PRIVACY POLICY

 

Introduction
1. Who we are
2. What personal information is covered in this privacy notice
3. What personal information we collect
4. How we collect your personal information
5. How we use your personal information
6. Who we share your personal information with
7. How we keep your personal information secure
8. How long we keep your personal information for
9. Overseas transfers of your personal information
10. Your rights in relation to your personal information
11. How to contact us
Privacy Notice Last Updated Date

INTRODUCTION

Elevate Estate Agent Ltd is registered at Companies House -company number 8340090. Registered address – Narplan House, Main Street, Rutherglen Glasgow. Elevate Estate Agents Limited is committed to ensuring that your privacy is protected and our use of your personal information is governed by this Privacy Notice.

On this site, the phrases “Elevate”, “us”, “we” or “our” will mean those businesses, people and applicable third parties which are associated with Elevate.

Any reference to “you” or “your” refers to anyone whose personal information we process.

If there are any changes to the way in which your personal information is used, this Privacy Notice will be updated. If we make substantial changes to our Privacy Notice we will endeavour to inform you directly about these changes.

1. WHO WE ARE

Estate Agency Business. The ICO Registration number of Elevate Estate Agents is ZA690199. Elevate acts as a controller for the personal information that it collects and uses about you. We may also act as a processor in some instances and a subsidiary business. In all cases, we will treat your personal information as confidential and in accordance with applicable data protection legislation and your personal information will only be shared with others in accordance with this Privacy Notice.

2. WHAT PERSONAL INFORMATION IS COVERED IN THIS PRIVACY NOTICE

Personal data – this is any information that tells us something about you. This could include information such as name, contact details, date of birth, bank account details or any information about your needs or circumstances which would allow us to identify you.

Special Category data – this is information which is classified as “sensitive” under data protection legislation. Examples of which include; health data, religion or sexual orientation. There are also restrictions when we can collect and use criminal conviction data which will be set out to you should this be requested. This special category data requires us to have additional lawful bases under the Data Protection Act 2018 to collect, store and process.

3. WHAT PERSONAL INFORMATION WE COLLECT

We will collect your full name and necessary contact details (such as phone number, email address and address) from you whenever you engage with us.

Depending on the service we provide you (or on your behalf) we may also collect additional personal information as detailed in the table below;

If you are buying, selling or letting a property through us; or looking to rent a property we are listing; or if you are enquiring about or applying for a mortgage product or service:

Personal information we may collect

• Your name, postal address, phone number, email address and details of your requirements
• Previous names, mother’s maiden name, previous addresses, health and family history, information about your status and dependents
• Your marital status, gender, date of birth, nationality and tax status
• Employment details, national insurance number, residential status, bank details and credit history
• Proof of identity to include passport, driving licence, and address documents to satisfy anti money laundering regulations,
• We may also need to collect information on other individuals who have an interest in the property who are not considered to be our customers.
• Details of your mortgage arrangements, confirmation of how long you have owned the property and details of the source of monies invested in the property
• Your bank account details or payment card information
• Proof that you have sufficient funds to support any offer that you may wish to make to buy a property
• Financial information, for example, a copy of your bank statement or an agreement in principle from your mortgage provider
• Bank Statements, Mortgage Statement, Proof of deposit, Payslips and P60, Accounts, Tax Year Overviews, ID and proof of address
• Evidence that you have the right to let a property
• Details of any mortgage or insurance, licensing documentation and service contracts which you have in place in relation to a property you wish to let or sell
• Details relating to your property including photographs, floor plans, energy performance certificate ratings/ home reports, property description and survey results
• Photographs of your property, an inspection report and inventory, to record the condition of your property at the start or end of a tenancy
• Move in and move out dates, utility meter serial number and meter readings before a tenant moves into a property and when the tenant moves out
• Facial recognition technology
• IP address, browser type, operating system, URL information
• Communication and marketing preferences

We may, during the course of your relationship with us, request additional information from you which is relevant to the provision of specific services. We do not offer any products or services to children. In certain circumstances (for example mortgage application) we may need to collect the name and date of birth of children and share this with the selected mortgage provider. Any telephone calls to our offices may be recorded for training, monitoring, compliance and security purposes.

4. HOW WE COLLECT YOUR PERSONAL INFORMATION

Direct interactions – personal information you disclose when you fill in forms, surveys, or correspond with us by post, phone, email, live chat, web, social or otherwise; or through portals when you enquire about any of our services, products or promotions.

Indirect interactions – personal information you disclose to third parties such as, but not limited to, payment service providers, house builders, data brokers or aggregators to match against our databases a list of which is available on request from the Group Data Protection Office; or which is available through publicly available sources or registers such as Land Registry, Companies House, the Electoral Register, Government or Police Databases, your employer, next of kin of delegated authorities.

Politically Exposed Persons (PEP) and Sanctioned Individuals are provided by a third party that interrogates national and international public domain sources and matches the data to the client subject to an AML check. The purpose is to comply with Anti Money Laundering requirements.

5. HOW WE USE YOUR PERSONAL INFORMATION

We will process the information you provide or we obtain from other sources to provide you with products and services and answer any questions you may have.

Under data protection legislation we are only permitted to use your personal information if we have a legal basis for doing so. We rely on the following legal bases to process and use your information:

• Performance of a contract – this is where the collection and processing of your personal information is necessary for the performance of a contract to which you are a party, or in order to take steps at your request prior to entering into a contract.
• Legal obligation – this is where the collection and processing of your personal information is necessary for compliance with a legal obligation, for example verification of identity and fraud prevention.
• Consent – where we process personal information under consent we will seek your clear and unambiguous consent before processing your data for example to send and/or receive marketing information from other companies.
• Legitimate interest – some personal information is processed by Elevate as part of its legitimate interests which include network and information security, web analytics, updating customer details, lettings, sales, and other core services. Elevate may also rely on legitimate interest to process personal information related to direct marketing, web analytics, sales or other services.

6. WHO WE SHARE YOUR PERSONAL INFORMATION WITH

6.1 Personal data we share within Elevate partnerships

We may share your information within our third-party companies, where necessary, for the provision of services. Elevate partner companies may include Surveyors, Mortgage Providers and Solicitors.

6.2 Sharing with third parties

We will share personal information with our regulators, governmental or quasi-governmental organisations, 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.

Where we engage third party service providers to provide products (such as mortgages, house and contents and family protection insurances) or other business services and operations on our behalf. We provide them with only the basic personal information they need to perform the service we request. This includes IT systems providers and IT contractors as well as third party referencing or screening agencies for the purposes of the prevention and detection of crime. We contractually require them to securely protect information, and not to use it for any other purpose.

Indicatively – but not limited to – we may disclose your information to the third parties listed below for the purposes listed:

THIRD PARTY / WHY WE SHARE IT

VENDOR, BUYER, HOUSE BUILDER, OTHER ESTATE AGENTS AND PARTIES INVOLVED IN THE SALE AND PURCHASE

To support a sale progression:

Share Memorandum of Sale with each party,
Exchanging data within the chain
Provide list of viewers

LAND AND NEW HOMES DEVELOPERS

APPROVED CONTRACTORS AND SUPPLIERS

To install for sale or to let boards.
To produce marketing packs for the sale of your home.

SURVEYORS

To undertake a structural or Homebuyers survey

FIRMS ON OUR CONVEYANCING PANEL

To provide home conveyancing services

FIRMS WE PARTNER WITH OFFERING MORTGAGE SERVICES

To progress your enquiry or application for a residential or buy to let mortgage application

FIRMS WE PARTNER WITH OFFERING INSURANCE QUOTES

To progress your enquiry or application for buildings and contents insurance.

To progress your enquiry or application for term insurance, critical illness cover and income protection.

FIRMS OFFERING PROTECTION PROVIDERS

To progress your enquiry or application for term insurance, critical illness cover and income protection

REFERENCING COMPANIES, CREDIT AND RISK AGENCIES A LIST OF WHICH IS AVAILABLE ON REQUEST

To run automatic checks on your creditworthiness and to help prevent fraud and money laundering.

For fraud prevention, anti-money laundering checks and identity verification.

RENT AND LEGAL INSURANCE PROVIDERS

To set up landlord insurances, and in the event of a claim

SOLICITORS AND LAWYERS

To assist with sale and purchase

DEBT COLLECTION COMPANIES

To assist us in recovering any monies which we are owed and overdue.

Matching personal data to publicly available sources e.g. Land Registry.

LAW ENFORCEMENT BODIES INCLUDING THE POLICE, HMRC AND LOCAL AUTHORITIES

To comply with court orders or legal obligations

THE PROPERTY OMBUDSMAN

Where they are providing a dispute resolution service in connection with Estate Agents

LAND REGISTRY OFFICE

For conveyancing services

7. HOW WE KEEP YOUR PERSONAL INFORMATION SECURE

The security of your personal information is extremely important to us, and we therefore have measures in place to ensure it stays safe, is not damaged, destroyed or misused, and prevents unauthorised access. The measures include, but are not limited to:

• Client software systems – all systems have protections in place to protect against both unauthorised access, and other external factors that could cause damage to, your personal data. There are strict access requirements in place and access is restricted to those absolutely necessary.
• Hard copy paper files – stored in a secure facility with restricted physical access. In most cases the data is held electronically.

We provide data protection training to all employees and workers who need access to and process personal information.
Where – in line with this Privacy Notice – information is shared with third parties, similar security measures are used to protect your information.

8. HOW LONG WE KEEP YOUR PERSONAL INFORMATION FOR

We will keep your information for as long as is reasonably necessary for the purposes set out in this privacy notice, and to fulfil our legal and regulatory obligations.

The time period may vary depending on type of service or product you have requested from us. In certain circumstances we have a statutory obligation to keep your personal information for a set period of time, for example, financial information (normally 7 years) for financial auditing purposes. Information is always retained in line with its purpose of processing and only for as long as necessary usually, information is kept for 7 years after last contact with you. However, the retention period may be extended dependent upon any legal or contractual obligations Elevate may be required to comply with, as well as any overriding business legitimate interests.

9. OVERSEAS TRANSFERS OF YOUR PERSONAL INFORMATION

We are based within the UK, however some of the third parties and agents that we work with may be based outside of the European Economic Area (EEA), so processing of your personal information may involve a transfer of data outside of the EEA. Whenever we transfer your personal information outside of the EEA, we will always ensure it is protected by making sure we have safeguards in place. This might mean only transferring your personal information to a country that has been deemed by the European Commission to provide an adequate level of protection, or by using specific contractual protections.

All information that you provide us with is stored on our secure servers, or those of our third parties’ data storage providers.

 

10. YOUR RIGHTS IN RELATION TO YOUR PERSONAL INFORMATION

• Your right of access – you have the right to ask us for copies of your personal information. Exemptions within the legislation could mean that you may not receive all the information we process. If this is applicable an explanation will be provided to you within our response.
• Your right to rectification – you have the right to request that inaccurate information is rectified and incomplete information completed.
• Your right to erasure – you have the right to request your personal information be deleted by us in certain circumstances.
• Your right to restrict processing – you have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Your right to object to processing – you have the right to object to the processing of your personal information in certain circumstances.
• Your right to data portability – you have the right to request whether and to where we may have transferred your personal data.

11. HOW TO CONTACT US

Contact details

If you have any questions, comments or requests regarding any aspect of this Privacy Notice, or how we handle your personal information, please do not hesitate to contact us by sending an email. If you have a complaint about the way in which your personal information has been processed, you have the right to contact the Information Commissioner’s Office but we would suggest that you first complete our internal complaints procedure and we will try to address your concerns.

Complaints

If you have any complaints about the way we use your personal information please contact info@elevateestateagents.co.uk

Privacy Notice Last Updated Date – 10 May 2024