Any personal data collected through the Site, telephone or email will be treated as confidential in line with the principles of the UK data protection legislation (the Data Protection Act 1998 as amended). The Company is notified as a data controller with the UK Information Commissioner (registration number ZA152659). Should you have any queries regarding data protection please visit the UK Information Commissioner’s website www.ico.org.uk or contact us at email@example.com.
1. Information Collected by the Company
a) The Company collects information when you read or download information from the Site (IP Addresses and Cookies).
We will collect information generated by your visit to the web site. This may include your IP Address (an IP address is a number that is automatically assigned to your computer whenever you are surfing the Internet); the type of browser and operating system used to access the Site; the date and time you access the Site; the pages you visit; and if you visited the Site from another website, the address of that website.
You can choose not to give us personal information. We may need to collect personal information by law, or to enter into or fulfil a contract we have with you. If you choose not to give us this personal information, it may mean that we cannot fulfil our contract with you, or do what we are required to do by law.
2. How do we use your Information?
Data Protection law says we must have a reason to use your data. This could be to fulfil a contract we have with you, when we have a legal duty to do so, where it is in our ‘legitimate interest’ or where you give us your consent.
When we have a commercial reason to use your information, this is called a ‘legitimate interest’. If we are going to rely on it as the reason for using your data we must tell you.
Here is a list of the ways that we may use your personal information, and what our legitimate interests are.
- performance of a contract with you
- complying with our legal obligations
- running our business
- providing administration and IT services and network security
- verifying your creditworthiness
- keeping our records up to date
- informing you about developments that may interest you and telling you about them
- studying how customers use our products and services, to develop them, to grow our business and inform our marketing strategy
- complying with rules and guidance from regulators and government authorities
- complying with our legal duties in relation to financial crime
- seeking your consent when we need it to contact you
Generally, Edgbaston Lettings Ltd may appoint suppliers, sub-contractors or agents in order to provide you with the service that you have requested and The Company may pass your information on to group companies or to any of Edgbaston Lettings Ltd approved suppliers, sub-contractors or agents for this purpose. Examples of this service include following up on enquiries or provide further information on Edgbaston Lettings Ltd products (including by phone, email, SMS, post or fax) and agents engaged to show you around Edgbaston Lettings Ltd properties. These third parties have access to your personal information in order to perform the functions but may not use it for any other purpose. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We may share your information with group companies. If you ask us to, we will also use your details to send you information about products and services which may be of interest to you. More specifically Edgbaston Lettings Ltd will use your personal information as follows:
- When you read or download information from the Site (IP Addresses and Cookies)
We may collect and store information collected from cookies for statistical purposes. We may use this information to provide you with a more personal service and assist analysing Site traffic and usage. However, this information does not identify you personally and will not be used by Edgbaston Lettings Ltd, unless you register with us.
- When you send Edgbaston Lettings Ltd an enquiry or email
We may store this information supplied by you in order to respond to your request or otherwise reply to the subject of the enquiry or email only. Remember that email is not necessarily secure against interception. If your communication is very sensitive you might want to send it by postal mail instead.
- When you register on the Site
The personal details collected from you are stored electronically and can be accessed by Edgbaston Lettings Ltd. You are not obliged to give us any personal information in order to use the Site, but access will be limited to the general information section of the Site if you choose not to register.
- When you telephone us using the number displayed on the Site we use a numbers tracking system so that when you call us to request information we are able to return your call. By calling us you are agreeing to be contacted by telephone on the number you have called us from.
When you register your details on the Site you are agreeing to be contacted by SMS, telephone, email and post. We will provide you with information on properties and/or development which you are interested in, and other products, services, future developments, special offers which match the criteria that you have provided or which may be of interest to you.
- Change of purpose
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
Edgbaston Lettings Ltd follows strict security procedures in the storage and disclosure of information that you have given us. Edgbaston Lettings Ltd has implemented security polices, rules and technical measures to protect the personal information that we have under our control. The security measures are designed to prevent improper use and disclosure, unauthorised modification and unlawful destruction or accidental loss and unauthorised access by third parties. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
4. Data Retention
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purpose of satisfying any legal, accounting or reporting requirements. To determine the appropriate retention period, we consider the amount, nature and sensitivity of the personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means and the applicable legal requirement.
If you submit your details for the purposes of enquiring about a property the personal information collected by the Company will be held for the period of time that the property which you enquired about is on sale. This will be until one month after the date that the sale of the property completes (the “Time Period”). If you ask for your details to be applied to a new property the Time Period will begin again.
If you submit your details for any other reason then your personal information may be held for a different period of time.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you.
5. Communications and Announcements from the Site
- Promotional updates
Edgbaston Lettings Ltd may contact registered users who have chosen to be contacted by us and provide information on properties and developments selected by you and on products, services, future developments and special offers which match the criteria specified by you on registration or which may be of interest to you.
- Service announcements
It may be necessary for the Company to send a service announcement email to users of the Site if for example the service is temporarily suspended for maintenance. These communications will be sent to all users of the Site, but will not be promotional in nature.
6. Your Rights
Data protection law gives you rights in relation to your personal data including the following. To exercise any of these rights please contact us by emailing firstname.lastname@example.org. There may be legal or other official reasons why we need to keep or use your data.
- Access to your personal data
You have the right to ask for a copy of the information held by us in our records. You also have the right to get certain personal information from us as a digital file, so you can keep and use it yourself, or give it to other organisations if you choose to.
You have the right to require us to correct any inaccuracies in your information.
- Unsubscribe or restrict
You have the right to ask us to delete, remove or stop using your personal information or you can choose not to receive further information about specific properties or developments. This can be done by emailing email@example.com .
You have the right to object to us keeping or using your personal data, and the right to ask us to restrict the use of your data, so that it can only be used for certain things, such as legal claims or to exercise legal rights.
- Withdrawing your consent
You can withdraw your consent to our processing of your personal data at any time. This will only affect the way we use information when our reason for doing so is that we have your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. This will not affect the lawfulness of our use of the data before your consent was withdrawn.
We try to meet the highest standards when collecting and using your personal information. If you are unhappy about how we are processing or using your personal information, please contact us by email. You also have the right to complain to the Information Commissioner’s Office, the UK supervisory authority for data protection issues (www.ico.org.uk).
7. Improvements to the Site
Edgbaston Lettings Ltd are committed to providing the best service and information possible to you. We are therefore continually seeking ways of improving and upgrading the Site, and reserve the right to make changes to the Site and the way we process information collected from it. Edgbaston Lettings Ltd is nevertheless committed to continue to respect the privacy and preferences of all users of this Site.
10. Joint Initiatives
11. Sending data outside the European Economic Area (the ‘EEA’)
We will only send your data outside of the EEA to comply with a legal duty or work with our suppliers in providing products and services to you. If we do transfer your personal information outside the EEA to our suppliers, we will make sure that it is protected to the same extent as in the EEA. We will use one of these safeguards:
- Transfer it to a non-EEA country with privacy laws that give the same protection as the EEA and have been deemed to provide an adequate level of .protection for personal data by the European Commission.
- Put in place a contract the form of which has been approved by the European Commission with the recipient that means they must protect it to the same standards as the EEA.
- Transfer it to organisations that are part of Privacy Shield. This is a framework that sets privacy standards for data sent between the US and EU countries. It makes sure those standards are similar to what is used within the EEA.
Appendix A: “Edgbaston Lettings Ltd Related Entities”
Registered in the UK:
- Edgbaston Properties Ltd – Registration Number 03844441
- Edgbaston Maintenance Ltd – Registration Number 10501095