This Privacy Notice explains in detail the types of personal data we may collect about you when you interact with us. It also explains how we’ll store and handle that data, and keep it safe.
We know that there’s a lot of information here but we want you to be fully informed about your rights, and how James Pyle & Co uses your data.
We hope the following sections will answer any questions you have but if not, please do get in touch with us.
It’s likely that we’ll need to update this Privacy Notice from time to time. We’ll notify you of any significant changes, but you’re welcome to come back and check it whenever you wish.
1. Who are James Pyle & Co?
James Pyle & Co are a family run local estate agent who specialise in personal service. The agency operates from two offices in Sherston and Painswick in the Cotswolds. The services include house sales and purchases, house valuations, lettings and rentals plus a property matching service.
2. Explaining the legal basis we rely on
The law on data protection sets out six ways which a company may collect and process your personal data. Having analysed our customer database and business model we have assessed that Legitimate Interest is the primary basis.
3. When do we collect your personal data?
We collect personal data from a number of sources including our website contact forms, through referrals from Right Move, On the Market and Prime Location website portals, links from the company Facebook page and referrals from businesses and individuals.
4. What sort of personal data do we collect?
The personal data we collect is limited to the level we need to deliver our services and is made up of the following:
- Name and address
- Email address
- Phone number
- Any client identification evidence required to fulfil our Anti Money Laundering Regulation responsibilities
5. How and why do we use your personal data?
Your personal data is used to ensure the services we deliver are suitable and appropriate and any data collected is only used to administer and deliver those services.
- To manage the sales, rental and valuation services
- To respond to your queries and complaints.
- To send you communications required by law or which are necessary to inform you about our changes to the services we provide you. For example, updates to this Privacy Notice.
- To comply with our contractual or legal obligations to share data with law enforcement.
Of course, you are free to opt out at any time.
6. How we protect your personal data
We use a number of Microsoft products including Office 365 which have data encryption and the privacy notice can be seen using the following link https://privacy.microsoft.com/en-gb/privacystatement. We also use Jupix for our CRM software and the privacy notice can be seen using the following link http://jupix.com/privacy-policy/. We use Xero for our accounting software and the privacy notice can be seen using the following link https://www.xero.com/uk/about/terms/privacy/
In addition, we have internal processes for any employees or associates which clearly states their terms of reference and how personal data will be used.
7. How long will we keep your personal data?
Whenever we collect or process your personal data, we’ll only keep it for as long as is necessary for the purpose for which it was collected.
At the end of that retention period, your data will either be deleted completely or anonymised, for example by aggregation with other data so that it can be used in a non-identifiable way for statistical analysis and business planning.
8. Who do we share your personal data with?
Your personal data is only used to complete the buying, selling, renting and evaluation processes.
If during those processes you request any additional related services such as mortgage advice, removals, insurance we can offer help with that through selected local companies with whom we have an existing relationship and with your agreement.
9. Where your personal data may be processed
Protecting your data outside the EEA
The EEA includes all EU Member countries as well as Iceland, Liechtenstein and Norway.
We may transfer personal data that we collect from you to third-party data processors in countries that are outside the EEA such as Australia or the USA. This will only be done using the technology solutions highlighted in section 6.
If we do this, we have procedures in place to ensure your data receives the same protection as if it were being processed inside the EEA. For example, our contracts with third parties stipulate the standards they must follow at all times. Any transfer of your personal data will follow applicable laws and we will treat the information under the guiding principles of this Privacy Notice.
10. What are your rights over your personal data?
The GDPR provides the following rights for individuals:
- The right to be informed
- The right of access
- The right to rectification
- The right to erasure
- The right to restrict processing
- The right to data portability
- The right to object
- Rights in relation to automated decision making and profiling
Where any subject access request is made there is a requirement to prove identity before any information is divulged. This may involve physical presence with accompanying ID.
Where a request to “Be forgotten “ is made that can only be complied with if there are no other legal frameworks that overrule GDPR. Examples would be HMRC, FCA, etc.
11. Contacting the Regulator
If you feel that your data has not been handled correctly, or you are unhappy with our response to any requests you have made to us regarding the use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
You can contact them by calling 0303 123 1113.
Or go online to www.ico.org.uk/concerns (opens in a new window; please note we can’t be responsible for the content of external websites)
If you are based outside the UK, you have the right to lodge your complaint with the relevant data protection regulator in your country of residence. Details can be found in Section 16.