Version: 2.0

Dated: 29th November 2024 

Key Definitions

What is personal data?
Personal data relates to any information about a natural person that makes you identifiable which may include (but is not limited to): Names and contact information i.e. emails and telephone numbers, address, National Insurance numbers, payroll and accounting data.

What is sensitive personal data?
Sensitive personal data refers to the above but includes genetic data and biometric data.

What is a Data Controller?
For General Data Protection Regulation purposes, the “data controller” means the person or organisation who decides the purposes for which and the way in which any personal data is processed.

The data controller is Bramptons Estate Agents Limited, 18 George Street, Newcastle-under-Lyme, Staffordshire, ST5 1DJ.

What is a Data Processor?
A “data processor” is a person or organisation which processes personal data for the controller.

What is Data Processing?
Data processing is any operation or set of operations performed upon personal data, or sets of it, be it by automated systems or not. Examples of data processing explicitly listed in the text of the GDPR are: collection, recording, organising, structuring, storing, adapting, altering, retrieving, consulting, using, disclosing by transmission, disseminating or making available, aligning or combining, restricting, erasure or destruction.

What information do we collect about you and how?
Bramptons Estate Agents Limited, as a Data Controller, is bound by the requirements of the General Data Protection Regulations (GDPR).

You agree that we are entitled to obtain, use and process the information you provide to us to enable us to discharge the services, as defined in our Letter of Engagement. Your information is processed by us on a contractual basis.

Information held would include:

• Your name, email address, telephone number and property address when you register with Bramptons Estate Agents Limited to arrange a viewing, register for property alerts, request a valuation or lettings consultation, book a mortgage appointment or submit an enquiry;
• Cookie data which relates to your use of Our Site;
• Data sent from your browser to our server which may include:
  • The time, date and duration of your visit to Our Site;
  • The site from which you have come (the referral URL); the pages visited on Our Site; and your IP address.

We may also collect information from you in connection with a service or product provided to you by us, including personal information such as:

• Your name, postal address, phone number, email address and details of your requirements where you engage us to provide estate agency services on your behalf either in branch, at your property, by telephone or by email;
• Where appropriate your marital status, date of birth, nationality and tax status when you enter into a residential sales or lettings agreement with us;
• Financial or other identifiers including your bank account details, tax URN number and income/expenditure details where we manage a financial transaction for you, set up a standing order, or take payment for the services which we provide to you;
• Your date of birth, nationality and other details from identity documents which you provide to us where we are required by law to carry out know your client anti-money laundering checks and right to rent checks and the results of those checks;
• Details of your mortgage arrangements, confirmation of how long you have owned the property and details of the source of monies invested in the property when you register to sell;
• Proof that you have sufficient funds to pay any deposit required when you wish to make an offer to buy a property;
• Evidence of the source of funds you will be using to buy a property, including for example, a copy of your bank statement or an agreement in principle from your mortgage provider;
• Evidence that you have the right to let a property where you are a landlord and instruct us to assist you with letting a property in Scotland;
  Details of any mortgage or insurance, licensing documentation and service contracts which you have in place in relation to a property you wish to let where you are a landlord and we are providing you with letting services;
• Your marital status, employment details, national insurance number, nationality, residential status, bank details and credit history when carrying out referencing and credit checks and the results of those checks;
• Details relating to your property including photographs, floor plans, energy performance certificate ratings/ home reports, property description and survey results when you engage us to market a property for you;
• Photographs of your property when we market your property for sale or to let, prepare an inspection report on the condition of your property, or when we prepare an inventory to record the condition of your property at the start or end of a tenancy;
• Your contact details, move in and move out date, utility meter serial number and meter readings where you are a landlord or tenant, prior to a tenant moving in to a property and when the tenant moves out;
• Your move in and move out date and details of the deposit you have paid where you are a tenant when registering or releasing any deposit from a deposit protection scheme;
• Your client reference number and the balance of any debt which you owe if we are required to take steps to collect a debt or take possession of a property;
  references relating to you, or information required to prepare a reference for you where you are a tenant; and
• Your title, names, contact details, preferences for delivery methods, sex, civil/marital status, date of birth, nationality, occupation, employment and remuneration information (including salary/bonus schemes/overtime/sick pay/ other benefits) and employment history, bank account details, tax information, loans and credit commitments, personal credit history, sources of income and expenditure, family circumstances and details of dependents, confirmation of whether or not you smoke, any pre-existing mortgage and/ or insurance products and the terms and conditions relating to these, credit reference checks and details of the type of mortgage, insurance and/or protection you require where you are receiving mortgage, insurance and/or protection advice from us.

How will we use the information about you and why?
Your information will be used by us and Our Estate Agents in connection with the following purposes:

Providing You with Services:
To provide you with the estate agency services which you have asked us to provide, including but not limited to:

• Helping you to sell your property, or to find a property to purchase;
• Valuing your property; and letting services;
  to provide advice on financial services related to your property transaction, including mortgage, insurance and, protection products;
• To protect a tenant’s deposit by registering it with a deposit protection scheme;
• To take payment from you for the services which we provide;
• To arrange and carry out viewings;
• To process the receipt and payment of rent, maintenance and tax for you if a property is being let;
• To arrange an energy performance certificate or home report inspection for you;
• To arrange an inventory check or to prepare a report on the condition of a property if it is being let;
• To ensure that utilities are in place and that utility companies and local authorities are able to contact you for billing purposes when you move in to a property;
• To carry out tenant referencing and credit checks to assess if you are creditworthy before you move in to a property. To carry out such checks, your personal information may be shared with credit referencing companies, please refer to the Disclosure of Information section below for further details;
• To better understand your requirements and provide you with services specific to your needs;
• To improve the services we and Our Estate Agents offer by analysing your personal information so we better understand how you use our services;
• To keep client records up to date;

At Bramptons Estate Agents Limited we take your privacy seriously and will only use your personal information to provide the services you have requested from us. We will only use this information, subject to your instructions, data protection law and our duty of confidentiality.

We may receive personal data from you for the purposes of our money laundering checks, such as a copy of your passport. This data will only be processed for the purposes of preventing money laundering and terrorist financing, or as otherwise permitted by law or with your express consent.

Our work for you may require us to pass your information to our third-party service providers and other associated organisations for the purposes of completing tasks and providing the services to you on our behalf. However, when we use third party service providers, we disclose only the personal information that is necessary to deliver the services and we have contracts in place that requires them to keep your information secure and not to use it for their own direct marketing purposes.

We will not share your information for marketing purposes with companies so that they may offer you their products and services.

Security precautions in place about data collected
When you give us personal information, we take steps to make sure that it’s treated securely. Non-sensitive details are sent normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.

Profiling
We may analyse your personal information to create a profile of your interests and preferences. We may also use your personal information to detect and cut fraud and credit risk.

How long will we hold your data for?
Marketing: We do not use your data for marketing activities unless you have given us your written consent to do so.
Contracted Services: We will hold your data for 7 years in line with our regulatory requirements.
Access to your information, correction, portability and deletion

What is a Subject Access Request?
This is your right to request a copy of the information that we hold about you. If you would like a copy of some or all your personal information, please email or write to us at the following address: Bramptons Estate Agents Limited, 18 George Street, Newcastle-under-Lyme, Staffordshire, ST5 1DJ. We will respond to your request within one month of receipt of the request.

We want to make sure your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate by emailing mail@bramptons.net or in writing to the above address.

Objections to processing of personal data
It is your right to lodge an objection to the processing of your personal data if you feel the “ground relating to your particular situation” apply. The only reasons we will be able to deny your request is if we can show compelling legitimate grounds for the processing, which override your interest, rights and freedoms, or the processing is for the establishment, exercise or defence of a legal claims.

Data Portability
It is also your right to receive the personal data which you have given to us, in a structured, commonly used and machine-readable format and have the right to transmit that data to another controller without delay from the current controller if:

The processing is based on consent or on a contract and the processing is carried out by automated means Your Right to be Forgotten

Should you wish for us to completely delete all information that we hold about you:
Email: mail@bramptons.net, or
In writing to: Ms L Williams, Bramptons Estate Agents Limited, 18 George Street, Newcastle-under-Lyme, Staffordshire, ST5 1DJ.

Complaints
If you feel that your personal data has been processed in a way that does not meet the GDPR, you have a specific right to lodge a complaint with the relevant supervisory authority. The supervisory authority will then tell you of the progress and outcome of your complaint. The supervisory authority in the UK is the Information Commissioner’s Office (ICO).

Changes to our Privacy Policy
We keep our privacy policy under regular review and we will place any updates on this web page. This privacy policy was last updated on 29th November 2024.

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

Email: mail@bramptons.net
In Writing to: Ms L Williams, Bramptons Estate Agents Limited, 18 George Street, Newcastle-under-Lyme, Staffordshire, ST5 1DJ.