Privacy Notice

Introduction

At Green and Parry (G&P) your privacy matters.


This Privacy Notice provides information on how G&P and our 3rd party providers collect, use, secure, transfer and share your information. This notice applies to our website, software and documentation.


Please read this policy carefully and contact us with any questions or concerns about our privacy practices.



Who we are?

We are an independent boutique estate and lettings agent established in 2013.


Esther Watson-Green, Partner.

11 High Road

Byfleet

Surrey

KT14 7QH


What information do we collect?

The personal information we collect is:

  • Names

  • Addresses

  • Email addresses

  • Phone numbers

  • Date of birth

  • Residential status

  • Employment details

  • Salary

  • Bank details

  • Nationality

  • NI Number

  • Criminal record details

  • Primary ID

  • Address ID

  • Marital status

  • Dependant details


We collect data when:

  • clients instruct us to act on the behalf as either a letting agent or sales negotiator

  • during the process of completing a sale

  • potential tenants apply for a tenancy

  • vetting potential tenants on: credit history, criminal records, other references


This data is collected:

  • in connection with an actual or potential business or employment relationship

  • through G&P forms, websites and social media

  • from 3rd partying vetting companies and solicitors

  • in response to marketing or other communications

  • by signing up for a G&P product or service


How do we use personal information?

Generally, we will collect, use and hold you information for the purposes of:

  • assessing applications for and providing G&P products and services

  • providing, administering and communicating with you about products and services

  • processing payments including credit checks

  • Protect against and prevent fraud, unauthorised transactions, money laundering, tax evasion, claims, other liabilities and manage risk exposure and agent quality, integrity, compliance and security of business processes

  • Complying with industry standards and G&P policies


What legal basis do we have for processing your personal data?

We process your information under the following legal basis:

  • Performance of a contract: where you enter into a contract with G&P and we need to process your information as part of this contract

  • Legitimate interests: some information is processed by us as part of our legitimate interests which include: fraud, risk assessment, due diligence, network and information security, suppressions and managing opting out of communications, profiling, direct marketing, monitoring, web analytics, cloud storage, acquisitions, updating customer details, lettings, sales, financial services and other core products and services

  • Consent: where we process information under consent we will seek your clear and unambiguous consent prior to processing your data


When do we share personal data?

We do not sell or otherwise disclose personal information we collect about you, except as described in this Privacy Notice or as indicated via the consent process at the time the data is collected. We share the information we collect with, but not limited to:

  • Landlords and landlord associates and sub processors

  • Contractors who perform services on our behalf: marketing board installers, data protection and security consultants

  • Credit agencies, Land Registry Office, Her Majesty’s Revenue and Customs (HMRC), Financial Conduct Authority (FCA and other relevant regulatory bodies

  • Prospective landlords and landlord associates requesting reference via your written consent


Through our website features can be accessed where we partner with other entities that are not affiliated with G&P such as social networking. These are operated by third parties (indicated appropriately) who may use or share personal information in accordance with their own privacy policies. It is recommended that you review the third parties' privacy policies if you use the relevant features.


How do we secure personal data?

The security of your personal information is very important and G&P is committed to protecting the information we collect. We maintain administrative, technical and physical safeguards designed to protect the personal information you provide or we collect against accidental, unlawful or unauthorised destruction, loss, alteration, access, disclosure or use.


G&P stores personal information only for as long as it is necessary for the fulfilment of the purpose for which the personal information was collected, unless otherwise required or authorised by applicable law. We take measures to destroy or permanently de-identify

personal information if required by law or if the personal information is no longer required for the purpose for which we collected it.


How long do we keep your personal data for?

We hold on to your personal data whilst you use our services (or whilst we provide services connected to you) and for at least seven years thereafter, for legal, regulatory and accounting purposes. After this time, all details are deleted from electronic stores and hard copies are shredded before disposal.

If we need to hold on to your personal data for longer, we take into consideration the potential risks in continuing to store your data against why we might need to keep it. In some circumstances we might anonymise your personal data so it is not associated with you, and we may then use this information indefinitely.


Your rights in relation to personal data

Under data protection laws you have the right to protect and look after your personal data. You have the right to ask us for the personal data that we hold and process about you (this is commonly known as a data subject access request). You have rights to the following information:

  • the purpose(s) for which we are processing your information;

  • the categories of personal information we hold about you

  • the recipients or categories of recipient to whom the personal data have been or will be disclosed;

  • the period for which we will store your information, or the criteria used to determine that period;


You may prevent the use of your personal data for marketing purposes by informing a telephone operator; or by ticking the relevant boxes on the data collection forms, or by emailing info@greenandparry.com 


Please note that even if you refuse marketing, we will still contact you to discuss the services you have asked us to provide to you or to tell you about changes to our terms and conditions.


The rights listed above may apply in certain circumstances, and so we may not always be able to comply with your request to exercise these rights. We will usually respond to a request from you to exercise your rights within 1 month of receipt, but it might take longer if your request is particularly complex or if you have made a number of requests. Please be aware that we may need to process your personal data and/or request specific information from you to help us comply with your request. You will not usually have to pay a fee to exercise these rights, but we reserve the right to charge if your request is clearly unfounded, repetitive or excessive, alternatively we may refuse to comply with your request.


Updating and objecting to processing of information

If you feel that the information we hold about you is incorrect or inaccurate you can contact us outlining the information you feel is incorrect of inaccurate


If you would like to object to any processing of your information by G&P you can contact us outlining what processing of information you would like to object to.


If you would like G&P to delete, block or anonymise information we hold about you, you can contact us outlining what information you would like deleted, blocked or anonymised.


How to contact us?

If you have a have any questions or concerns about our privacy practices, your personal information, or if you wish to file a complaint contact us at:


info@greenandparry.com


or write to us at:

11 High Road

Byfleet

Surrey

KT14 7QH


Further advice

If you need any advice you should contact the Information Commissioner’s Office.

casework@ico.org.uk
Telephone: 0303 123 1113
Textphone: 01625 545860
Monday to Friday, 9am to 4:30pm

Information Commissioner’s Office
Wycliffe House Water Lane
Wilmslow
Cheshire
SK9 5AF



Disclaimer

Green & Parry Limited takes all reasonable care to ensure that the information contained on this website is accurate, however, we cannot guarantee its accuracy and we reserve the right to change the information on this website.


Nothing on this website should be regarded or taken as financial advice.

 

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