Information We Hold About You

This notice applies to current and former customers, suppliers, contractors, and other third parties. This notice does not form part of any contract to provide services. We may update this notice at any time.

The information we may collect includes identity data, contact data, financial data, details of your dependents, transaction data (such as details of your property requirements), website usage data, marketing and communication preferences, call recordings, information in your application form and CV, proof of right to work, employment history, and information about criminal convictions and offenses.

Identity data, personal data, or personal information means any information about an individual from which that person can be identified. We collect most information directly from you. However, we may also collect information:

• From you directly in hardcopy or email format
• Directly from a third party, e.g., a credit reference agency
• From publicly accessible sources, e.g., Companies House or HM Land Registry
• From any forms completed and submitted by you to us via our website or email or in person
• From a third party with your consent, e.g.:
  • Your bank or building society, another financial institution or advisor
  • Consultants and other professionals we may engage in relation to your matter
  • Your employer and/or trade union or professional body
  • Relevant websites and applications such as Rightmove or Zoopla
  • Automated monitoring of our websites and other technical systems, such as communications systems, email and instant messaging systems.

Please note that we may process your personal information without your knowledge or consent in compliance with the rules in this policy where this is required or permitted by law.

The personal information we hold about you is kept only for as long as necessary for the purposes we have informed you about.

We will retain your personal data after we have finished working with you for one of the following reasons:

• To respond to any questions, complaints, or claims made by you or on your behalf
• To demonstrate that we treated you fairly
• And to maintain records required by law

We will not keep your data for longer than necessary.

Do we need consent?

In some circumstances, we may ask for your written consent to process certain sensitive data. If we do, we will give you all the details about the information we need and why we need it. This way, you can decide whether you want to give your consent or not. It's important to know that you're not obligated to agree to any consent request from us as a condition of your contract with us.

"Sensitive data" refers to information about your racial or ethnic origin, philosophical or religious beliefs, physical or mental health or condition, sexual orientation, or information about criminal convictions. In certain circumstances, you may also provide us with such sensitive personal information, for example, if you have disability-related requirements.

Data Sharing

We may have to share your data with third parties, including third-party service providers and other entities in the group. We require that third parties respect the security of your data and handle it in compliance with the law. We may share your personal information with third parties when required by law, to administer our relationship with you, or when we have another legitimate interest.

"Third parties" include third-party service providers (including contractors and designated agents) and other entities. The following activities are carried out by third-party service providers: Blinc Referencing, Gnomen PMS, Rightmove, Zoopla, and Microsoft.

All of our third-party service providers and other entities within the group must implement appropriate security measures to safeguard your personal information. We do not authorize our third-party service providers to utilize your personal data for their own purposes. They are only allowed to process your personal data for specific purposes and in compliance with our instructions.

We may share your personal information with other third parties, for example, in the context of the possible sale or restructuring of the business. We may also need to share your personal information with a regulator or to otherwise comply with the law.

Data Security

We have put in place measures to protect the security of your information. Third parties will only process your personal information on our instructions and where they have agreed to treat the information confidentially and securely. We have implemented appropriate security measures to prevent accidental loss, unauthorized access, alteration, or disclosure of your personal information.

In addition, we limit access to your personal information to those employees, agents, contractors, and other third parties who have a business need to know. They will only process your personal information on our instructions, and they are subject to a duty of confidentiality.

We have implemented procedures to address any suspected data security breaches and will inform you and any relevant regulatory authorities of any suspected breach if legally required.

You have the following rights which you can exercise free of charge:

Access: The right to be provided with a copy of your personal data (the right of access)

Rectification: You have the right to ask us to correct any errors in your personal data.

To be forgotten: The right to require us to delete your personal data—in certain situations

Restriction of processing: The right to require us to restrict processing of your personal data—in certain circumstances, e.g., if you contest the accuracy of the data

Data portability: The right to receive the personal data you provided to us in a structured, commonly used, and machine-readable format and/or to transmit that data to a third party—in certain situations

To object: The right to object at any time to your personal data being processed for direct marketing (including profiling) and in certain other situations to our continued processing of your personal data, e.g., processing carried out for the purpose of our legitimate interests

Not to be subject to automated individual decision-making: The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you

To withdraw: If you have given your consent for us to collect, process, and transfer your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time.