us:
If you are Selling, Letting, Buying or Renting
Your personal information will be used by us to fulfil our obligations to you and to comply with our legal obligations in order for us to sell or let your property or for the purposes of arranging a contract for sale or a lease for you.
Other third parties involved in the sale, letting, buying or renting process such as both sides’ appointed solicitors, estate agents, lettings agents, property developers, mortgage and financial advisers and other property management companies.
If you are selling, letting, buying or renting a property we will share your personal information with an electronic signature provider to facilitate paperwork.
If you are renting a property your personal information will be shared with the landlord of the property and/or their appointed managing agent or representative.
If you are buying or selling a property we will share your personal information with third party referencing or screening agencies for the purposes of the prevention and detection of crime, fraud and/or money laundering.
If you are letting a property we will share your personal information with third party referencing or screening agencies for the purposes of the prevention and detection of crime, fraud and/or money laundering in accordance with requirements.
If you are renting a property we will share your personal information with third party referencing or screening agencies for the purposes of the prevention and detection of crime, fraud and/or money laundering in accordance with requirements and checking your suitability to rent the property.
If you are renting a property the personal information collected and verified by the credit reference agency will be shared with the landlord of the property and/or their appointed managing agent or representative.
If you are letting or renting a property we will share your personal information with a relevant tenancy deposit protection scheme in accordance with requirements.
If you are renting a property we may need to provide your contact information from time to time to third party contractors and suppliers to carry out safety inspections, maintenance or repair work at the property, conduct inventory checks and other required inspections at the property.
Property Management
If we manage your property we will need to provide your contact information from time to time to third party contractors to carry out safety inspections, maintenance or repair work at the property, conduct inventory checks and other required inspections at the property.
If we manage the property we will need to provide your details to the appropriate utility suppliers and local authority as and when it is required to set up accounts and ensure correct billing.
Other uses or the sharing of your personal information include
To comply with our regulatory and legal obligations.
We will share personal information with our regulators, governmental organisations or departments, law enforcement authorities and with courts, tribunals and arbitrators as may be required from time to time in order to comply with our regulatory and legal obligations.
We will share your personal information with third party services providers, such as IT systems and CRM software suppliers, third party referencing agencies and anti money laundering screening agencies, approved tenancy deposit protection schemes and electronic signature providers auditors, lawyers, document management providers and relevant contractors.
Insurers who provide our insurance and companies who arrange such insurance.
We may need to share your personal information with any person working within Robert Anthony Property to enable us to perform our obligations to you.
If we sell any part of our business and/or integrate it with another organisation your details may be disclosed to our advisers / prospective purchasers. If this occurs the new owners of the business will only be permitted to use your information in the same way as set out in this Privacy Notice.
The police and other third parties or law enforcement agencies where reasonably necessary for the prevention or detection of crime.
Your personal information will be held on our client management systems and used to provide you from time to time with marketing information we believe will be of interest or of benefit to you. You have the opportunity to amend or opt out of receiving this information at any time by emailing robertanthonyproperty@btinternet.com.
We keep your information secure
The security of your information is important to us and so we do our best to have measures in place which are designed to prevent unauthorised access to your personal information.
How long we keep your personal information depends on the service you have sought from us. The retention period may be longer than the period for which we are providing the service to you where we have statutory or regulatory obligations to retain personal information.
Your rights in relation to your personal information
You have the following rights relating to the information we hold on you
The right to make a Subject Access Request (SAR) to find out more about the data we hold about you;
The right to be informed;
The right of access;
The right to rectification;
The right to erasure (also known as the ‘right to be forgotten’);
The right to restrict processing;
The right to data portability;
The right to object.
You can ask us to correct your personal information if you believe it is inaccurate or to restrict our data processing activity. If you have any comments about the way we use your personal information please contact us at robertanthonyproperty@btinternet.com so we can try our best to resolve the issue for you.