This is a copy of our Privacy Policy, which sets out how we use and protect your personal information. This will take effect on 25 May 2018 and may be subject to change in the future. You can find the most recent version of this policy on www.ianhyder.co.uk
This notice provides information on how Ian Hyder & Company. collect, use, secure, transfer and share your personal information.. Please take a few minutes to read it, and please contact us if there is anything you feel needs clarification.
The security of your personal information is very important to Ian Hyder & Company. We are committed to protecting the information we collect. We maintain administrative, technical and physical safeguards designed to protect the personal information you provide, or we collect, against accidental, unlawful or unauthorised destruction loss, alteration, access, disclosure or use.
WHAT IS PERSONAL INFORMATION?
By ‘Personal Information’ we mean information about an individual that can identify them like their name, address, e-mail address, telephone and mobile phone numbers and financial details. It can relate to customers, employees, shareholders, business contacts and suppliers. Any reference to ‘information’ or ‘data’ in this policy is a reference to personal information about a living individual.
WHAT INFORMATION WE MIGHT HOLD?
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Type of data
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Description
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Examples of how we may use it
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| Contact |
- Who you are
- Where you live
- How to contact you (phone, post, email details)
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- Provide, administer and communicate with you about our products and services.
- Compile business directories, including business contact information
- Communicate with you regarding employment opportunities
- Performance of a contract – where you enter into a contract with Ian Hyder & Company and we need to process your information as part of this contract
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| Personal Details |
- Age
- Date of Birth
- Gender
- Marital status
- Salary
- Health
- Dependents details
- Financial details
- Social circumstances
- Nationality
- Ethnicity
- Employer’s name
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- Protect against and prevent fraud, unauthorised transactions, money laundering, tax evasion, claims, other liabilities and manage risk exposure and agent quality, integrity compliance and security of business processes
- Evaluate your interest in employment with Ian Hyder & Company.
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| Transactional |
- Bank and/or card details
- NI number
- Existing/new mortgage details
- Mortgage settlements
- Existing & new insurance details
- Solicitor’s details
- Other Estate Agent’s details
- Criminal offences/convictions
- Accountant’s details
- Previous employer’s details
- Current employer’s details
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- Rental payments (Landlord and Tenant)
- Deposit payments
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| Consent & Preferences |
- Ways you want us to contact you.
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- Where we process information under consent we will seek your clear and unambiguous consent prior to processing your data
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| Open data & public records |
- Land register
- Other information about you that is openly available on the internet
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- Confirmation of property ownership
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| Documentary data & national identifiers |
- Details about you that are stored in documents like:
- Passport
- Birth certificate
- Drivers licence
- Bank Statements
- Utility bills
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- Prevent financial crime
- Confirm identity
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WHERE DO WE GET OUR INFORMATION FROM?
- Information you give us directly (when you initially contact us by phone, letter and email etc.)
- Information from next of kin/spouse/partner/family member/Solicitor
- Information from business associates
- Information from employers
- Information you have given us in person, indirectly through our own website or an online portal.
- Information we collect about you or receive from other ‘trusted’ sources to comply with our regulators, government (e.g. HMRC) and law enforcement or fraud prevention agencies
Other ‘trusted’ sources include:
- Government/Land/Police registers
- Credit/Default Agencies
- Financial Institutes (Banks, Building Societies, Loan Agencies, Credit Card Companies)
- Insurance Companies
- Other Law/Conveyancing companies
- Through consent to third parties disclosing information about you to use that they have collected
- Referencing Agencies
HOW DO WE USE YOUR INFORMATION?
We use personal information that we hold about you:
- To carry out our responsibilities resulting from any agreements you have entered into with us (e.g. for purchase, sell, rent or let properties on our register) and to provide you with the information and services that you have requested from us.
- To provide you with information you have requested from us. We may deliver this information by post, telephone, e-mail or SMS.
- To tell you about changes to our services and property registers.
- To comply with any applicable regulatory reporting or disclosure requirements.
- To run our business in an efficient and proper way.
- For any other purpose that we have agreed with you from time to time.
In some cases we may use third-party systems to make automated decisions based on the personal information you have given us, or collect from others. These may include:
- The prevention and detection of fraud/ Money Laundering
- Confirmation of legal property ownership
- Referencing for rental properties
USING YOUR INFORMATION IN ACCORDANCE WITH DATA PROTECTION LAWS
Data protection laws require us to meet certain conditions before we are allowed to use your personal information in the way we describe in this Privacy Notice. We take these responsibilities extremely seriously. To use your personal information, we will rely on the following conditions, depending on the activities we are carrying out:
- Providing services to you: We will process your personal information to carry out our responsibilities resulting from any agreements you have entered into with us and to provide you with the information and services you have asked from us.
- Complying with applicable laws: We will process your personal information to comply with any legal obligation we are subject to.
- Consent: We may provide you with information where you have given us your consent to do so. You may opt out of this contact at any time by emailing or telephoning us at our office: Ian Hyder & Co. 27-29 Marine Drive, Rottingdean, Brighton, BN2 7HJ, Tel: 01273-309309, Email: enquiries@ianhyder.co.uk. Or by writing to our Registered office 20 Havelock Road, Hastings, East Sussex, England, TN34 1BP. Please be aware that the personal information you provide to us, and which we collect about you, is required for us to be able to provide our services to you and without it we may not be able to do so.
HOW LONG DO WE KEEP YOUR INFORMATION FOR?
We will keep your personal information in accordance with our internal retention policies. We will determine the length of time we keep it for based on the minimum retention periods required by law or regulation. We take measures to destroy or permanently de-identify personal information if required by law or if the personal information is no longer required for the purpose for which we collected it.
WHO DO WE SHARE YOUR PERSONAL INFORMATION WITH?
We will only disclose your information to:
- Our regulators, government (e.g. HMRC) and law enforcement or fraud prevention agencies, credit agencies..
Additionally, we may disclose your personal information to third parties:
- In the event that we sell or buy any business or agency, in which case we will disclose your personal data to the prospective seller or buyer of such business or agency.
- Other Law firms
- If we, or substantially all of our assets, are acquired by a third party, in which case personal data held by us about our customers will be one of the transferred assets.
- In order to enforce or apply the terms of any contract with you.
- If we are under a duty to disclose or share your personal data in order to comply with any legal obligation or regulatory requirements, or otherwise for the prevention or detection of fraud or crime.
- To protect you and us from financial crime, we may be required to verify the identity of new and sometimes existing customers. This may be achieved by using third party agencies to search sources of information relating to you (an identity search). This will not affect your credit rating. If this fails, we may need to approach you to obtain further documentary evidence of identity.
- Perspective employers requesting references via your written consent.
We will NOT sell your data to third parties for them to market to you.
FRAUD PREVENTION
We, and other organisations, may also access and use information to prevent fraud, for example, when:
- Checking details on vendors and purchasers of properties.
- Checking details on landlords and tenants of properties.
- Recovering debt
We may access and use from other countries the information recorded by fraud prevention agencies.
Ian Hyder & Company may also check the details of other parties related to your contract, including verification of identity. This includes beneficiaries, trustees, settlors, third party payers, executors or administrators of an estate, parties with power of attorney and any other beneficial owner.
MONEY LAUNDERING
In addition to our property related service we have to comply with certain regulations for example the “Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017” (referred to as “The Regulations”). Ian Hyder and Company are required to obtain certain information from you to comply with regulations. The information provided will only be used by Ian Hyder & Company in relation to complying with the Regulations and will not be shared with any other party outside of the companies wholly owned Ian Hyder & Company unless we are required to do so under law.
We will require two separate identification documents, one primary and one secondary document even if it appears on both lists. The information may be required at various stages of the process depending whether you are a Purchaser, Vendor, Landlord or Tenant.
Primary documents (proof of ID)
- Valid Passport
- Valid full UK photo driving licence
- Valid full UK driving licence (non-photo) paper issued before 1998
- Valid EU/EEA/Switzerland photo driving licence
- Valid EU/EEA/Switzerland national Identity card
- Valid UK Armed Forces ID card
- Valid UK Biometric Residence Permit (copy of both sides)
- Valid Blue disabled drivers pass (with photo)
- Valid Freedom Pass
- Valid Local Authority Bus pass.
- Department for Works & Pensions letter confirming pension details including NI number dated within the last 12 months.
Secondary documents – proof of residence (home)
- Valid full UK photo driving licence
- Valid full UK driving licence (non-photo) paper issued before 1998
- Local Authority council tax bill (dated within the last 12 months
- UK Bank/Building society statement/bill showing activity, dated within the last 6 months, including account number and sort code. (Internet printed acceptable)
- UK mortgage statement (dated within the last 12 months). (Internet printed acceptable)
- Utility bill dated within the last 6 months including, Electricity bill (with MPAN number), Landline, Gas, Satellite TV, Water. (Internet printed acceptable.) Please note Mobile phone bills are not acceptable.
- HMRC Inland Revenue coding/assessment/statement (dated within the last 12 months) with NI number.
- Department for Works & Pensions letter confirming pension details and NI Number (dated within the last 12 months.)
We reserve the right to employ third party electronic verification for the purpose of verifying identity. This search will not affect your credit rating.
INTERNATIONAL DATA TRANSFERS
Ian Hyder & Co. may transfer the personal information collected about you to recipients in countries other than the country in which the information was originally collected. Those countries may not have the same data protection laws as the country in which you initially provided the information. When we transfer your information to other countries, we will protect that information as described in this Privacy Notice or as otherwise disclosed to you at the time the data is collected.
YOUR RIGHTS
You have rights under data protection law that relate to the way we process your personal data. More information on these rights can be found on the Information Commissioner’s website.
| 1. |
The right to access the personal data that we hold about you |
| 2. |
The right to make us correct any inaccurate personal data we hold about you |
| 3. |
The right to make us erase any personal data we hold about you. This right will only apply where for example:
- We no longer need to use the personal data to achieve the purpose we collected it for
- You withdraw your consent if we’re using your personal data based on that consent
- Where you object to the way we use your data, and there is no overriding legitimate interest
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| 4. |
The right to restrict our processing of the personal data we hold about you. This right will only apply where for example:
- You dispute the accuracy of the personal data we hold
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| 5. |
The right to object to our processing of personal data we hold about you (including for the purposes of sending marketing materials to you). |
| 6. |
The right to receive personal data, which you have provided to us, in a structured, commonly used and machine-readable format. You also have the right to make us transfer this personal data to another organisation. |
COOKIE POLICY
Our website uses cookies to improve your experience while browsing the site. Cookies are small text files that are stored on your device by your web browser when you visit our site. They allow us to remember your preferences and to analyze how our website is used so that we can improve it over time.
We use the following types of cookies on our website:
- Essential cookies: These cookies are necessary for the website to function properly and cannot be turned off in our system. They are usually set in response to actions made by you, such as setting your privacy preferences, logging in, or filling in forms. You can set your browser to block these cookies, but some parts of the site may not work as a result.
- Analytics cookies: These cookies allow us to track how visitors use our website and to measure the performance of our site. They help us to understand which pages are the most popular and how visitors move around the site. All data collected is anonymous and is used to improve the website experience for our users.
When you first visit our website, we will show you a cookie banner that informs you about our use of cookies and asks for your consent to store non-essential cookies on your device. The banner will remain visible until you either accept or decline our use of non-essential cookies.
If you choose to accept non-essential cookies, you can customize your preferences by clicking the “Customize Cookies” button on the cookie banner. This will open a popup where you can select the types of cookies you consent to.
If you do not consent to our use of cookies, some parts of our website may not work as expected.
The cookies used on our website are:
- cookie-consent: This cookie stores your consent settings for non-essential cookies. It expires after 365 days.
- _ga, _gid, _gat: These cookies are set by Google Analytics to track user activity on our website. They are used to collect information about how visitors use our site. The data collected is anonymous and is used to improve our website over time.
By using our website, you consent to our use of cookies as described in this Cookie Policy.
CONTACTS AND COMPLAINTS
If you have any questions about the Privacy Notice or wish to exercise any of your rights, including changing your contact preferences or opting out of our collection of personal information, please get in touch with us.
You can email us:
Or you can write to us:
At: Ian Hyder & Co. 27-29 Marine Drive, Rottingdean, Brighton, BN2 7HJ.
Or our Registered Office
At: 20 Havelock Road, Hastings, East Sussex, England, TN34 1BP
If you have any concerns about the way we process your personal data, or are not happy with the way we have handled a request by you in relation to your rights, you also have the right to make a complaint to the Information Commissioner’s Office : Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, SK9 5AF
IN-HOUSE COMPLAINTS PROCEDURE
We are committed to providing a professional service to all our clients and customers. When something goes wrong, we need you to tell us about it. This will help us to improve our standards.
If you have a complaint, please put it in writing, including as much detail as possible. We will then respond in line with the timeframes set out below (if you feel we have not sought to address your complaints within eight weeks, you may be able to refer your complaint to the Property Ombudsman to consider without our final viewpoint on the matter).
What will happen next?
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If, at this stage, you are still not satisfied, you should contact us again and we will arrange for a separate review to take place by a senior member of staff.
If you remain dissatisfied, you can then contact The Property Ombudsman to request an independent review:
The Property Ombudsman Ltd
Milford House
43-45 Milford Street
Salisbury
Wiltshire
SP1 2BP
01722 333 306
www.tpos.co.uk
Please note the following:
You will need to submit your complaint to The Property Ombudsman within 12 months of receiving our final viewpoint letter, including any evidence to support your case.
The Property Ombudsman requires that all complaints are addressed through this in-house complaints procedure, before being submitted for an independent review.
