John Martin Estates is and always has been committed to protecting your personal information and respecting your privacy and we have always taken our responsibilities under the Data Protection legislation very seriously.
The General Data Protection Regulations (GDPR) come into effect on 25th May 2018 and whilst these will not change the fact that we only collect information which we need and the care we take in storing your personal data, GDPR will make it easier for you to find out how we use and protect the information and provide you with increased rights in relation to that information.
This policy therefore sets out the basis on which any personal information (data) you provide to us will be used (processed) and stored by us and for how long and how you may request to see that information.
Data we collect from you
We will collect and process information in the following ways:
Information you provide. You may provide initial limited information to us (including your name, telephone number and email address) by completing a form on our own website or on a property portal. Alternatively, you may initiate contact with us at the office by telephone, email or in person. In either case, as well as obtaining your name, telephone number and email address, we will ask for your current residential address for the safety and security of our staff when meeting you for viewings. In the case of lettings, we will also request initial information regarding the country of issue of your passport and any right to remain you may have due to the need for us, on behalf of our landlord client, to satisfy ourselves that you meet certain Right to Remain rules.
How we use your data
We use information we hold about you in the following ways:
Information you provide. We use this information:
to provide information to you about suitable properties which may come to the market with us and which meet the requirements which you have told us about, especially your budget;
to allow us to put forward any offer(s) made by you to our vendor and landlord clients in respect of any properties you have viewed;
to allow us to provide any forms for completion in order for referencing to be undertaken regarding any lettings transaction;
to allow us to assist in progressing the transaction to a successful conclusion
to notify you about any relevant changes to our service;
Information we collect. We use this information:
to administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes;
to improve our website to ensure that content is presented in the most effective manner for you and for your computer;
to allow you to participate in any interactive features of our service which there may be when you choose to do so;
as part of our efforts to keep our website safe and secure;
to measure or understand the effectiveness of advertising we serve to you and others and to deliver relevant advertising to you;
Storing and sharing your data
Your information is recorded on our database (which is not linked to the internet) which has two stages of security and can be accessed only by the partners and members of staff of John Martin Estates.
We share the following information in the specific circumstances stated:
- your name with the solicitors acting for our vendor client (as well as your own solicitors) in a Memorandum of Sale;
- your name and residential address with our landlord client in a Tenancy Agreement;
- your name in a booking form provided to an inventory clerk (where we arrange this on behalf of our landlord client);
- your telephone number and email address with our landlord client for the purposes of deposit protection (where we are not dealing with this on behalf of our landlord client);
- your name, address of the property you are renting, telephone number and email address (as well as an alternative end of tenancy address) with MyDeposits deposit scheme in order to comply with the legal obligation to protect the tenancy deposit on behalf of our landlord client;
You may make a request to see the information we hold about you which is known as a subject access request. This is free of charge and may take up to 30 days to provide in written form.
You also have the right at any time to raise any concerns with the Information Commissioner’s Office at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF