Our Privacy Policy explains and sets out how we use and store your Personal Data.   During the course of running our business as an Estate Agent we will collect and process your personal data which may be held on paper or electronically.  It is our duty to comply with the General Data Protection Regulation (EU) 2016/679 which is applicable from the 25th May 2018.

This Privacy Policy is to make you aware of how we will manage your personal information.

Who Are We

We are Latimer Estate Agents Limited trading as Latimer at our office 52 Surbiton Road, Kingston-Upon-Thames, Surrey KT1 2HT.  Companies House Registration/Company Number 5728337. We have been the Data Controller under the Data Protection Act 1998 and the Data Processor under the Data Protection Act 1988.  From the 25th May 2018 we will be both the Data Controller and the Data Processor under the General Data Protection Regulation (EU) 2016/679.

Any questions relating to this Notice and our Privacy Policy practices should be taken up with Carla Lester at the above address.

Information We Collect From You

We collect personal data/information from you by different ways.  We usually collect information by means of a telephone conversation or an email or by a signed Agreement.  (if you are a Vendor) The information we collect is used for the purpose of selling a property on the open market.  Under the new regulations, this is known as “Legitimate Interest”

Examples of Personal Data we collect from you is:-

• Your full name and title
• Your present address
• Your email address
• Your contact telephone numbers
• Passport details or driving license
• Utility bill identification
• Your solicitors’ details

How And Why We Use Your Personal Data

We will use the Personal Data Information you have given us for our legitimate interest which is for the purposes of carrying out our Estate Agency duties to sell your property.

Sharing your Information

We do not sell your Personal Data to any marketing companies.

The information you provide us with will be treated by us as confidential and will only be passed on to a third party acting in connection with the sale of the property within the UK /EEA.  We will ask your permission before passing on your Personal Data to a third party.

Third Parties that will require Personal Data

We will share your Personal Data with the Utility Companies such as Gas, Electricity, Water Rates and Council Tax if we are arranging a sale on a previously let property which we are now selling.  Final readings will be given to the Utility Companies ready for the new purchaser to take over.

We will be sending out sales letters to all parties concerned such as the Vendor, Purchaser and their respective solicitors. A Sales Memorandum is forwarded to all parties leaving out contact numbers for the Vendor and Purchaser but home addresses will be confirmed.  If at any time the Vendor or Purchaser wish to be in contact with each other directly we will seek permission from either party to pass on their contact numbers.

In most cases the Solicitors acting on behalf of their clients will obtain all Personal Data directly from their client.  However, if a solicitor does not have a particular telephone number or email address that we may have this would not be passed on unless the Vendor or Purchaser gives us permission to do so.

In most cases Mortgage Lenders or Surveyors will obtain their clients Personal Data directly from their client.  However, if a Mortgage Lender or Surveyor does not have the same details as us and requires extra information such as contact numbers then we will seek permission from the purchaser to pass on the information, or we will ask them to contact their Lender or Surveyor directly.

After a Structural survey there may be other investigative surveys/tests that need to be carried out.  We may be asked to arrange these on behalf of either the Purchaser or an absent Vendor, in which case we will need to pass on personal contact information to the respective companies.  This information will not be given out to any of the companies without permission from the Vendor or Purchaser concerned.

All third parties will not be allowed to pass on your Personal Data to anyone else and they will also have to adhere to the General Data Protection Regulation (EU) 2016/679.  All Personal Data and information they have on you is only used in relation to the sale of the property.

How And Where Do We Store Your Personal Data

Your Personal Data will be entered and stored on our computers in our secure office.  Our computers are maintained by our Service Provider Qubic Group plc who are located in St. Albans, Hertfordshire.  They provide our IT infrastructure, services and support which will involve storing all Personal Data securely in accordance with their own GDPR policies.  As a consequence Qubic becomes our Data Processor as defined by the legislation and their processing activities are governed by a written consent with us. All information is treated securely.

Personal Data that is stored on our computers will be kept for as long as the sale is in progress.  After the sale has completed Personal Data on the computer will be kept for one year.

Our paper version of your Personal Data will be kept for the duration of the Sale. After the Sale has completed we will keep your Personal Data for one year. This will include contact numbers, your email address and your home address so as to enable any Utility Companies to recover any possible outstanding arrears.  After the first year we will destroy your Personal Data information, but we will keep all monetary statements (vendor’s account) for a total of seven years as per the rulings of the Inland Revenue. After seven years all paper information will be destroyed.

Destroying Of Paper Personal Data/Information

Any paper versions of Personal Data Information that is to be destroyed will be retained in a locked cupboard and then collected by a certified company.   The licensed company we use is known as Data Solutions 2016 Ltd trading as Restore Datashred.

Your Rights

You have the right at any time under the GDPR legislation to request the following:-

• You have the right to ask for a copy of the information about you that we hold on our records.
• You have the right to ask us to correct any incorrect information.
• You have the right to ask us to delete any information we hold about you where the information is no longer required.
• You have the right to object to receiving any marketing communications from us.

Any questions or comments regarding our Privacy Policy should be directed to Carla Lester addressed to Latimer, 52 Surbiton Road, Kingston-Upon-Thames, Surrey KT1 2HT

Or by email to info@latimerandco.co.uk