Privacy Policy

Theydon Property Services Limited, Company Number 02705780 (‘Theydons’) are an independent Estate and Lettings Agent

We take the privacy of your information seriously and ask that you read this Privacy Policy carefully as it contains important information on:

• the personal information we collect about you
• what we do with your information,
• who your information might be shared with and
• your rights

We will not disclose your personal information to anyone, other than as set out in this Privacy Policy and our Terms and Conditions of engagement

Theydons are in certain instances both a data controller and processor for the purpose of the EU General Data Protection Regulation (GDPR) in respect of any personal information provided to us when you use our services.

Please do not send us any of your personal information if you do not want it to be used in the ways described in this Privacy Policy. 

Your use of our services, on line or in person and or your provision of information to us constitutes your acceptance of the terms of this Privacy Policy.

Our contact details are:-

Theydon Property Services
Attn. Mrs T Bradley
20 Church Lane,
Leytonstone,
London E11 1HG

Email: info@theydons.com
Tel.      020 8539 2009

2. SCOPE OF PRIVACY POLICY

This Privacy Policy applies to your use or prospective use of any of our Estate Agency and Lettings services, to include: 

• when you request property information from us; 
• when you register with us to purchase, sell or rent a property
• when you engage us; 
• as a result of your relationship with one or more of our clients; 
• if you apply for a job with us; and
• when you access our website and online services

3. INFORMATION COLLECTION

General
We will collect personal information directly from you and our own clients with whom you may be transacting or proposing to transact

We may also collect personal information from third parties such as credit and anti-money laundering reference agencies, solicitors, conveyancers, mortgage brokers, valuers, surveyors, banks and accountants, regulatory authorities, you employers, organisations with whom you have dealings relevant to the service we provide, government departments and agencies,  recruitment consultant and public records

This may include current and historical personal from such entities

We may also collect personal information about your dealings with us and our clients, for example in person, by telephone, by email or online.

Online Services
When you access our online services, we may collect the following:

• information you provide by registering with us, completing application forms (to include any and all the information input)
• information you provide to us if you have a query or report a problem
• resources accessed
• Internet Protocol record. When you visit our website our server will record your IP address together with the date, time and duration of your visit. An IP address is an assigned number, similar to a telephone number, which allows your computer to communicate over the Internet. It enables us to identify which organisations have visited this website. We use this information to compile statistical data on the use of our website to track how users navigate through our site in order to enable us to evaluate and improve our site.

Cookies
Our Website uses cookies to better the users experience while visiting the site.  As required by legislation, our site uses a cookie control system allowing the user to give explicit permission or to deny the use of and saving of cookies on their computer.

Cookies are small files saved to the users computer hard drive that track, save and store information about the users interactions and usage of the website.  This in turn allows the website, through its server to provide the users with a tailored experience of our site.

We use a third party service, to collect standard internet log information and details of visitor’s behaviour patterns. This information is only processed in a way which does not identify anyone.

Careers and Recruitment
If you apply for a job with us you will need to provide information about yourself to include your educational status, previous employment history and experience, background and health.

Any such application will stand as your consent for us to use of this information to assess your application and to allow us to carry out both recruitment analytics and any monitoring activities which may be required of us under applicable law as an employer.

We may also carry out screening checks (including reference, background, directorship, financial probity, identity, eligibility to work, vocational suitability and criminal record checks) and consider you for other positions.

We may disclose your personal information (including diversity and equal opportunities data) to academic institutions, recruiters, screening check providers, health service providers, professional and trade associations, law enforcement agencies, recruitment analytics and diversity research providers, referees and your current and previous employers. We may also collect your personal information from these parties in some circumstances. Without your personal information we may not be able to progress considering you for positions with us.

4. USE OF YOUR INFORMATION

We may use your personal information if:

• it is necessary for the performance of a prospective contract or contract entered into with you or is necessary in connection with a legal obligation; or
• you have provided your consent to such use; or 
• we consider such use of your information as not detrimental to you, within your reasonable expectations, having a minimal impact on your privacy, and necessary to fulfil our legitimate interests; or
• we are otherwise required or authorised by law. 

We use your information to:

• provide quotations and perform our contractual obligations to you;

• provide and improve our services and products to you;
• maintain and develop our relationship with you;
• facilitate our internal business operations; 
• fulfil our legal requirements (including in relation to anti-money laundering) and professional obligations; 
• monitor and analyse our business;
• send you marketing (please see section 11 for more information).

We may not be able to do these things without your personal information. 

We will only retain your personal information for as long as is reasonably necessary in the circumstances. Personal information provided in connection with the provision of our legal services will be retained for no longer than 6 years unless we agree otherwise with you. Our online services may have different retention periods which you will be notified of separately when you access those services.

5. DISCLOSURE OF YOUR INFORMATION

We may share your information with third parties where:

• provide quotations and perform our contractual obligations to you;
• you have consented for us to do so;
• we are under a legal, regulatory or professional obligation to do so (for example, in order to comply with anti-money laundering requirements);
• it is necessary for the purpose of, or in connection with, legal proceedings, or to exercise or defend legal rights;
• if, in the future, we re-organise or transfer all or part of our business, we may need to transfer your information to new entities or third parties through which our business will be carried out;
• it is relevant in the circumstances to disclose the information to our clients, your employer or place of business, your professional advisers and parties with whom we have co-promotional arrangements (such as jointly sponsored events);
• we provide anonymous statistical information about users of our websites and related usage information to reputable third parties, including analytics and search engine providers.

We use a third party service provider to provide services that involve data processing, for example archival, auditing, reference checking, professional advisory (including legal consultants, accounting, financial and business consulting), mailing house, delivery, technology, website, social media, research, banking, payment, client contact, data processing, insurance, forensic, data room, marketing and security services. 

6. SHARING INFORMATION

We will not use or share your personal information without your express consent other than as  set out in paragraphs 4 and 5 above.

We will not transfer your data abroad without your consent

7. SECURITY

We take reasonable steps to hold information securely in electronic or physical form and to prevent unauthorised access, modification or disclosure. Our information security policy is supported by a number of security standards, processes and procedures and we store information in access controlled premises or in electronic databases requiring logins and passwords. We require our third party data storage providers to comply with appropriate information security industry standards. All partners and staff and third party providers with access to confidential information are subject to confidentiality obligations.

The transmission of information via the internet is not completely secure. We cannot guarantee the security of your data transmitted to our online services; any transmission is at your own risk. 

8. THIRD PARTY SITES

Our website contains links to other sites which are controlled by third parties.

Visitors should consult these other sites' privacy policies and please be aware that we do not accept responsibility for their use of information about you.

9. YOUR RIGHTS
You have certain rights under existing data protection laws, including the right to (upon written request) access a copy of your personal data that we are processing. If you are based within the UK or the EEA or within another jurisdiction having similar data protection laws, in certain circumstances you will also have the following rights;

• to ask us to provide you with information regarding the Personal Data we process concerning you;
• to rectify, update or complement inaccurate or incomplete Personal Data concerning you;
• to delete or request the erasure of Personal Data concerning you;
• in certain circumstances to obtain of us that we restrict the way in which we process Personal Data concerning you;
• to withdraw any consent you may have given for us to process Personal Data concerning you;
• to object to our processing of Personal Data concerning you on the basis of our, or of third-parties’ legitimate interests;
• to obtain of us the portability of Personal Data concerning you which we process using automated means on the basis of your consent or of a contract you have entered into with us; and
• in the European Economic Area, to lodge a privacy complaint with a supervisory authority if you are unhappy with the way we have handled your Personal Data or any privacy query or request that you have raised with us.

Where your exercise of any of the rights above is dependent on Theydon’s action, we will abide by our legal obligation to take reasonable measures to ascertain your identity and the legitimacy of your request, and may ask you to disclose to us any information necessary for that purpose.
We will respond to legitimate request within 30 days although in certain limited circumstances, we may need to extend our response period as permitted by law.
Please note that if you withdraw your consent to the use of your personal information for purposes set out in our Privacy Policy, we may not be able to provide you with access to all or parts of our services.
Please also note that some of the rights above may not be applicable to you (or to all of the information about you that we are processing) due to the application of one or more legal exemption set out in the GDPR Regulations.
If you consider our use of your personal information to be unlawful, you have the right to lodge a complaint with the UK’s supervisory authority, the Information Commissioner’s Office. Please see further information on their website: http://www.ico.org.uk/

10. IF YOU DO NOT WANT TO RECEIVE MARKETING INFORMATION FROM US 

If you receive marketing materials relating to our services by email or post, you may withdraw your consent for us to send these to you at any time, by notifying us in a written format at the address in section 1 above.

11. ANTI-MONEY LAUNDERING

In addition we have to comply with certain regulations imposed upon us by law, for example the “Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 (referred to as “the Regulations).”

In order to comply with our legal obligations we are required to obtain certain information from you. This information will only be used by us to comply with the Regulations and we will not share it with any third party unless we are required to do so by law or as permitted by you.

When you enter in to a contractual relationship with or via us we will need to see and take copies of two separate Identification documents one primary and one secondary from the list set out below.

Primary documents - proof of ID

• Valid Passport with Machine Readable Zone / Machine Readable Passport
• Valid full UK photo driving licence
• Valid full UK Driving licence (Non photo, paper) issued before 1998
• Valid EU/EEA/Switzerland photo driving licence.
• Valid EU/EEA/Switzerland national Identity Card.
• Valid UK Armed Forces ID Card.
• Valid UK Biometric Residence Permit (copy of both sides.)
• Valid Blue disabled drivers pass. (With photo)
• Valid Freedom Pass
• Valid Local Authority Bus pass.
• Department for Works & Pensions letter confirming pension details including National Insurance Number dated within the last 12 months.

Secondary documents - proof of residence (home.)

• Valid full UK photo driving licence.
• Valid full UK Driving licence (Non photo, paper) issued before 1998
• Local authority council tax bill (dated within the last 12 months).
• UK Bank / Building societies statements/bills showing activity, dated within the last six months. Including account number and sort code. (Internet printed acceptable.)
• UK mortgage statement (dated within the last 12 months.) (Internet printed acceptable.)
• Utility bill dated within the last 6 months including - Electricity bill (with MPAN number), Landline, Gas, Satellite TV, Water. (Internet printed acceptable.) (Not mobile phone bills.)
• Her Majesty’s Revenue and Customs (HMRC) Inland Revenue (IR) Coding / assessment / statement (dated within the last 12 months) with National Insurance number.
• Department for Works & Pensions letter confirming pension details and NI Number. (Dated within the last 12 months).

We reserve the right to employ third party electronic verification for the purpose of verifying your identity. This search will not affect your credit rating

Last updated:   May 2018