Privacy Policy


Privacy Policy

At Whitlocks Estate Agents, we’re committed to respecting and protecting your privacy.

This Privacy Policy explains when and why we collect personal information about our website visitors, customers and people who contact or interact with us, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

If you do not want us to process your personal information as described in this Privacy Policy, please do not provide information to Whitlocks Estate Agents or use our website www.whitlocksestateagents.co.uk

For questions relating to this Privacy Policy, please contact us at sales@whitlocksestateagents.co.uk or Whitlocks Estate Agents, 229 Pagham Road, Nyetimber, Bognor Regis, West Sussex PO21 3QD.

 

About Whitlocks Estate Agents

Whitlocks Estate Agents is a trading name of Whitlocks Estate Agents Limited whose registered number is 4521519 and registered office is 9 Donnington Park, Chichester, West Sussex PO20 7AJ.

 

How do we collect personal information about you?

We obtain personal information about you that you provide to us through our website, emails, phone conversations, documents you provide to us or when you visit one of our branches, for example when you:

●        Enquire about specific properties for sale or for rent

●        Ask us to value your property

●        Register for our email newsletters

●        Participate in one of our surveys

●        Interact with us on our social media sites

We also obtain personal information relating to you using automated technical means when you visit our website.

 

What type of personal information is collected?

The information we collect from you might include (but is not limited to) your name, address, email address, phone number, date of birth and financial details and any other information you choose to provide to us.

The information we collect through our website using automated technical means includes: the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, identification number, online identifier and location data. We also collect information about your website visit including which website pages are accessed, page response times and length of visits to pages.

 

How long do we retain your personal information?

We review our retention periods for personal data on a regular basis. We are legally required to hold some types of information for certain prescribed periods to fulfil our statutory obligations. Outside of specific statutory obligations, we will hold your personal data on our systems for as long as is necessary for the relevant purposes for which we use it, or in accordance with any retention periods set out in any relevant contract you hold with us.

We will retain personal information for a minimum period of 7 years following last contact with you, and for a maximum period of 10 years following last contact with you. However, Whitlocks Estate Agents reserves the right to keep information for longer if we feel that this is in the legitimate interests of Whitlocks Estate Agents.

 

How do we use your personal information?

We may use the information that you directly provide to us in the following ways:

●        We may use your name, address and contact details for the purpose of carrying out our obligations arising from any contracts entered into by you and Whitlocks Estate Agents, such as providing you with products and services you have requested, visiting and arranging viewings of your property. Our legal basis for this use is that it is necessary for the performance of a contract to which you are party.

●        We may use your name, email address and postal address to provide you with information, you have requested from us, respond to enquiries or requests from you, communicate with you in relation to those enquiries or requests and arranging visits to your property by our staff.  Our legal basis for this use is our legitimate interests, namely carrying out activities in the course of Whitlocks Estate Agents business in response to customer enquiries or requests.

●        We may use your name, email address and postal address to provide you with information regarding similar goods and services to those you have already enquired about or purchased.  Our legal basis for this use is our legitimate interests, namely the ongoing marketing of our goods and services to individuals with whom we have an existing relationship in connection with our goods and services and/or who have expressed an interest in those goods and services.

●        Where you have entered into a contract with us or we have provided you with services, we may use your name, email address, postal address or phone number to ask for your feedback about the services we have provided to you.  Our legal basis for this use is our legitimate interests, namely evaluating and where necessary improving the quality of our service provision with a view to promoting the success of our business and positive customer relationships.

●        Where you are a party to an existing contract with us or regularly enter into contracts with us for our goods and services, we may use your name, email address, postal address or phone number to notify you of changes to the terms and conditions of our services.  Our legal basis for this use is our legitimate interests, namely the administration and management of our business contracts and relationships.

●        We may use your name, email address and postal address to send you marketing communications, if you have chosen to receive these. These may include information about properties for rent or for sale, the current property market, promotions or offers. Our legal basis for this use is consent.

●        We may use the following but not limited to your photo I.D, proof of address such as driving licence, passport and utility bill, proof of funds such as a mortgage offer / decision in principle, bank statement or investments funds statement etc to verify your identity where you are either a buyer, tenant, seller or landlord. Our legal basis for this use is compliance with a legal obligation to which we are subject.

●        We may use your personal information to include your name, email address and postal address to verify your identity where by you are looking to (but not limited to) sell, purchase or let a property with Whitlocks Estate Agents or on behalf of the legal owner. Our legal basis for this use is compliance with a legal obligation to which we are subject our legitimate interests, namely ensuring the security of our systems, network and information and those of third parties.

We may use the information that we automatically collect using technical means through our website to:

●        Administer our site and for troubleshooting, testing, research and statistical purposes. We use Google Analytics, a third party website monitoring tool. For more information, see our Cookie Policy. Our legal basis for this is our legitimate interests, namely monitoring the use of our software and IT systems, improving our website.

●        Measure or understand the effectiveness of our own advertising activity. Our legal basis for this use is our legitimate interests, namely improving the relevancy of our advertising.

●        Measure or understand the effectiveness of our marketing emails.

 

This automated collection of information may involve the use of cookies.  Please see our Cookies Policy for further detail about these www.whitlocksestateagents.co.uk/pages/cookies .

We may analyse the personal information we collect directly from you and obtain using automated technical means to create a profile of your interests and preferences so that we can contact you with information relevant to you (if you have chosen to receive marketing communications from us).

We may also use any of your personal information that we collect from you directly and additional information about you from external sources where necessary to detect and reduce fraud and credit risk.  These sources include councils, health and care providers, other law firms, credit agencies, Land Registry Office, Her Majesty’s Revenue and Customs (HMRC), Financial Conduct Authority (FCA) and other relevant regulatory bodies. In addition, we may share information about you, if required legally, to prevent harm or financial / reputation loss, for investigations of suspected or actually fraudulent or illegal activities and perspective employers requesting references via your written consent. Our legal basis for this use of your personal information is our legitimate interests in preventing our business being subject to fraud or credit risk.

 

Who has access to information?

We will not sell or rent your information to third parties.

We may pass your information to third party service providers, including but not limited to:

●        Business partners, suppliers and sub-contractors working on our behalf for the purposes of completing tasks and providing services to you.

These include various solicitors to assist with conveyancing and legal advice to include but not limited to, Owen Kenny Partnership, George Ide LLP, Jackie Scott Limited, McMillian Williams Solicitors Limited, Wannops LLP. Other organisations we may share your data with who can assist you with your move are Ace Removals (a removal firm), Michael Pearce & Associates Limited (a surveyor), Agency Express (our for board management company), EPC and Floor Plan companies such as Phil Hailey who usually organises our Energy Performance Certificates and Floorplans, and other businesses who you may require a quote from relating to a purchase, sale or let, our legal basis for this use is our legitimate interests, namely carrying out activities in the course of Whitlocks Estate Agents business in response to customer enquiries or requests. Your data may also be shared with Emerald Finance Limited who are part of the FCA to provide financial advice, our legal basis for this use is our legitimate interests, namely carrying out activities in the course of Whitlocks Estate Agents business in response to customer enquiries or requests.

 

●       Your personal data, including name, address, contact details and preferences will be shared with Vebra Alto. Vebra Alto provide Whitlocks Estate Agents with property sales and rental software.

●        Your personal data, including name, address, contact details will be shared with Acronis. Acronis are a cloud based data back up company who provide cloud storage for Whitlocks Estate Agents.

●       Your personal data, including name, address, contact details, property purchase / sale value, property let value and information regarding our fees will be shared with Kreston Reeves LLP (Whitlocks Estate Agents accountant), Liberty Bookkeeping (Whitlocks Estate Agents book keeper) and Xero (Whitlocks Estate Agents accounting software).

●       Your personal data to include your telephone number may be shared with Whitlocks Estate Agents telephone companies Telecoms World PLC and EE Limited.

●        Advertisers and advertising networks (including social media) in order to select and serve relevant adverts to you;

These include but are not limited to: Bognor Reigs and Chichester Observer, Sussex Views Magazine, Media Circus, Facebook, Twitter, Instagram, All Agents, Mail Chimp, Google +, Go Daddy, LinkedIn, Office 365 to include Outlook.

●        We will securely pass identity and financial information about prospective tenants to our referencing agency, Rent 4 Sure. Our referencing agency will access your credit records held with a credit referencing agency as part of the referencing process and may also offer you other products to include but not limited to tenant’s insurance, it is recommended that you review the third parties' privacy policies if you use the relevant features. We or our referencing agency will also use identity information, banking, employment, and past residence information to obtain references from previous landlords, banks, or employers as to the suitability of a prospective tenant for a property and their ability to afford the rent. This may include telling those organisations or individuals the rent that the proposed tenancy is being marketed at. Our referencing agency may process parts of your credit records and other data they obtain to process your data automatically to produce a score which will determine whether or not you will be offered a tenancy. This is to protect the legitimate interests of our clients in having tenants who will not misuse their property and adhere to our Tenancy Agreement, our legal basis for this use is our legitimate interests to provide a service to our clients.

 

●        We will pass identity information of new tenants to utility providers and local authority tax collection agencies to allow utility and tax accounts to be placed in the correct names, our legal basis for this use is our legitimate interests. It is recommended that you review the third parties' privacy policies if you use the relevant features.

●        We may sometimes pass property details to third party contractors to take photographs for marketing purposes and place details of properties on our own and other websites and in the press to market them for sale or letting, our legal basis for this use is our legitimate interests. It is recommended that you review the third parties' privacy policies if you use the relevant features.

●        We will pass personal contact information of sellers, buyers, tenants and landlords and property details to contractors to allow our clients to fulfil their contractual obligation to organise tenancies / sales to maintain properties and to meet their legitimate interest. it is recommended that you review the third parties' privacy policies if you use the relevant features.

·         We may from time to time pass identity and financial information to legal advisors and debt collectors to protect our and our client’s legitimate interests by assisting in the collection of debts owed to ourselves or our clients or to take legal advice about claims that may be advanced against us or our clients.

 

In addition to the specific disclosures set out in this section, we may disclose your personal information where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person, or for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative out-of-court procedure.

When we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and otherwise use your information in accordance with applicable data protection law.

We may disclose your personal information to any member of our group of companies (this means our subsidiaries, our ultimate holding company and all its subsidiaries, set out here: Whitlocks Estate Agents Limited and Whitlocks Properties Limited as reasonably necessary for the purposes set out in this policy.

We may disclose your personal information to our insurers and /or professional advisers insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.

We may transfer your personal information to a third party as part of a sale of some or all of our business and assets, or as part of any business restructuring or reorganisation, or if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our customers. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

In addition to the specific disclosures set out in this section, we may disclose your personal information where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person, or for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative out-of-court procedure.

 

Your rights

In this section we have summarised the rights that you have under data protection law.  Some of the rights are complex, applying only in certain circumstances and subject to certain exceptions, and in the interests of keeping this policy concise, not all of the details have been included in our summaries.  Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights. 

You have the right:

●        To object to us processing your personal information for marketing purposes. If you object, we will stop processing your personal information for this purpose.  When we collect your data, you can choose whether or not you wish to receive marketing communications from us. If you wish to stop receiving marketing communications, you can opt out at any time by clicking an ‘unsubscribe’ link at the bottom of one of our emails or by contacting the office by telephone, email or written letter.

●        To access the information, we hold about you and certain information about our processing of it and your rights in relation to it.

●        In certain circumstances, to obtain erasure of the personal information we hold about you, subject to certain exceptions.

●        To rectification of the information we hold about you.

●        In certain circumstances, to restrict our processing of your personal information or object to us processing it If you object, we will stop processing your personal information unless certain exceptions apply.

●        Where our legal basis for processing your personal information is your consent or the performance of a contract and we process it by automated means, to be provided with the personal information we hold about you in structured, commonly used and machine-readable format and to transmit the information to another controller.

●        To not be subject to a decision based solely on automated processing, including profiling, that produces legal effects concerning you or similarly affecting you, subject to certain exceptions.

●        Where our processing of your personal information is based on your consent, to withdraw that consent at any time.  If you withdraw your consent, we will stop the relevant processing, but it will not affect the lawfulness of our processing before the withdrawal.

To exercise any of these rights, email us at sales@whitlocksestateagents.co.uk or write to us at Whitlocks Estate Agents, 229 Pagham Road, Nyetimber, Bognor Regis, West Sussex PO21 3QD.  In addition, you can exercise your right to object to direct marketing at any time by clicking an ‘unsubscribe’ link at the bottom of one of our emails or by contacting the office by telephone, email or written letter.

If you consider that our processing of your personal information infringes data protection laws, you have the right to lodge a complaint to a supervisory authority responsible for data protection.  You may do this in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.  More information about lodging a complaint with the Information Commissioner’s Office (the relevant UK supervisory authority) can be found at https://ico.org.uk/concerns/.

 

Security precautions in place to protect your information

We take appropriate technical and organisational precautions to secure your personal information and prevent its loss, misuse or alteration. All information you provide to us is stored on our secure servers. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.

The transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and for this reason we cannot guarantee the security of data sent between us over the internet.

 

Use of Cookies

Like many other websites, our website uses cookies. 'Cookies' are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns.

Cookies allow us to provide important site functionality, so you don’t have to re-enter lots of information. They also allow us to remember what links and pages you have been or viewed during a session. This helps us deliver a better, more personalised service to you.

It is possible to switch off cookies by setting your browser preferences. For more information on the Cookies we use, visit our Cookies Policy www.whitlocksestateagents.co.uk/pages/cookies .

 

Links to other websites

Our website may contain links to other websites run by other organisations. We are not responsible for the privacy practices of those organisations or the content of their websites. You should read the privacy policies of these organisations before providing them with any personal information.

 

Review of this Policy

We keep this Policy under regular review. This Policy was last updated on 24th May 2018.

If we change our Privacy Policy we will post the changes on this page and may place notices on other sections of the website and/or notify you by email.

 

Further information

You can obtain further information about data protection laws by visiting the Information Commissioner's Office website at www.ico.org.uk.