Privacy Policy

Data Controller:

East of Exe Ltd, Registered office address 61 Fore Street, Topsham, Exeter EX3 0HL Telephone 01392 877240, enquiries@eastofexe.co.uk

East of Exe collects, uses and is responsible for personal information about you. When we do this we are the ‘controller’ of this information for the purposes of the General Data Protection Regulation and other applicable data protection laws.

Our Data Protection Officer is:

Ian Garcia
Email: ian.garcia@eastofexe.co.uk
Tel: 01392 877240

What data do we collect

As residential sales and letting agents we collect various forms of data as part of our normal business practise, this includes personal details on vendors, applicants, contractors, landlords and tenants. We would normally expect to hold personal contact information and details on individuals needs, for our rental business we may also hold financial data such as bank accounts etc in order to be pay rent and or contractors

Why & How we collect data

In order to operate as agents we need to record information about the various individuals we deal with, which are detailed below

Vendors – As agents we are duty bound to hold various personal data on our vendors to meet the demands of both the Consumer Act and Money Laundering Regulations, we also need to keep our vendors fully informed regarding the marketing and sale of their property so need to hold various forms of contact information. At times we send out to our vendors general marketing information to keep them informed, but with the new GDPR regulations this will only when been expressly agreed to (opted in)

Applicants – As agents our role is to act as a single point of contact for applicants interested in buying property locally we need to hold various data on them to be able to communicate with them about properties they may be interested in. This data is used intelligently in that we only send details of particular properties to individuals related to their areas of interest and if we do not have any contact from an individual the after 6 months data is automatically archived. Data is collected from online registration information (from our website and from public portals) and from individual ringing in either requesting a viewing of a property or asking to be registered. At times we send out to our applicants general marketing information to keep them informed, but with the new GDPR regulations this will only when been expressly agreed to (opted in)

Contractors – As agents & small business we use various suppliers / contractors in order to be able to operate, these vary from Sign Board Installers for erecting our For Sale signs to plumbers to undertake reactive and planned maintenance on properties we manage on behalf of landlords. Data is collected ad hoc as we appoint contractors.

Landlords – As agents we are duty bound to hold various personal data on our landlords to meet the demands of both the Housing & Consumer Acts and Money Laundering Regulations, we also need to keep landlords fully informed regarding the marketing, letting and management of their property so need to hold various forms of contact information. Data is collected via our Agency Agreement which expressly confirms we can use the data provided in or order to act to market and let their individual property. At times we send out to our landlords general marketing information to keep them informed, but with the new GDPR regulations this will only when been expressly agreed to (opted in)

Tenants – As agents our role on behalf of our landlords is to market rental properties to interested rental applicants and once we have identified individuals who are want to take a property we are tasked with referencing and producing the legal contracts required to protect our landlords interests. A lot of the data we hold is self registered by our tenants on a system called Letting Ref which expressly asks for permission for us to use the data for this purpose.

We will occasionally cross check these details with 3rd parties to confirm information in order to protect our landlords interest.

How do we keep your data secure

All of this data held by our organisation are held in cloud based back office system (called Jupix) managed by The Property Software Group which is password protected and held on secure servers externally to our organisation. They are fully data compliant with the needs of GDPR and further details are available on request. Any financial information is not freely available apart from to nominated users who have need to access that information, for example our book keeper.

We keep paper records on our landlords and vendors in locked filing cabinets in our offices where necessary, for example copies of Agency Agreements. Old paper records are archived and stored in our secure basement storage or shredded or burnt when not needed for tax purposes.

Who has access to your data

Staff in individual offices have access to the data necessary to operate their part of the business, for example in our West of Exe office they will access the landlord and vendor details on properties they market or manage in their area. All staff have individual office logins so we are able to manage securely their rights to access personal data.

Do we use cookies

We do not use cookies on our web site or on any of the systems we operate.

Consent

We hold data provided to us on the basis it was provided to us with your consent. If we process information you supply under legitimate interest you can object at any time and and ask that we remove and / or delete the data we hold.

The right to consent removal may be limited in some circumstances by local law requirements and you will be informed accordingly.

All email contact from ourselves includes the ability to opt out of communication should you wish.

Contact Us / Complaints and Feedback

Should you be in any way unhappy with the way we use your data please contact our data controller Ian Garcia at ian.garcia@eastofexe.co.uk or 01392 877240

Notes

West of Exe is a trading name for East of Exe Ltd operating out of our Exminster office.

Updated 24/05/18

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