References to ” Town & Country Estate Agents”, “us”, or “we” relates to all brands and subsidiary companies of TCEA Ltd. (Reg No. 4375201). This includes:
Further information about Town & Country Estate Agents can be found at: Town & Country Estate Agents https://www.worksop.com
How we use your data
In the general course of business, Town & Country Estate Agents will process the personal information you provide to us, primarily to assist you in achieving the purpose for which you provided it to us. This includes the renting of property and associated services of providing legal services and/or lettings management services, as relevant and necessary to your needs.
Any personal information that you provide to us will only be processed and/or shared in accordance with the General Data Protection Regulations 2018. At least one of the following legal bases will always apply:
Legal Obligation – necessary for compliance with our legal obligations
This includes (but is not limited to) all laws relating to residential estate agency. In particular Estate Agents Act 1979, Consumers, Estate Agents and Redress Act 2007, Data Protection Act 1998, General Data Protection Regulations 2018, Competition Act 1998, Consumer Protection from Unfair Trading Regulations 2008 (CPRs), Business Protection from Misleading Marketing Regulations 2008 (BPRs), Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, Consumer Rights Act 2015, Energy Act 2011, Money Laundering Regulations 2007, Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017, Bribery Act 2010 and Modern Slavery Act 2015.
From time to time we may be asked to provide your data to assist in government department investigations e.g. Police, HMRC, Local Authorities. We will always check to ensure that such requests are legitimate and have relevant Data Protection exemptions before sharing information.
Contractual – necessary for the performance of a contract between you and us or pre-contractual requests made by you
This includes all contracts our customers enter into with us or our business partners, including (but not limited to) all forms of marketing agreements, landlord, tenant and tenancy agreements, the arranging of insurance products, etc.
Some examples of where it would be necessary to process and/or share information to perform a contract would be:
- Marketing properties for let and introducing tenants
- Marketing properties on Facebook as agreed
- Using your contact details to arrange viewings and negotiate offers
- Progressing tenancies to a successful conclusion
- Referencing tenants and carrying out Right to Rent checks
- Letting Management providers e.g. Notify
- Processing of applications for tenancy agreement purposes
- Accounting processes e.g. CFP software
- Software providers as necessary to support our business needs
In addition, our Office will have access to your contact information in order to assist you.
Legitimate Interests – processing/sharing information for the benefit of you, us and other parties on which your transaction depends. It will not be processed or shared on this basis if it would be detrimental to you to do so.
This primarily involves providing you with information about additional services we offer within Town & Country Estate Agents that will help you to achieve your property aims.
Some examples of this are:
- If you are aiming to buy a property to let, we may discuss our lettings management service with you
Information will only be shared by Town & Country Estate Agents where it is in the legitimate interests of both the company and its customers or where consent has been obtained. Some examples are:
- Sharing information essential to understanding progress or delays in a transaction you are involved with
- Providing tenant’s contact details to contractors to arrange repairs
- Providing tenant’s contact details to external providers to carry out periodic inspection and check out reports
Where we use a third party to provide support services the information we share will be restricted to property details and will not include personal data e.g. the companies who operate the live chat facility on our website or those who handle our out of hours telephone calls. We may use your data for analysis to monitor and improve the services we provide.
Consent – where you have given your consent for us to process and/or share your information in a particular way for a specific reason.
This includes every form of data processing and/or sharing that is not included in the above sections. Where you have provided consent, you may be contacted by carefully selected and professional third parties in relation to a product or service which may be of interest to you. This may include (but is not limited to) consent from landlords or tenants for referrals to energy or media providers.
The data you provide may be used for any or all of the following reasons:
- To contact you in order to carry out your instructions to us
- To provide you with information, products and services which you have requested from us
- To help you with information, products and services connected with and relevant to your property aims and in your interests e.g. lettings management services etc.
- To provide customer support e.g. out of hours phone services, etc
- To process payments and transactions
- To notify you about changes to our services
The information we use is restricted to the information you provide to us or that which is already in the public domain. This may include (but is not limited to) your full name, postal address, email address, telephone numbers, date of birth, demographic information and proof of funds that we are legally obligated to obtain.
In the case of electronic communications, Town & Country Estate Agents may use the information provided by customers in an existing business relationship or one that has ended within the last 12 months or one that is under negotiation. Otherwise we will contact you by post and include a method for opting out of future mailing.
Should you wish to withdraw your consent at any time, please contact us using the details provided below.
Security of Your Data
We will securely retain all paper files containing your data in cabinets and offices which will be locked when unattended.
Electronic data is securely held and protected by anti-virus software and firewalls. Our servers are subjected to regular penetration tests to check that they are securely protecting your data. Data held on laptops is password protected and subject to the same anti-virus software and firewalls. No personal data is held on iPads or mobile telephones.
As with any company, we are unable to provide absolute guarantees due to the ever increasing sophistication of criminal activity. However we will do everything reasonably possible to ensure that your data is protected.
How long we will keep your information for?
Town & Country Estate Agents will only keep your data for as long as is necessary to provide you with the services requested until your aims are met and to comply with our regulatory requirements. The maximum period will be 6 years.
The minimum period will be 12 months from the last contact we had with you in cases where no transaction or other business activity has taken place through us and you have not contacted us again to request that we continue providing our services to you during this period.
How to contact us if you have concerns
If we are unable to resolve your concerns, The Information Commissioners Office (ICO) monitor the General Data Protection Regulations 2018 and can be contacted by email at: www.ico.org.uk or by telephone on 0303 123 1113.