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This is the privacy notice for Shaw & Co. Estate Agents Limited (Reg No.07787435)

Shaw & Co, respects your privacy and is committed to protecting your personal data. This privacy notice will inform you how we manage or hold your personal data in the following circumstances:

  • When you visit our website.

  • When you provide it to us directly.

  • When provided indirectly via a third party such as a partner company (a referencing company).

This policy is set out as follows:

  • Important Information and who we are

  • The Data we collect about you

  • How your personal data is collected

  • How we use your personal data

  • Disclosures of your personal data

  • International Transfers

  • Data Security

  • Data Retention

  • Your Legal Rights

  • Glossary

1. IMPORTANT INFORMATION AND WHO WE ARE

WHO WE ARE

Shaw & Co. Estate Agents Limited, (“we”, “us” or “our” in the privacy notice) is a company which is incorporated in England & Wales with the company reg. number 07787435 and is registered under the Data Protection Act.

Shaw & Co undertakes a diverse range of activities, a number of which are regulated by statute.

Where you have provided your personal information to us directly we will be the Data Controller, and where we have received your personal information via a third party we will perform the role of a data processor on behalf of the data controller.

We have appointed a Data Protection Officer (DPO) who is responsible for overseeing questions in relation to this privacy notice. If you have any questions about this privacy notice, including any requests to exercise your rights under the Data Protection Act please contact the DPO using the details set below.

CONTACT DETAILS

The Data Protection Officer

Shaw & Co. Estate Agents Limited  

10 Central Parade

Hounslow, London

TW5 0LH

Email address: heston@shawandcoestates.com

You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

 

CHANGES TO THE PRIVACY NOTICE AND YOUR DUTY TO INFORM US OF CHANGES

This privacy notice was last updated on the 22nd May 2018

The data protection law in the UK will change on the 25th May 2018. This privacy notice sets out your rights under the new laws, however is subject to change on or after the 25th May 2018.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.

THIRD-PARTY LINKS

Our website may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.

2. THE DATA WE COLLECT ABOUT YOU

Personal data, or 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 data about you which we have grouped together follows:

  • Identity Data includes first name, maiden name, last name, employment status, marital status, title, date of birth and gender.

  • Contact Data includes home address (previous, current and forwarding), email address and telephone numbers.

  • Property Data includes type, number of rooms, locks, energy usage, easements, keys, utility meter information, services records, insurance documents and mortgage documents.

  • Financial Data includes bank account details.

  • Transaction Data includes card payment details & details about payments to and from you. Other details of products and services you may have purchased from us.

  • Technical Data includes internet protocol (IP) address, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.

  • Usage Data includes information about how you use our website, products and services.

  • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

Unless we have a legitimate interest, 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). Nor do we collect any information about criminal convictions and offences.

IF YOU FAIL TO PROVIDE PERSONAL DATA

Where we need to collect personal data by law, or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with goods or services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.

 

3. HOW IS YOUR PERSONAL DATA COLLECTED?

We use different methods to collect data from and about you including:

  • Direct interactions. You may give us your Identity, Contact, addresses, employment information, accommodation information, bank details (for deposit return purposes) by filling in online forms, telephone or handwritten application forms. This includes personal data you provide when you:

  • Register your details onto our applicant data base seeking properties to purchase, rent, let or sell.

  • request marketing to be sent to you;

  • supply us with feedback/reviews.

  • Automated technologies or interactions. As you interact with our website, we may automatically collect Technical Data about your equipment, browsing actions and patterns. We collect this personal data by using cookies, server logs and other similar technologies. We may also receive Technical Data about you if you visit other websites employing our cookies. Please see our cookie policy for further details.

  • Third parties or publicly available sources. We may receive personal data about you from various third parties and public sources as set out below:

  • Technical Data from the following parties:

  • Analytics & tracking providers some such as Google based outside the EU;

    • Google Tag Manager

    • Google Analytics

  • Advertising networks based inside & outside the EU;

  • Google Adwords

  • Bing Ads

  • Google Display Network

  • PPC Protect

  • Facebook ads

  • Instagram

  • Twitter

  • Linkedin

 

4. HOW WE USE YOUR PERSONAL DATA

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

  • Where we need to perform the contract, we are about to enter into or have entered into with you.

  • Where data is held for our/your legitimate interests (or those of a third party), fundamental rights do not override those interests.

  • Where we need to comply with a legal or regulatory obligation.

We only rely on consent as a legal basis for processing your personal data in relation to marketing communications to you via phone, email or text message. You have the right to withdraw consent to marketing at any time by contacting us.

PURPOSES FOR WHICH WE WILL USE YOUR PERSONAL DATA

We have set out below, some of the ways we plan to use your personal data, and which of the legal bases we rely on to do so. We have also identified what our legitimate interests are where appropriate.

 

Note that we may process your personal data for more than one lawful ground depending on the specific purpose for which we are using your data. Please contact us if you need details about the specific legal ground we are relying on to process your personal data where more than one ground has been set out in the table below.

Purpose/Activity

Type of data

Lawful basis for processing including basis of legitimate interest

To register you as a new customer

(a) Identity

(b) Contact

Performance of a contract with you

Property Updates

(a) Identity

(b) Contact

Legitimate interest of the applicant

To submit your personal information to our Referencing Provider (TenantsReferencing.co.uk)

 

 

(a) Identity

(b) Contact

(c) Product preferences

Performance of a contract with you

Submit your personal information to our Financial Services Provider (Deepak Jangra, Diverse Mortgage & Protection Limited).

 

(a)Identity

(b)Contact

(c) Product preferences

(a) Necessary for our legitimate interest to conduct a financial qualification check.

To process your order including:

Managing payment methods, and take deposits

(a) Identity

(b) Contact

(c) Financial

(d) Transaction

(e) Marketing and Communications

(a) Performance of a contract with you

To provide your contact details onto a third-party contractor to arrange & conduct maintenance works at your residence

(a) Identity

(b) Contact

(e) Marketing and Communications

(a)Performance of a contract

To manage our relationship with you which will include:

(a) Notifying you about changes to our terms or privacy policy

(b) Asking you to leave a review or take a survey

(a) Identity

(b) Contact

(c) Profile

(d) Marketing and Communications

(a) Performance of a contract with you

(b) Necessary to comply with a legal obligation

(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services)

To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data)

(a) Identity

(b) Contact

(c) Technical

(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)

(b) Necessary to comply with a legal obligation

To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you

(a) Identity

(b) Contact

(c) Profile

(d) Usage

(e) Marketing and Communications

(f) Technical

Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business and to inform our marketing strategy)

To use data analytics to improve our website, products/services, marketing, customer relationships and experiences

(a) Technical

(b) Usage

Necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

To make suggestions and recommendations to you about goods or services that may be of interest to you

(a) Identity

(b) Contact

(c) Technical

(d) Usage

(e) Profile

Necessary for our legitimate interests (to develop our products/services and grow our business)


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