We are Property and Homes Management LTD, 27 Gloucester Street London WC1N 3AX (company registration number 10653830).

At Property and Homes Management LTD, we take data privacy very seriously and want to make sure your experience with us is the best it can be. This Privacy Policy gives you a clear view of who we are, how we collect, share and use the personal information you provide us, how we protect your data to the highest standard and the rights and choices you have to control your personal information and protect your privacy.

What information do we collect about you?

When you enquire or register for services provided by Property and Homes Management LTD, we may collect personal data about you from a variety of sources.

The majority of information we collect about you will be provided directly from yourself during the course of your relationship with us however we may obtain information from other sources such as other third parties e.g. referencing agencies, Rightmove and Zoopla or publicly available sources such as HM Land registry.

When you use our services we will collect personal information such as:

• your name;
• your email addresses;
• your telephone numbers;
• your date of birth;
• your postal address;
• your payment details;
• copies of your ID e.g. passport, driving license, birth certificate, utility bill;
• your IP addresses;
• proof of funds e.g. mortgage offers, banks statements etc.);
• records of your conversations with our live chat;
• recordings of your phone calls made to our head office.

If you don’t provide us with this information, we may not be able to provide you with access to our products or services.

We do not routinely collect special category data however if you choose to provide this information to us we will treat the data with the additional protection given under data protection laws. During the course of our relationship with you we may ask for additional information from you which is required for us to fulfil the specified service.

Protecting your personal information

We are committed to protecting your personal information and implementing appropriate technical and organisational security measures to protect it against any unauthorised or unlawful processing and against any accidental loss, destruction or damage.

We store all your personal data in highly secure software systems and when we share your personal data with third parties we do so in a safe and secure manner.

How will we use the information about you and why?

If you are a user of our website and app we will use your personal data:

1. To market our services (see below). We do this in the legitimate interest of marketing our services.
2. To market our services (see below). We do this in the legitimate interest of marketing our services.

If we contract with you as a landlord we will use your personal data:

3. To carry out the services we have agreed to provide you and to notify you of the status of your transaction. This processing is necessary for the performance of our contract with you.  This includes passing your information to third parties (see below).
4. To prevent money laundering by conducting an identification check. This processing is to comply with our legal obligation to carry out anti-money laundering searches. To do this we will share your personal information with our electronic identification check providers.

If you are a potential tenant we will use your personal data

5. To check your ability to proceed with an offer on a property by checking your financial position and to determine your ability to proceed with a letting so that the landlord has an informed choice should there be an offer. To do this we may ask for additional financial information from you.  We do this in our legitimate interest of providing a quality service to our customers.
6. For lettings where you have registered to book a viewing on a property that is being let, we may pass your contact details to a third party who is conducting the viewings on our behalf.  We do this in our legitimate interest of providing a quality service to our customers.

If you are a customer or prospective customer and contact us via phone or live chat we will use your personal data:

7. To keep accurate records of phone conversations by recording calls made to our head office. We also collect Calling Line Identification (CLI) information. This is the phone number you are calling from (unless the number is withheld). We may also hold a log of the phone number, the date and time of the call, the duration of the phone call and a recording of the phone call. We may also use this number to call you back if you have asked us to do so, if your call drops or if there is a problem with the line, we do this under the legitimate interest. We hold this information for 100 days.
8. To keep accurate records of conversations made to our live chat. If you contact us on our live chat facility on the website, we will collect your first name, phone number, email address and a record of the conversation. We hold this information for 100 days. We do this in our legitimate interest to ensure that we keep an accurate record of these chats.

Marketing our products and services

We will use your personal data to send you information about products and services of ours which may be of interest to you. We do this as we have a legitimate interest to provide you with products and services which may be of interest to you.

You have a right at any time to stop us from contacting you for marketing purposes.  If you wish to amend your marketing preferences, please send us an email to enquiry@propertyandhomes.co.uk  

Who we share your personal information with?

We may share your personal information with companies within Property and Homes Management LTD as well as the following:

• Companies that introduce you to us
• Companies that we introduce you to
• Financial advisers
• Credit reference agencies
• Insurers
• Social networks
• Fraud prevention agencies
• Payroll service providers
• Land agents
• Public information sources, such as Companies House
• Agents working on our behalf
• Medical practitioners*
• Government and law enforcement agencies
• HM Revenue & Customs, regulators and other authorities
• Any party linked with you
• Companies we have a joint venture or agreement to co-operate with

We do this in the legitimate interest of providing a quality service to our customers.

We may also share your information with third parties other than those listed above if we have a legal requirement to do so. These may include the police, local authorities and other law enforcement and regulatory agencies where we are satisfied that the relevant agency has demonstrated a proper legal basis for requesting the personal information, unless there is an overriding and urgent safeguarding concern where non-disclosure would harm the vital interest of any party when disclosure may take place without a request in writing.

*For some insurance products, your GP or other medical professional may be contacted. This will only be done with your consent.

International Transfers

From time to time, the people or organisations whom we share personal data with may request that we transfer personal data to their operations outside the UK. On a case-by-case basis, we may agree to such transfer of personal data to operations in EU countries or to/from countries deemed to have data protection laws accepted by the UK.

For other countries, we will only agree to such transfers of personal data where we are satisfied that the personal data will be sufficiently protected through measures such as approved standard contractual clauses between the data exporter and importer. Any standard contractual clauses which we put in place will be available from us on request.

How long will we keep your personal information?

We retain your personal data only for as long as we need to comply with our obligations under The Property Ombudsman Code of Practice and rules set by HMRC. The retention periods are:

• Seven years for data related to a financial transaction with Property and Homes Management LTD (such as an Instruction to let a property)
• Six years for data related to a property transaction (such as a property management, viewing)
• Five years for data related to our obligations under Anti-Money Laundering regulations
• 18 months for other personal data not covered by one of the above.

Complaints

Estate and Letting Agents are required to subscribe to an Alternative Redress Scheme to enable consumers to appeal a complaint. Property and Homes Management LTD is a member of The Property Redress Scheme. We are committed to working with you to obtain a fair resolution of any complaint or concern about privacy and comply with standard industry practice.

If you wish to make a complaint about the service we provide to you, please contact us on enquiry@propertyandhomes.co.uk.

We aim to respond to your complaint in 5 working days.

COOKIES

This policy explains what cookies are and how they are used on Property and Homes Management LTD websites and applications. We encourage you to read the policy in full so that you understand what information we collect using cookies.

What is a Cookie?

A “cookie” is a simple ‘text file’ which typically contains two pieces of information: a site name and a unique user identifier using your Internet Protocol (IP) address. If you agree, we will store these cookies on your browser or hard drive when you visit our website.

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly.

If you leave a comment on our site you may opt-in to saving your name, email address and website in cookies. These are for your convenience so that you do not have to fill in your details again when you leave another comment. These cookies will last for one year.

If you visit our login page, we will set a temporary cookie to determine if your browser accepts cookies. This cookie contains no personal data and is discarded when you close your browser.

When you log in, we will also set up several cookies to save your login information and your screen display choices. Login cookies last for two days, and screen options cookies last for a year. If you select “Remember Me”, your login will persist for two weeks. If you log out of your account, the login cookies will be removed.

If you edit or publish an article, an additional cookie will be saved in your browser. This cookie includes no personal data and simply indicates the post ID of the article you just edited. It expires after 1 day.

Advertising on Other Third Party Websites

We may also use targeted advertising cookies to remember the services you are interested in when browsing our website. If you later view certain selected third-party websites or social media platforms, we are able to provide advertisements relating to those products and services that you have shown interest in.

Other websites

Our website contains links to other websites. This Privacy Policy only applies to this website so when you link to other websites you should read their own privacy policies.

Your rights

Under Data Protection Law, you have a number of rights relating to your personal data. The rights available to you depend on our reason for processing your information. You have the following rights:

• Right to be informed – You have a right to be told how Property and Homes Management LTD use your personal information;
• Right of access – You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us at the following address;
• Right of rectification – Under certain circumstances you have the right to rectification if you believe your data is incorrect
• Right to erasure (right to be forgotten) – Under certain circumstances you have the right to erase your personal data;
• Right to restrict processing – Under certain circumstances you have the right to object to our processing your personal data or to restrict our processing of it;
• Right of data portability – You have the right to have the personal data we hold on you transferred to another organisation
• Right to object – Where you have given consent to any processing (including marketing) you have the right to withdraw that consent at any time (but this doesn’t affect processing which we have done on that basis prior to you withdrawing consent). You can manage your consents here

To exercise any of these rights please contact us at enquiry@propertyandhomes.co.uk  

Automated Decision Making

We do not carry out any purely automated decision making.

Changes to our Privacy Policy

We keep our Privacy Policy under regular review and we will place any updates on this web page.

Complaints

We are committed to working with you to obtain a fair resolution of any complaint or concern about privacy and comply with standard industry practice. If you wish to make a complaint about how we have handled your personal data, in the first instance please contact us on enquiry@propertyandhomes.co.uk.

If, however, you believe that we have not been able to assist with your complaint or concern, you have the right to make a complaint to your local data protection authority the Information Commissioners Office

How to contact us

Please contact us if you have any questions about our privacy policy or information we hold about you:

By email: enquiry@propertyandhomes.co.uk