Privacy Policy - Sales

PRIVACY NOTICE

You should read this notice when you give us information so you are aware of how and why we are using this. Please update us if any information supplied by you changes.

 

Why we are giving you this notice

We are required by data protection law to give you this notice. We must be open with you about why information is collected about you and then what is done with it. We must act fairly in relation to this information. You have various legal rights relating to this information which are spelt out in more detail in this notice.

 

In order that we can collect or use information about you there must be a legal basis or gateway for doing so. This notice identifies the relevant gateway for the various types of information we collect and hold about you.

 

Under data protection legislation we can only process data "as necessary" and only to the extent that it is needed. For example, we can use your bank details regarding payments and other limited purposes only. However, in certain instances, as necessary, we can share any of your data, e.g. with our own professional advisers. We may also share any of your data, as necessary, with the police/law enforcement agencies or regulatory authorities.

 

Information We May Collect

 

Methods of Collection

 

Delaney's collect information relevant to the services being sought by yourself. Information is collected from:

• yourself
• spouse / partner / family member
• employers and/or business associates
• trusted sources such as Government / Land / Police registers, credit agencies, default agencies, financial institutions, insurance companies, law firms, health providers.

The information required will be collected directly via Delaney's standard forms, via email, via text messages, through telephone conversations, and over the internet.

 

You may also agree to third parties disclosing information about you to us that those third parties have collected.

 

Types of Information We Collect

• Full Name
• Previous Name
• Date of Birth
• Contact Details - Email address / Phone Numbers
• Present Address
• Residential Status
• Marital Status
• Previous Addresses
• Dependents Details
• Landlord Details
• Nationality
• NI Number
• Passport with MRZ
• Full UK photo driving licence (or non-photo with paper)
• EU/EEA/Switzerland photo driving licence
• EU/EEA/Switzerland national Identity Card
• Council Tax Bill (less than 12months)
• Utility Bill (less than 6months)
• UK National
• Primary ID
• Address ID
• Salary
• Bank Details
• Bank / Building Society Statements
• Credit Card Details
• Credit Card Statements
• Mortgage Statements
• Proof of Deposit
• Payslips
• Self Employed Accounts
• Employers Details including their contact details
• Gender
• Personal / Secure Loan Details
• Personal Debt Details
• Personal Expenditure
• Existing Mortgage Details
• Existing Insurance Details
• New Property Details
• Solicitor Details
• Estate Agent Details
• New Mortgage Details
• New Insurance Details
• Criminal Offences / Convictions
• Accountant Details
• Previous Employers Details including their contact details
• Health

 

Purposes of Collection

Generally, we will collect, use and hold your information for the following purposes:

• Assessing applications
• Conduct business to carry out our obligations arising from any contracts entered into between yourself and us
• Provide and communicate with you information about products and services that you request from us or that we offer that are similar to those that you have already purchased or enquired about
• Provide you, or permit selected third parties to provide you, with information about goods or services we feel may interest you or you have shown interest in
• Notify you about changes to our service
• Process payments / transactions
• Process credit checks
• Handling complaints, enquiries and related dispute resolution activities
• Protect against and prevent fraud
• To comply with money laundering regulations*
• Managing communications, assess effectiveness and optimisation of advertising
• Evaluate your interest in employment and contact you regarding possible employment opportunities
• Other legal rights as may be required by applicable laws and regulations or requested by any judicial process or governmental agency
• Comply with industry standards and policies

*We have to comply with certain regulations. The information collected will only be used by Delaney's in relation to complying with the Regulations and will not be shared with any other party unless we are required to do so under law. If you decide to enter into a contract with Delaney's to comply with certain regulations, we will require two separate Identification documents one primary and one secondary document. The information may be required at various stages of the process depending whether you are purchasing or selling. Types of documents required are listed above.

 

We reserve the right to employ third party electronic verification for the purpose of verifying identity.

 

Basis of processing

Delaney's process your information for the following purposes:

Contractual Performance: where you enter into a contract with us and we need to process your information as part of this contract

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

Legal Obligations: some information is processed for compliance with our legal obligations, which include but is not limited to the laws in relation to Estate Agency.

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

 

Information we share

We do not sell or otherwise disclose personal information we collect about you, except as described in this Privacy Notice.

 

We share your information with various persons, organisations and public authorities as necessary. This involves us either transferring your information to others or collecting it from them, depending upon the circumstances. It can be a two-way traffic between ourselves and others. In some instances, we may collect information about you from someone else following a request by us to them to provide this information.

 

Where we collect information from others (third parties) we have to tell you the source of this information, whether or not it is publically accessible, the nature of the source (i.e. whether it is publically or privately held) and the types of organisation from whom the information is obtained.

 

Where information is received from a private person/body or a public authority, this information will not normally be publicly accessible, however in some instances it will be. Information which will be publically accessible will be information such as Council Tax bandings and information available in public registers, e.g. registers of births and other available public registers.

 

How long do we keep your information

We will keep your information for a reasonable length of time, and for long as necessary, in order to perform the purpose the data was collected for. We keep personal data for a maximum period of 7 years after last contact and a minimum period of 12 months from the last contact we had with you in cases where no transaction or business activity has taken place.

 

Storing Data

We keep information both electronically and in a manual filing system to maintain our records. We do this because we need to use it from time to time. Normally the legal gateway permitting us to do so which will apply will be the same as applies when we use the data. Additionally, however, there are legal obligations to retain data under data protection law, taxation legislation and housing law. We also need to do so to fulfil our contract with you. In our own legitimate interests, we also need to retain information to deal with enquiries or disputes and for audit purposes.

 

Security of Your Data

We will securely retain all paper files containing your data in cabinets and offices which will be locked when unattended.

Electronic data is securely held and protected by anti-virus software and firewalls. Our servers are subjected to regular penetration tests to check that they are securely protecting your data. Data held on laptops is password protected and subject to anti-virus software and firewalls.

We do everything reasonably possible to ensure that your data is protected.

 

Destruction of Data:

We delete/destroy data once it is no longer needed. This is a requirement of data protection law. This notice tells you the period for which we normally store data.

 

Your rights

Where we hold personal data about you, you are the data subject. Data protection legislation gives you a number of rights. To exercise any of these rights you should contact us. You can do so by email at the address given below or you can telephone us on the number given below. You can also write to us at our address given at the bottom of this notice. Normally no fee is payable.

 

In particular you have a right to object to the processing of your information where we are processing this in our own legitimate interests or those of someone else. This applies if you feel that this impacts on your own interests or your fundamental rights or freedoms.

 

These rights are as follows -

 

• Access - you have the right to make a request to be told what personal data we hold about you. This is a right to obtain confirmation that data has been processed and to have access to your personal data.
• Correction/Rectification - if you consider any data we hold about you is inaccurate you can tell us so that where appropriate this can be corrected. Where a mistake is made in data processing then you can ask to have it rectified. Any third parties who have received the data from us should then be told of the rectification and you should be informed by us of any such third parties.
• Erasure - you have a right to ask us in certain circumstances to erase any data we hold about you (the 'right to be forgotten'). Individuals can request the right to have personal data erased to prevent processing in specific circumstances, i.e. it is no longer necessary, consent has been withdrawn, there is an objection and where applicable your rights etc., override the legitimate interests to continue our processing, or data has been unlawfully processed.
• You can object to our processing of data - this allows you to object to our processing of data about you. We must then stop processing data unless we can establish legitimate reason for continuing. In particular this applies where we are relying on our own legitimate interests or those of a third party to process data but it can also apply in other situations.
• Restricting processing - you can ask us to suspend processing of your personal data and we must then restrict processing of data. This includes where you are contesting the accuracy of a statement or the lawfulness of the processing.
• Data portability - this allows individuals to reuse their personal data for their own purposes across different services allowing them to move, copy or transfer personal data more easily.

 

Withdrawal of consent

Where your consent provides us with the legal gateway to process data about you you can withdraw this at any time by telling us by email or post using the email address or postal address given below.

 

Complaints

We operate our own internal complaints policy and if you have any concerns about the way in which we collect or handle data please contact us.

 

Additionally, you have the right to lodge a complaint with the Supervisory Authority who is -

Information Commissioner

Information Commissioner's Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

www.ico.org.uk