Privacy Policy

STS ESTATE AGENTS PRIVACY POLICY

PRIVACY NOTICE:

The General Data Protection Regulation (the “GDPR”) seeks to protect and enhance the rights of data subjects. T Samuel Estate Agents are committed to protecting and respecting your privacy. We recognise the importance of the correct and lawful treatment of personal information and will only use personal information as set out in this Privacy Notice.


This Privacy Notice sets out how we collect and use any information that you give us when you use our legal

services. The expressions “we”, “us” and “our” refer to T Samuel Estate Agents.

We have appointed a Privacy Officer to oversee compliance with this Privacy Notice. If you have any questions about

this Privacy Notice or how we handle your personal information, please contact the Privacy Officer at: 

enquiries@tsamuel.co.uk or by post to: Privacy Officer, Tammy Samuel Estate Agents, 22, Oxford Street, Mountain Ash. CF45 3PL


It is important that you read this Privacy Notice, together with any T Samuel Estate Agents terms and conditions

that we may provide on specific occasions when we are collecting or processing personal information about you, so that you are aware of how and why we are using such personal information. This Privacy Notice supplements the other notices and is not intended to override them.


It is important that the personal information we hold about you is accurate and current. Please keep us informed

if your personal information changes during your relationship with us.


Who are we?

T Samuel Estate Agents are an Estate & Letting Agency. T Samuel Estate Agents is a trading name of 

STS Estate Agents Limited Co ……………….


In what capacity will T Samuel Estate Agents hold personal information about you?

During the course of providing its services, T Samuel Estate Agents, on behalf of their clients compile and hold certain personal information about living individuals for the purposes of undertaking legal work on their behalf. This may include personal information

about the client and others with whom we communicate and other third parties.

In providing these services, we will act as both a Data Processor and, in some instances, as a Data Controller in respect of your personal information.


How is your personal information collected?

We use different methods to collect personal information from and about you.

· Directly from you:

Typically, the personal information that we collect about you will be the personal information that you provide us. In some instances,

however, it could be provided in other electronic formats, on application forms, or in other communications which may be in writing, by telephone, via the internet or by any other means.

· From third parties:

We will also gather personal information from other sources, including from Lenders, Land Registry and other law firms and

Solicitors, Mortgage Brokers estate agents, Plumbers, Electricians, Approved Contractors, EPC Providers, RIC Surveyors, Valuers, Rent Smart Wales, Rent Deposit Schemes, NALS, Estate Agents Ombudsman, and search providers and regulatory bodies or any other party who it is necessary to instruct in connection with the dealing of the property.


What personal information will T Samuel Estate Agents hold about you?

Personal information means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data). We may collect, use, store and transfer different kinds of personal information about you, as follows:

· full name and title

· contact information including email addresses and postal addresses, telephone numbersand fax numbers

· estateagent information passed to us

· details of any potential conflicts of interest

· date of birth

· identification or supporting documents (such as passport, driving license, birth certificate, utility bill, bank statements etc.)

· gender

· national insurance number

· bank details

· customer data (which in addition to the above may include mortgage account information and other data in respect of a conveyancing transaction)

· any information you have provided us for your file in question


We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and


genetic and biometric data).


How will T Samuel Estate Agents use personal information held about you?

We will only use your personal information when the law allows us to.

We will use your personal data where we need to: 

(a) in order to meet our contractual obligations under our agreement

with you; 

(b) where it is necessary for our legitimate interests (or those of a

third party and your interests and fundamental rights do not override those

interests; or 

(c) where we need to comply with a legal or regulatory

obligation.


















Lawful basis for processing




(a) Performance of a contract with

you


(b) Necessary to comply with a

legal obligation


(c) Necessary for our legitimate interests (to keep Undertaking checks with

third parties


(d) Assessing lending and insurance risks


(e) Contacting any third parties mentioned by you on your application

form/provision of information to obtain further information, references or

clarification on the data provided

Prevention and detection of crime (and the prosecution of criminal activities)

(f) Progressing conveyancing transactions.  Sending promotional e-mails which we think you may find interesting (only with your


express consent)


(g) Developing or progressing development with mortgage, conveyancing, law firm

and Lender processing systems


(h) Compliance with applicable laws and regulations


(I) Processing payment for the purchase of products and/or services


(j) Undertaking anti-money laundering, identity and credit checks


(j) Providing this information to agents or subcontractors so that they can assist us

















Change of purpose

We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.

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


Disclosure of your personal information

We may share the personal information that it has about you with lenders other solicitor involved in a conveyancing transaction and with any organisation that we may appoint to carry out the services in the future (collectively, the “Relevant Parties”).

·affiliates of the Relevant Parties;

·group companies of the Relevant Parties;

·successors in title to the business of the Relevant Parties;

·government bodies, law enforcement agencies, regulatory bodies, legal societies, trade associations and in response to other legal or regulatory requests from similar

third parties;

·legal advisers, auditors, contractors or other advisers auditing, assisting with or advising on any of the business purposes of the 


Relevant Parties.

If you give us personal information regarding another person, you are confirming they have given you permission to provide their personal information to us to be able to process their personal information and also that you have advised them that their personal information will be passed to T Samuel Estate Agents


Will your personal information be transferred to other countries?

No


What happens if you choose not to provide us with personal information or are unable to provide us with personal information?

If you fail to provide certain personal information when requested, we may not be able to perform the agreement we have entered into with you, or we may be prevented from complying with our legal obligations.


It is a requirement of many Lenders that the personal information is provided to allow them to consider and permit your membership to their panel of conveyancers. Therefore, if you are unable or not willing to provide the required personal information, the law firm may be removed from the panel of conveyancers of a Lender(s), or the law firm’s application for membership to a Lender’s panel may not proceed.

If you are unable or not willing to provide personal information this may also impact our ability to progress

conveyancing transactions via the Website.


What are your rights relating to the use of your personal information?

Under the GDPR, you have certain rights in respect of the processing of your personal information, which may vary dependent on the legal basis for collection of your personal information and the uses made of this personal information.

For all uses made of your personal information you have the right to be informed about how we use your personal information, and this notice discharges that obligation. However, further rights may apply in different circumstances, as set out below:

· Right of access- you have a right to access a copy of the personal information that is held about you (subject to Data Protection Laws).

· Right of rectification- you have a right to correct personal information that is held about you if it is inaccurate or incomplete.

· Right to be forgotten- in certain circumstances you can ask for the personal information held about you to be erased (please note our retention period set out below).

· Right to restrict processing- where certain conditions apply you have a right to restrict processing (please note this may impact our ability to provide our services to you or your law firm).

· Right to data portability- you have the right to have the personal information held about you to be transferred to another organisation, where applicable T Samuel Estate Agents will provide copies of personal information in a structured commonly used, and machine-readable form.

· Right to object- you have the right to object to certain types of processing, such as marketing (please note that we will only ever use your contact information for marketing purposes where you have provided express consent).

· Right to withdraw consent- In the limited circumstances where you may have provided your

consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please email enquiries@tsamuel.co.uk, or by post to: Privacy Officer, Tammy Samuel, T Samuel Estate Agents.

In the event you wish to exercise any of these rights, please make your request in writing to T Samuel, Privacy Officer.


How long will T Samuel Estate Agents retain your personal information for?

We will only retain your personal information for the duration of our agreement with you and for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

We will keep the personal information for the duration of a minimum of six years before destroying the files, following the ending of our contract with you.

By entering into a contract with us to undertake services on your behalf, you are providing your express permission to retain the information for this period of time.

To determine the appropriate retention period for personal information, we consider the amount, nature, and sensitivity of the personal information, the potential risk of harm from unauthorised use or disclosure of your personal information, the purposes for which we process your personal information and whether we can achieve those purposes through other means, and the applicable legal requirements. In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such personal information without further notice to you.


Security

We have put in place measures to protect the security of your personal information from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. However, the internet is not a secure medium, but we are committed to ensuring that your personal information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the personal information we collect online. We will use our best efforts to ensure that no unauthorised parties have access to any of your personal information and we restrict access to non-public information about you to those individuals and entities that need to know the personal information to be able to provide products and services to you.


How we use cookies

Cookies are not used on our Website. Links to other websites, the Website may contain links to enable you to visit other websites of interest more easily. However, once you have used these links to leave our Website, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and this Privacy Notice does not govern such sites.


Further information

In the event you have any questions about this Privacy Notice or wish to make a complaint about how your personal information is being processed by T Samuel Estate Agents you have the right to complain to the Privacy Officer, by email to enquiries@tsamuel.co.uk, or by post to: Privacy Officer, Mrs Tammy Samuel, T Samuel Estate Agents.

You have the right to make a complaint at any time to the relevant supervisory authority. The UK supervisory authority for data protection issues is the Information Commissioner’s Office (ICO).


Legal statement about this Privacy Statement

This Privacy Notice is not designed to form a legally binding contract. It is a guide to the use of the Website and our services.

Use of the Website and using our firm for professional services and help and assistance by you constitutes acceptance

by you of the Privacy Notice. If you do not wish to accept the Privacy Notice, you should not continue to use the Website or our services.

All calls made to and by us may be monitored or recorded.




This Privacy Notice was last updated on 17th May 2018.


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WEBSITE PRIVACY POLICY

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