Privacy Policy

What information do we collect?

As a business we collect, use, store and transfer different types of personal data depending on who you are (for example, a client or customer).

The types of data we may collect include:  

• Your name and contact details, including email address and telephone number and company details if applicableI
• Information to enable us to check and verify your identity, which will be at least one form of photographic identification and one form of documentation with proof of your place of residence
• Your gender information
• Your billing information, transaction and payment card information
• Your contact history, transaction and instruction history with us (including, for example, details of your property requirements)
• Your nationality and immigration status and information from related documents
• Information to enable us to undertake Anti Money Laundering and Terrorist Financing electronic checks on you
• Information about how you use our website, IT, communication and other.

This personal information is required to provide our services to you. We do not collect, use or process special category personal data, such as racial or ethnic origin, political opinions, religious beliefs, trade union membership, genetic and biometric data, data concerning health, sex life or sexual orientation.

This website is not intended for children and we do not knowingly collect personal data from children.

How do we collect personal data?

• Directly from you: We collect most of your personal information directly from you- by telephone, text or email and/or via our website.
• Publicly available sources: We may also collect information from other publicly accessible sources such as Companies House, HM Land Registry or internet search engines
• Previous employers
• Credit reference agencies

How do we use your personal data?

We use your personal data for several important reasons, to:

• provide services to you
• maintain a record of our contact with you (as well as keeping track of our interaction with you, this helps us identify you if you contact us again and therefore provide a better level of service)
• conduct checks to identify our customers and verify their identity screening for financial and other sanctions or embargoes.
• comply with professional, legal and regulatory obligations that apply to our business
• gather and provide information required by or related to audits, enquiries or investigations by regulatory bodies.
• ensure the confidentiality of commercially sensitive information
• update and enhance customer records
• statutory returns
• market our services to existing and former customers, third parties who have previously registered with us or expressed an interest in our services. This may include sending you marketing information from time to time after you have engaged our services or received services from us either which may be similar and of interest to you or where you have expressly indicated that you would like to receive such information.
• conduct credit reference checks through external credit reference agencies

What are the lawful bases for processing your personal data?

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Our lawful bases for collecting or using personal information to provide services to you and to update and enhance customer records is for the performance of our Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

Our lawful basis for collecting or using personal data for marketing our services is for our legitimate interests or those of a third party, i.e. Our lawful basis for: collecting or using personal data to maintain a record of our contact with you: to conduct credit reference checks: to ensure confidentiality of commercially sensitive information; and for marketing our services is legitimate interests. We’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.

Legitimate interest may be used as a basis for processing when we have a business or commercial reason to process your information, so long as this is not overridden by your own rights.

Our legitimate interests are:

• to be as efficient as we can to deliver the best services to you
• to ensure our customers are likely to be able to pay for our products and services
• to protect trade secrets and other commercially valuable information
• the processing is necessary for us to promote our business, brands and products and measure the reach and effectiveness of our campaigns.

Our lawful basis for collecting or using personal data to conduct checks or carry out screenings; comply with professional, legal and regulatory obligations that apply to our business; to gather and provide information required by or related to audits, enquiries or investigations by regulatory bodies and for statutory returns; is to comply with our legal obligation.We have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Marketing communications

We may use your personal data to send you updates (by email, telephone calls, SMS or post) about our services, including exclusive offers (mainly for free market appraisals of your property), or highlighting of current market trends and properties on the market that may be of interest to you.We have a legitimate interest in processing your personal data for marketing purposes (see above ‘The lawful basis for us using personal data’). This means we do not usually need your consent to send you marketing communications. However, where consent is needed, we will ask for this consent separately and clearly.

We may use your personal data to send you updates (by email, telephone calls, SMS or post) about our services, including exclusive offers (mainly for free market appraisals of your property), or highlighting of current market trends and properties on the market that may be of interest to you. We will always treat your personal information with the utmost respect and never sell or share it with other organisations for marketing purposes.

You have the right to opt out of receiving promotional communications from us at any time by contacting us:
by email info@chamiltonestate.co.uk
by telephone at 020 8221 1111

Disclosure of your personal data

Occasionally, we share the information we collect with organisations we need to share information with for safeguarding reasons; external auditors or inspectors; professional consultants, approved by you to deliver services directly to you such as: solicitors and conveyancers, mortgage brokers and financial advisors, removal companies and surveyors; third party suppliers and service providers and third parties we use to help deliver our services to you such as payment service providers, tenants' vetting companies carrying out Right to Rent checks on our behalf, identity search providers, maintenance contractors for managed properties, inventory companies.

International transfers

We will not transfer your personal data outside of the United Kingdom, except to a country offering the same level of protection for your personal data or to an organisation that commits to abide by the same standards. For example, with certain service providers we may use specific contracts approved by the UK Information Commissioner's Office or the UK-US data bridge which ensure that your personal data has the same protection as it would have in the United Kingdom (and you can request a copy of the relevant provisions of these contracts using the contact details below).

How do we keep your data secure?

We are, through technical and organisational means, committed to ensuring the security of, and prevention of unauthorised access to, your personal data. For example, we limit who can access your personal data to those individuals and third parties who need to know it and who are subject to a duty of confidentiality.

How long will we keep your personal data?

We will keep your personal data while you have an active matter with us or we are providing services to you.

We will keep your personal information, as a minimum for as long as necessary to respond to any questions, complaints or claims made by you or on your behalf and to keep records required by law. Thereafter, your personal data will be retained 6 years from any last communication with you for marketing our services to you.

We will not retain your personal data for longer than necessary for the purposes set out in this policy.

What is your data protection rights?

You may exercise the rights available to you under applicable data protection laws as follows:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
• Your right to erasure - You have the right to ask us to delete your personal information.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.
• Your right to object to processing - You have the right to object to the processing of your personal data.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.

How to contact us

Please contact us by email or telephone if you have any questions about this privacy policy or the information we hold about you.
Our contact details are shown below:
Telephone: 020 8221 1111
Email: info@chamiltonestate.co.uk