ACCEPTING THIS DOCUMENT MEANS YOU ARE BOUND TO THE CONTENTS WITHIN IT. IT'S IN YOUR BEST INTEREST TO READ AND BE FAMILIAR WITH THIS DOCUMENT BEFORE GOING FURTHER.
Viewings Ltd is committed to providing its customers with a unique and new experience when it comes to your property. This document will outline a transparent structure on the use of your information and our aim to protect it under the GDPR legislation on 25th May 2018. It will also outline the information we gather from your use of our website, as well as your meetings with one of our trusted teams when it comes to the sales and lettings or any other services. It will outline who we aim to share it with and our third parties.
What information do we collect about you?
To provide the best experience, we may obtain some information to meet your needs or enhance your browsing experience. The list below contains some basic details. Please note additional information might be required depending on the type of transaction.
- your postal address and payment details
- your full name
- your email addresses
- your telephone numbers
- your IP address
- your date of birth
- your property details
How we protect your personal information?
We aim to guard the data we hold and constantly review our security measures for protection against unlawful actions, unauthorised access, loss of data, destruction and damage. We secure all information in secure premises or systems.
How will we use the information you supply to us?
We use your information to understand and deliver your desired service. You can see the status of your transaction through notifications or by prompting the administrator. They can inform you of the current position of any transaction. We may pass your information to our third-party companies that provide additional services related to your deal. You will be prompted in most cases online to ask for these services, i.e. for a credit check or other services that may help in your transaction.
2. Money Laundering and Land Registry
To stay compliant with our business, we may use your information to conduct an ID verification to confirm the details you have provided us. We will share this information with the relevant parties i.e. money laundering regulator, land registry or credit check agencies. To help us guide you through a smooth process when completing your transaction.
3. Vendor and buyer transactions
For example, when an offer is made, we will be contacting you to show the proof of funding to prevent any setbacks at the time of completion. It will confirm proof of funds, your financial status, whether you have a mortgage agreed in place or are waiting for funds to arrive from another potential sale. We will then use this information to determine the strength of your offer and inform the seller to make an informed choice on whether to accept your offer.
4. Additional services and products
At Viewings Ltd, we aim to provide you with a bespoke service. Therefore, we partner with several other businesses to build a more in house service system to help you complete your transaction as swiftly as possible. You may request these services in advance or when it may be beneficial to your transaction. We may pass your details to our contractors who provide services such as issuing property safety certificates, depending on the nature of your transaction.
Should you opt for additional or aftercare service, we use an automated system sending information to our partners (John Russell for Insurance, Castle Finance (Midlands) T/A Finance Advice Centre for Mortgage and Sabz solicitors for conveyancing or legal work). These partners may change from time to time, as we constantly seek to improve our services. Opting for these services will require us to transfer your factual and contact information.
5. Voice recordings
We may choose to record our phone calls for legal and compliance reasons to help fulfil our duties or for clarity purposes in the future.
6. Compliance & Verification
Once a client registers with us, they have to undergo a verification process using a third-party company. The data is kept and stored by this company, providing us with a report of the ID and biometric data to correspond. In case we don't receive the ID verification, we are entitled to remove any client from our platform within 7 days of this email. We are also entitled to delete the client if they do not meet our standards of identity verification. Should we find any attempts of fraud, we may forward them to the necessary authorities.
We shall also carry out anti-money laundering checks, political exposure checks, land registry and other checks required for our compliance. Using a third-party company, we enter your information into the software to confirm it. By using our service, you automatically consent for these checks to take place. The data is stored on third-party software.
When do we contact you?
If you have subscribed to receive information on new products or services, we may contact you from time to time. You may choose to opt-out of it anytime. You hold the right to stop us from contacting you for marketing reasons or sharing your information with a third party. You may do so by written consent for record purposes. We will not share your information with other marketing parties unless you have consented to us. If you choose our other services from third-party companies, you may request them to stop contacting you separately.
Access to your information and correction
You may contact us to request which information we hold about you. You would have to send in a written request to the data officer at the address stated below. We want to make sure that the information we hold for you is correct and may sometimes contact you about keeping our data correct. We keep your data for maximum one year from our last contact unless we feel it's necessary to hold your information for legal or operational purposes.
By email: email@example.com
Phone: 0121 828 1777
Or write to us at:
11 St. Paul's Square
We comply with the property ombudsman code of practices. If we don't assist you with the complaint, you have the right to contact the information commissioner's office directly.