In compliance with the relevant data protection regulation and legislation, and out of our respect for the privacy of our clients and website users, this policy states the type of personal data we collect, how we collect it and why. It also details the lawful basis under which we process this data, who it is shared with, the length of time it is held for, how it is protected and your rights with regard to it. Finally, it states who you could contact should you have any concerns regarding any aspect of this policy or the data we process regarding you.
Firstly, who are we?
This Privacy Notice applies to the use and processing of personal information collected by 21 Westway, Maghull, Merseyside, L31 2PQ, under company number 06770702.
The phrases “us”,“we” or “our” in this policy refer to Ian Crane Estate Agents.
Ian Crane Estate Agents obtain basic personal data from our clients and customers, such as:
Proof of identity / Anti Money Laundering: We may also, during the course of your relationship with us, request additional information from you which is relevant to the provision of specific services. For example, if you are buying or selling property with us, we are required to collect further information from you to satisfy Proceeds of Crime Act 2002 and be able to prove your identity and your address.
Card Payments: Any credit / debit card payments taken by Ian Crane Estate Agents are processed over either a cloud-based system or using a card machine. The information would not retained by us. Any paper receipts produced do not show full account details and are disposed of securely. Cloud based receipts are generated through the system and are sent to the relevant party via email.
Renting a property through us:
When making an application for tenancy on one of our properties, as part of our referencing obligations we will ask for additional information from you which may include:
Full legal name
Date of birth
Proof of Address
Proof of Income
Copies of Personal Photo ID
Credit Card Details
Existing personal debt details
Personal or Secured Loan Details
Current Landlord Details
Copies of Proof of Address
Copies of Bank Statements
Copies of Payslips
Current Employers Name
Employers Phone number
Copies of Self Employed Accounts (where applicable)
Accountant Details (where applicable)
As a landlord, we will need information such as:
Full legal name
Bank Details for payment
In order to comply with the council selective licensing scheme we may need to ask you for some additional information to include:
Proof of Ownership
Details of your mortgage company (if applicable)
Previous Criminal Offences/Convictions (if Selective Licensing is in your area)
You provide these details to us through our website, via email, phone calls, documents you provide to us or in person when you visit one of our branches, for example when you ask about properties for sale or rent or ask us to value your property or when you interact with us on our social media site.
Sometimes this means you have provided it to us directly, but you may have given permission to other organisations to share it with us (including Facebook or Twitter) or you could have given it to a third party and provided permission to them to pass your information on to us.
We collect your personal data for specific activities relevant to our business, either to provide a service or to fulfil a contract such as: Letting potential customers know about properties new to the market, communicating with clients regarding the marketing of their properties, communicating with vendors, landlords, tenants and purchasers regarding an ongoing property transaction, providing feedback to vendors, landlords and competition entries or promotional activities.
We do not currently transfer the personal information we collect about you to recipients in countries other than the UK / where it was collected. Other countries may not have the same data protection laws as the UK.
If in the future we need to transfer your information to people in other countries we will:
- perform those transfers in accordance with the requirements of applicable law and subject to appropriate safeguards, and
- protect the transferred personal information in accordance with this Privacy Notice
Data processing / Legitimate Interests/ Lawful Basis:
Ian Crane Estate Agents processes your information under the following lawful conditions:
- Performance of a contract: where you enter into a contract with us and we need to process your information as part of this contract
- Legal obligations: These include: statutory responsibilities such as reporting fraud, risk assessment, due diligence etc.
- Legitimate interests: some information is processed by us as part of our legitimate interests. These include: referencing checks, network and information security, suppressions and managing opting out of communications, profiling, direct marketing, monitoring, web analytics, cloud storage, acquisitions, updating customer details, lettings, sales and financial services.
- Public task: some information is processed in accordance public interest and requests from Public Bodies.
- Consent: where we process information under consent we will seek your consent prior to processing your data.
Sharing your information:
We work with a selection of third party companies in order ensure that we are able to provide you with the highest level of service.
|Company Name||What does the company do?||Example of data provided||Reason for providing data|
|Expert Agent||Cloud based estate agency software||Name, Address, Contact numbers, email address, property search criteria, Proof of Identity and Residency (if buying / selling a property with us).||To fulfil the request of our clients by marketing their properties, providing prospective purchasers with suitable properties and communicating with both vendors and purchasers whilst assisting with progressing property transactions.|
|Solicitor Referral Service||Various||Name, Address, Contact numbers, email address, property selling and or purchasing details, Proof of Identity and Residency (if buying / selling a property with us).||To fulfil the request of our clients by marketing their properties, providing prospective purchasers with suitable properties and communicating with both vendors and purchasers whilst assisting with progressing property transactions.|
|Board Contractors||Name, Address, Contact numbers, email address||To fulfil the request of our clients by erecting a for sale board at the property|
|Barron Financial Solutions||Financial Services||Name, Address, Contact numbers, email address, property search criteria, Proof of Identity and Residency (if buying / selling a property with us).||To fulfil the request of our clients by providing financial services information|
|Credit Referencing Providers||Credit referencing for tenants||Name, Address, Contact numbers, email address||To complete the application process and credit checks when renting a property|
|Focus Letting Software||Provides software for advertising properties||Name, Address, Contact numbers, email address||To enable customers to book viewings and reserve lettings properties|
|Deposit Protection Service (DPS)||Government Tenancy Deposit Scheme||Name, Address, Contact numbers, email address||To enable tenants deposits to be lodged in a protected scheme|
|Various Utility Providers||Provides energy and water for tenants homes||Name, Address, Contact numbers, email address||To enable tenants to be accurately billed for the energy they use|
|Various Local Councils||Council Taxation||Name, Address, Contact numbers, email address||To enable tenants to be accurately billed for council tax|
When we use other companies to provide services on our behalf (for example mortgage advice, house and contents insurance, utility services, sending mail and emails, sending appointment confirmations, using auditors/advisors or processing credit/debit card payments) we provide them only with the personal information they need to perform the service requested and work closely with them to ensure we have carried out our due diligence and that they are working within the guidelines provided by the GDPR.
We may also be obliged to disclose information to third parties or individuals for purposes of national security, taxation and criminal investigations. However, this sharing of your information does not entitle such third parties to send you marketing or promotional messages: it is shared for the purpose of ensuring we can adequately fulfil our responsibilities to you.
Accuracy of data:
All data is confirmed with you at the point of collection. Should your information change at any time, please notify us by either updating your preferences on an email communication or by filling out a contact form on our Contact Us page, alternatively, you can email us at:
Retaining your information:
We will keep your information for as long as is reasonably necessary for the purposes set out in this privacy notice, and to full our legal and regulatory obligations, such as:
Personal information relating to the purchase / sale / rental of a property is required to be held securely for a period of 7 years in line with The Property Ombudsman’s current guidance When purchasing / selling a property / renting through us, personal information proving your name and address should be held securely for a period of 5 years in line with the Money Laundering Regulations 2017.
Any personal information held pertaining to a survey carried out by us is recommended to be held securely for a period of 6 years in line with the Royal Institute of Chartered Surveyors (RICS) guidelines.
Protection and Security:
All data is held securely on our systems which are designed and maintained following industry best practice for storing and securing personal information. The information that we collect is stored in a secure facility with restricted physical access. We also use a number of security measures to prevent electronic access. Portable devices, such as laptops and all of our client software packages are password protected.
A new data protection law, gives everyone a number of very important rights. These are:
- The Right to be Informed: Transparency over how we use your personal information
- Right of Access: Request a copy of the information held about you, which will be provided to you within one month
- Right of Rectification: Update or amend the information we hold about you if it is wrong
- Right to Restrict Processing: Ask us to stop using your personal data
- Right of Erasure: Ask us to remove your personal data from our records
- Right to Object: Object to the processing of your information for marketing purposes
- Right to Portability: Obtain and reuse your personal data for your own purposes
- Right not be subject to a decision when it is based on automated processing
Remember, you can change the way you hear from us or withdraw your permission for us to process your personal details at any time by using the update preferences / unsubscribe section on any email communication.
If you would like to know more about your rights under the data protection law, please see the Information Commissioner’s Office website here: https://ico.org.uk/
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If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law you can complain to the Information Commissioner’s Office (ICO). Our data protection officer can be contacted by writing to:
Data Protection Officer
Ian Crane Estate Agents
Or by emailing: firstname.lastname@example.org
Or calling 0151 527 2700
This document was last updated: June 2021
NOTE: We may change this document from time to time to ensure it accurately reflects what we do with your information. You will be able to see if any amendments have been made since the last time you read it by the date it was last updated.