Privacy Notice
1. Who is responsible for managing my information?
Henry Rose Lettings and Sales websites and systems are owned and maintained by:
Henry Rose Lettings Ltd, Epsilon House, Ipswich, Suffolk IP3 9FJ
This is our Privacy Notice, and it explains how we collect, use, share and protect your personal data.
We are responsible for the collection and proper management of any personal information you submit. We will keep your personal details secure and use the information you provide consistently with applicable privacy and data protection laws and the terms of this Privacy Notice.
2. What information do we collect?
If you inquire about a property we are advertising or ask about using our services to sell or let a property for you, we will collect details that you provide relating (to) that enquiry. Information held is likely to include your name, contact details, date of birth and any other reasonable information we may need to enable us to deal effectively with a property transaction
We also collect website usage information and do this using “cookies”. For further information about cookies and how we use them, please see our Cookie Policy.
3. How do we use your information?
The information you provide may be used in a number of ways, for example:
- to enable us to book your viewing and assist you with your property search
- to enable us to act for you in a sale or rental of a property and provide an ongoing property management service to you when required
- for statistical purposes when we evaluate our range of services;
- to personalise repeat visits to our websites;
- to tell you about other products and services we think may be of interest to you (see below);
- to manage customer service queries; and
- to help us to provide details or information you may have requested.
4. On what legal basis will we process your information?
We will always process your personal information on lawful grounds and in particular on the grounds set out below:-
Performance of a Contract
If you instruct us to sell or let a property for you, we will use the details that you give to provide that service to you. This information is likely to include your name, date of birth, contact details, information about the property and any additional information we may need to help meet your specific requirements.
If you rent a property from one of our landlord clients, we will use the information you provide such as your name, contact details, and information that we require completing referencing of your application.
If you do not provide us with the information above, then we may not be able to process your application to rent a property through us.
Legitimate Interest
We may use your name and email contact details you have given us to tell you about our products and services which we think may be of interest to you. You can ask us to stop doing so at any time.
We may use some of your personal information for statistical purposes when we evaluate our range of services.
We may share your email address with Google and/or Facebook or other web-based advertising platforms (“Platforms”), who act as data processors for them to use on our behalf in connection with the creation of marketing and promotion for us. This may include the Platforms using socio-demographic information about you to identify other people like you, with similar interests to present our marketing to. This socio-demographic information is not used for any other purpose nor shared with any other party. No information about other individuals identified from these Platforms is shared with us at any time.
The Platforms may also use your personal data to serve targeted advertising/content to you via their Platform. You can control what advertisements you receive via the privacy settings on the relevant platform
We may also share your contact details with our third party review administrator(s) who may contact you to ask for your comments on the accommodation and/or services that have been provided.
The above are done on the basis that they are in the legitimate interest of our company.
Consent
We may ask your consent to use your name, SMS, phone number(s) and postal address to tell you about our products and services which we think may be of interest to you.
We may also ask your consent to share your name and contact details with selected third parties companies so that they can tell you about their products and services.
If you agree, we may also pass on your information, in certain cases, for the purposes of conducting a credit check.
You can withdraw your consent at any time.
Legal Obligation
We may also disclose your personal data without your permission to the extent that we are required to do so by law or regulation.
5. Who will you share my information with?
We may share your information with:
- other members of our firm and their service providers (see also section 6 below);
- our property owning clients (if you’re either buying or renting from us);
- individuals who may be renting or buying a property from you;
- credit/debit card companies;
- our preferred insurance provider(s) (if you purchase the landlord or tenant insurance we may offer); and
- other third parties who we may need to work with to deliver services, for example, local tradesman, surveyors, mortgage companies, referencing firms and other suppliers to us
- Platforms as set out in 4 above;
- Other third parties with your consent as set out in 3 above.
We may also disclose your personal data without your permission in connection with any legal proceedings or prospective legal proceedings, and to establish, exercise or defend our legal rights
6. How do you manage my information?
We may from time to time appoint other members of our Group of companies, or third party service providers, to help us manage efficient systems within the business. Some of these systems may for operational reasons be located in countries overseas including the USA.
We will only transfer your information to service providers who help manage our systems, or overseas, where we are satisfied that this is lawful and that adequate levels of protection are in place to protect the integrity and security of any information being processed and compliance with applicable privacy laws.
If we transfer your personal data to the USA, then we will always use a lawful method to do so which may be either the “Privacy Shield” Programme or an agreement in a form approved by the European Commission.
7. Updating Your Details?
If you would like to change any of your preferences relating to the way in which we may use your information for direct marketing, then please update your user preferences or email ipswich@henry-rose.co.uk or contact us at Henry Rose Lettings Ltd, Epsilon House, Ipswich, Suffolk IP3 9FJ
Alternatively, you can call us on 01473 871110.
8. How long will we hold your information for?
We have a system of retention periods in place to ensure that your information is only stored whilst it is required for the relevant purposes or to meet legal requirements. Where your information is no longer required, we will ensure it is disposed of or deleted securely.
9. Your rights
You have the right to ask us at any time:-
- to confirm whether we hold any of your personal data;
- to send you a copy of any personal data that we hold about you;
- to correct any inaccuracies in your personal data and to add relevant details where the personal data we hold is incomplete;
- to delete (to the extent possible) any of your personal data, where we are required by law to do so;
- to stop processing your personal data, where we are required by law to do so;
- to let you have a portable copy of the personal data we hold about you, where we are required by law to do so;
- to stop processing any of your personal data that we process based on our legitimate interests; and
- to stop sending you marketing material. However, please note that we may continue to send you service related (i.e. non-marketing) communications, such as email updates
Where we have reached a decision that affects you by processing your personal data automatically then you have the right to speak to someone to discuss that decision.
Where we process your personal data on the basis that you have given us your consent to do so then you may contact us at any time to withdraw your consent
If you wish to exercise any of these rights, or wish to object to our use of your personal information, please write to us at the address given below.
Data Protection Co-ordinator, Henry Rose Lettings Ltd, Epsilon House, Ipswich, Suffolk, IP3 9FJ
Or by email to: ipswich@henry-rose.co.uk
10. Does the notice apply to linked websites?
Our websites may contain links to other websites. This privacy notice only applies to this website so when you link to other websites you should read their privacy policies.
11. When do you monitor telephone calls?
We may from time to time record telephone calls you have with our staff for training purposes and to improve the quality of our service.
12. How do we update this privacy notice?
We keep our privacy notice under regular review, and we will place any updates on our webpage.
13. Who can I contact if I have queries about this privacy notice?
You can also contact us directly if you have any questions about our privacy notice or information we hold about you.
Please write to us at the address given below.
Data Protection Co-ordinator, Henry Rose Lettings Ltd, Epsilon House, Ipswich, Suffolk, IP3 9FJ
Or by email to: ipswich@henry-rose.co.uk
Or call on: 01473 871110
If you are dissatisfied with our, handling of any complaint you also have the right to raise concerns at any time with The UK Information Commissioner: https://ico.org.uk
Kind regards,
James Cornish
Director
01473 871110
Epsilon House, Ipswich, Suffolk, IP3 9FJ
