Viewings Ltd are committed to provide its customers with a unique and new experience when it comes to your property. This document will outline a transparent structure on how we use your information and how we aim to protect it under the GDPR legislation 25th May 2018. It will outline the information we gather when you are online using our website, as well as meeting one of our trust teams when it comes to sales or lettings or any other related products in our services. It will outline who we aim to share it with our third parties.
What information do we collect about you?
In order to provide the best experience for you we may obtain some information from you in order for us to meet your needs or browsing experience. The list below will details. Note additional information will be required dependant on the transaction which may not be listed below.
- your postal address and payment details;
- your name;
- your email addresses;
- your telephone numbers;
- your IP address;
- your date of birth.
- property information
How we protect your personal information
We aim to guard your data we hold and constantly review our security measures to protect against any unlawful, unauthorised, 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 are able to see the status of your transaction through notification or prompting the administrator. They are able to inform you on the current position of any transaction. We may pass your information to our third party companies that provide additional services related to your transaction. You will be prompted in most cases online to ask for these services, i.e. for credit check or additional services that may help in your transaction.
2. Money Laundering and Land registry.
In order to stay compliant with our business we may use your information to conduct ID in order to verify the confirmation you have provided us. We will share this information with the relevant parties i.e. money laundering regulator, land registry or credit check agencies. in order to help us guide you through a smooth process when completing your transaction.
3. Vendor and Buyer transactions. i.e. offer.
For example when an offer is made, we will be in contact with you to show proof on the proof of funding in order to prevent any setbacks on the time of completion. This will look into 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 a bespoke service, we therefore partner with several other businesses to provide a more in house service system to help you complete your transaction as swiftly as possible. You may request these services in advance or may be beneficial to your transaction. We may pass your details to our contractors who carry out specific tasks such as EPC, gas safety and electrical safety reports depending on the nature of your transaction i.e. letting out a property requires several key information and reports in order to have a correct agreement in place.
Should you opt for additional or after care 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, or additional maybe added as we constantly try to improve our services. Opting for this service will require us to transfer factual and contact detail 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 is registered on our system, we will require them to go through a verification process, we use a third party system. Data is kept and stored by this company, who provide us with a report on the ID and the biometric data to correspond. If we are entitled to remove any client off our passport within 7 days of this email. We are also entitled to remove the client if they do not meet our standards of the verification check. Should we find any attempts of fraud, we may forward 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. We also use a third party company, we we enter your information into the software in order to check clients. By using our service, you automatically consent for these checks to take place. The data is stored on a third party software.
When do we contact you
If you have registered your interest to receive information of 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 contact you for marketing reason or sharing your information with third party. You may do so buy written consent for record purposes. We will not share your information to other marketing parties unless you have consent us to. If you do opt to choose our other services from third party companies, you may find you will have to request them to not contact 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 in regards to 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
or write to us at:
11 St.Pauls Square
We comply with the property ombudsman code of practices, if we cannot assist you with the complaint, you have the right to contact the Information commissioner's office through their website.