Privacy Policy
We take your privacy seriously and are committed to providing you with a clear understanding of how and why we use your data, who has access to it and what your rights are. This privacy notice was last updated on 28th November 2024. We may update this policy from time to time and will post any changes on this page. Our website address is: https://www.churchfield.uk.com
Purpose of this Notice
This Privacy Notice is designed to help you understand what kind of information we collect in connection with our products and services and how we will process and use this information. In the course of providing you with products and services we will collect and process information that is commonly known as personal data.
This Notice describes how we collect, use, share, retain and safeguard personal data. It sets out your individual rights; we explain these later in the Notice but in summary these rights include your right to know what data is held about you, how this data is processed and how you can place restrictions on the use of your data.
Who we are and what we do
Churchfield Sales and Lettings Ltd, registered in England and Wales with Company number 15926790. Our registered address is Forest Links Road, Ferndown, BH22 9PH. We are an Estate Agency Business dealing in Property, Land and Investment Sales and Property Rental. Churchfield Sales and Lettings Ltd is the data controller responsible for your personal information. Churchfield Sales and Lettings Ltd is registered at the UK Information Commissioner’s Office with registration reference ZB766315.
What is personal data?
Personal data is information relating to an identified or identifiable natural person. Examples include an individual’s name, age, address, date of birth, their gender and contact details. Special categories of personal data may contain sensitive information relating to an individual’s health, racial or ethnic origin, political opinions, religious or philosophical beliefs, trade union membership, genetic and biometric data, or data relating to or sexual orientation.
If you visit our website, the cookies that we use on our website only collect anonymous information in order to optimise our services and we never collect personal information.
What types of personal data do we collect?
In order for us to sell and find purchasers for land or property, or let, fully manage and find tenants/visitors for rental/holiday let property, we will collect and process personal data about you. We may need to collect personal data relating to others in order to sell and find purchasers for your land or property, or let and find tenants/visitors for your rental/holiday let property. In most circumstances, you will provide us with this information. Where you disclose the personal data of others, you must ensure you are entitled to do so. As an estate agency, we will process the following categories of data:
Personal Data
Contact details such as name, email address, postal address and telephone number details of you and any other persons who have a legal interest in the property or are jointly renting a property.
Identification information such as your date of birth.
Financial information such as bank details and information obtained as a result of our credit checks. Information relevant to the administration of the sale or rental such as details about your property, including ownership, and business interest in the situation of corporate ownership.
If you object to the collection, sharing and use of your personal data we may be unable to provide you with our products and services.
Please note, in order to comply with AML requirements, we will require you to provide biometric data to our chosen partners for the purpose of identity verification. This data is provided to them, and not to us, and consequently is subject to their respective privacy policies.
For the purposes of meeting the Data Protection Act 2018 territorial scope requirements, the United Kingdom is identified as the named territory where the processing of personal data takes place.
There are two main ways in which we collect your personal data – information you disclose to us in person, via online forms or over the phone, and information sent to us via third parties such as online real estate property portals.
How we collect information from you:
Via enquiry, contact, registration forms, via feedback forms when you use any of our products or services or when you fill out a survey. Via our meetings or telephone calls with you, and when you provide your details to us either online or offline, for example via email or post.
Other ways in which we collect personal data include:
From a third-party partner, credit agency or client bank account provider/administrator who may undertake one or all of a credit search to confirm your identity, gauge affordability and assess risk directly from an individual who is looking to rent a property from us, or acting as a guarantor to such, or for whom we are required to hold client money.
Who do we share data with?
In order to provide you with our services, your personal data may be shared with authorised third parties. This is normal practice within the real estate industry where it is necessary to share information in order to sell and find purchasers for land or property, or let, fully manage and find tenants/visitors for rental/holiday let property. Sharing of your data with third parties may also be necessary where we are required to do so by law, or hold client money, or place tenants, or to manage property, and to administer our business. We may disclose your information to third parties for the purposes described in this Privacy Policy. This might include:
Your relatives or, guardians (on your behalf where you are incapacitated or unable) or other people or organisations associated with you such as your solicitor.
Our business partners such as contractors and managing agents. The police and other third parties or law enforcement agencies where reasonably necessary for the prevention or detection of crime. Our third-party services providers such as IT suppliers, customer review websites, auditors, solicitors, marketing agencies, and tax advisers. Other suppliers, providers of goods and services associated with our agreement, including utility suppliers, local councils, or any relevant entity with a legitimate interest. Financial organisations and advisers. Central Government, The Financial Ombudsman Service and regulatory authorities such as the Financial Conduct Authority and the Information Commissioner’s Office. Debt collection agencies, Credit reference agencies, selected third parties in connection with the sale, transfer or disposal of our business. We do not share data with any organisation outside of the European Economic Area.
Who is responsible for the data?
Where we collect data directly from you, we are considered to be the controller of that data. Where we use third parties to process your data, these parties are known as processors of your personal data. Where there are other parties involved, they may also process your data in which circumstance we will be a joint data controller of your personal data. Where you have completed a request on an online real estate property portal, we act as a data processor in order to provide you with property details. If you subsequently contact us or click through to our website, we will become a joint data controller of your personal data with the online property portal.
What is a Data Controller?
A data ‘controller’ means the individual or organisation which, alone or jointly with others, determines the purposes and means of the processing of personal data.
What is a Data Processor?
A data ‘processor’ means the individual or organisation which processes personal data on behalf of the controller.
How do we use your personal data?
We will use your personal data for the performance of our contract with you, to sell, let or manage the property, tenancy and our business, to respond to any requests from you about services we provide and to process complaints. We will also use your personal data to manage your account, perform statistical analysis on the data we collect, for financial planning and business forecasting purposes and to develop new products and services. In purchasing or using our products and services you should understand that you are forming a contract with us. If you contact us or request details on the services we provide, we consider ourselves as having a legitimate business interest to provide you with further information about our services. When you purchase our products and services we may invite you via email to write a review of the service your received via selected third party review websites such as Google, TrustPilot and Reviews.co.uk. We consider that we have a legitimate business interest to invite you for review as online reviews help us to develop and improve the level of customer service we provide, and to follow up with you should there be cause for complaint. In order to assist the performance of our contract with you this information may also be used to verify the accuracy of information submitted by you in support of business administration.
Will personal data be used for Marketing?
It’s entirely up to you to decide if we can use your information in our marketing activities, and we will always ask for your consent before sending you marketing communications. Where we ask for consent, your rights and what you are consenting to will be clearly communicated to you. Where you provide consent, you can withdraw this at any time by contacting us via the details at the end of this document.
How do I stop receiving your marketing communications?
To stop receiving email, click on the unsubscribe links in the emails we send to you at any time. To stop receiving direct mail, telephone calls or text messages, contact us using the details at the end of this notice and we will update your contact preferences. You do not have to consent to receiving our marketing communications to be a customer, but in taking up a contract with us or renting a property from a landlord with whom we are in contract, note that we will service the agreement by email, SMS and over the telephone where required. To stop seeing our adverts or campaigns on-line, you will need to adjust your cookie browser settings and settings within the social media platforms as adverts of this nature are not based on personal data.
How can I subscribe to your marketing communications?
Contact us using the details at the end of this notice and we will update your contact preferences – it will be great to stay in touch!
How long do we store data for?
The retaining of data is necessary where required for contractual, legal or regulatory purposes or for our legitimate business interests including marketing purposes. We will only keep your personal information for as long as reasonably necessary to fulfil the relevant purposes set out in this Privacy Policy and in order to comply with our legal and regulatory obligations. The time period we retain your personal information for is primarily determined by our regulatory obligations.
What are your rights?
Individuals are provided with legal rights governing the use of their personal data. These grant individuals the right to understand what personal data relating to them is held, for what purpose, how it is collected and used, with whom it is shared, where it is located, to object to its processing, to have the data corrected if inaccurate, to take copies of the data and to place restrictions on its processing. Individuals can also request the deletion of their personal data. These rights are known as Individual Rights under the Data Protection Act 2018. The following list details these rights:
Your right to be informed
You have the right to be informed about the collection and use of your personal data. It is our duty to provide you with information about the processing of your data including our purpose for processing it, the length of time we will store it and who it will be shared with. This is the information detailed within this Privacy Policy.
Your right to data access
You can ask at any time for a copy of the personal information we hold about you. There is no charge to you for obtaining this information from us. Please contact us using the details at the end of this notice to make a subject access request.
Your right to data rectification
We always try to ensure our records are kept up to date and accurate. However sometimes mistakes do occur. If you believe any of the personal information we hold about you is inaccurate or incomplete, please contact us using the details at the end of this notice and we can update this for you.
Your right to data erasure
You have the right to request that we erase your personal data. In most cases we will do this unless there is a regulatory or legal reason that means we are unable to comply with your request.
Your right to restrict data processing
You have the right to stop us processing your personal data if you think the information we hold about you is incorrect, or if you no longer wish us to process your personal data as part of our relationship with you.
Your right to data portability
There are circumstances where you have the right to request that we transfer your personal data to a third party. Should this happen, the nominated third party will then be responsible for maintaining your personal data.
Your right to object to the processing of your data
You have the right to request us to stop processing some or all of your personal data. In most cases we will do this unless there is a regulatory or legal reason that means we are unable to comply with your request. You may also request that we do not use your personal data for any direct marketing purpose.
Your rights in relation to automated decision making and profiling
Individuals can exercise their Individual Rights at any time. As mandated by law we will not charge a fee to process these requests, however if your request is considered to be repetitive, wholly unfounded and/or excessive, we are entitled to charge a reasonable administration fee. In exercising your Individual Rights, you should understand that in some situations we may be unable to fully meet your request, for example if you make a request for us to delete all your personal data, we may be required to retain some data for taxation, prevention of crime and for regulatory and other statutory purposes. You should understand that when exercising your rights, a substantial public or vital interest may take precedence over any request you make. In addition, where these interests apply, we are required by law to grant access to this data for law enforcement, legal and/or health related matters. The flow of data within the real estate sector can be complex and we ask you to keep this in mind when exercising your ‘rights of access’ to your information. Where we may be reliant on other organisations to help satisfy your request this may impact on timescales. If you require further information on your Individual Rights or you wish to exercise your Individual Rights, please contact us via the details at the end of this document.
Third Party Website Links
We may include links to third party websites on our website. These third party sites may have separate and independent privacy notices. We therefore have no responsibility or liability for the content and activities of these linked sites. Nonetheless, we seek to protect the integrity of our site and welcome any feedback about these sites.
Complaints
If you are dissatisfied with any aspect of the way in which we process your personal data please contact the Data Protection Officer detailed at the end of this document. You also have the right to complain to the UK’s data protection supervisory authority, the Information Commissioner’s Office (ICO). The ICO may be contacted via its website which is https://ico.org.uk/concerns/, by live chat or by calling their helpline on 0303 123 1113.
How to contact us
If you have any questions regarding this Notice, the use of your data or your Individual Rights, please contact our Data Protection Officer:
The Data Protection Officer
Churchfield Sales & Lettings Ltd
122 Charminster Road
Charminster
Bournemouth
BH8 8UT
Telephone: 01202 779911
Email: [email protected]