Privacy Policy

DATA PRIVACY NOTICE – AUGUST 2024

References to “We” or “Us” refer to Webbs Estate Agents (Croydon) Ltd – full details outlined below:

We respect any personal data you give to us and agree to comply with all relevant data protection laws in force within the UK at the time of instruction including the General Data Protection Regulations (as enacted in UK). 

Purpose of processing, Lawful Basis and your rights

We are an independent estate and lettings agents.  These are the services that we provide to our Vendors, landlords, purchasers and tenants that we associate with.

Vendors & Landlords: The lawful basis upon which we rely to process any personal data is contract necessity and legal obligation in respect of the provision of the services that we provide.  We may share personal data on a legitimate interest basis with trade contractors and third parties which assist us in respect of the provision of the services that we provide eg. Advertising, marketing, maintenance, repair etc. of properties that we manage. 

Tenants & Purchasers: We reserve the right to share your personal data with other parties involved in the relevant transaction on a legitimate interest basis where lettings and sales are concerned.

In the event we may consider that instructing a third party might be of assistance to you eg. Independent Financial Advisor, EPC adviser, photographer or similar, then we will obtain your consent prior to passing on your details.

We rely heavily on electronic marketing in respect of the properties we offer.  Your consent may be required in respect of e-communications depending on what app, platform or channel you choose to use.  If consent is required, then it will be obtained through the channel you have selected

Collection and Sharing of your personal data

We collect and share personal data in order to carry out our services. 

• Name, address, Date of Birth, gender, passport details when undertaking ID checks (At August 2024 – Creditsafe)

• Name, address, Date of Birth, gender, passport details, proof of earnings, HMRC documentation, bank statements, National Insurance number, when undertaking credit checks   (At August 2024 – Lettings Hub)

• All personal data provided when working on our internal electronic systems (Provided through Microsoft Office 365)

• Name, address and contact details when working with trade contractors as outlined above regarding maintenance and repair of the properties that we manage.

• All your information when creating and updating online portals in respect of an instruction (10Ninety)

Should you choose not to provide ID when requested, we will possibly be unable to provide our services; depending on the nature of the services that we are providing.  Kindly note that it is mandatory under law to carry out Right to Rent checks on all tenants.  Should ID not be provided, then we will be unable to assist you further.

We share our opinions, activities, information and posts on various social media platforms eg Facebook and Instagram.  As public forums – your rights are largely under your control accessed via your account administration panel; please check the relevant platform’s privacy policy for further information.

Transfer of Data outside the EEA

To the best of our knowledge, none of the client data within our business is transmitted outside of the EEA (unless this happens technologically without our knowledge).

Information security

Our electronic systems are based on Microsoft Office 365 for which all staff use a paid business package for the services we use.  Our systems inform us that all firm data is held in the UK.  We use up to date commercial grade anti-virus software on our systems and these are automatically updated to maintain the safety of our electronic systems.  All computers and devices are password protected as is access to key websites that we use.  Paper files and archives are kept in a locked office when an authorised human being is not present.  We operate a clean desk policy.

Data Retention
We will retain personal data for the period necessary to fulfil the purposes outlined in this privacy policy unless a longer retention period is required or permitted by law.

Your Data Subject Rights

Subject Access Requests: Should you wish to exercise your right to submit a Subject Access Request under GDPR/UK Data Protection Bill/Act then you must submit your request to Webbs Estate Agents (Croydon) Limited together with a copy of your photo ID (passport/driving licence) – by email at sales@webbsestateagents.com.  Email is preferred so we can be clear as to what you wish to obtain.  No fee will be requested however in line with legislation, we reserve our right to charge a fee/refuse to comply in the event of a manifestly unfounded, excessive or repetitive request.  We will check our systems for the requested information and a response will be made available to you within 28 calendar days.

We will ordinarily exercise any reasonable request for rectification (inaccurate / incomplete personal data), erasure, restriction of processing, portability of data as soon as reasonable practicable save unless there is a lawful reason as to why we need not comply with such request.   Please notify us in writing of your requirements to sales@webbsestateagents.com in order that we can carry out your instructions accurately.

If you require your data to be ported to another company – then we will do that provided all undisputed fees that are due have been paid.

Should you have provided your consent to the processing of your data, then you have the right to withdraw that consent at any point in time through serving notice via sales@webbsestateagents.com.  If this is required in respect of an electronic communication, then kindly exercise your right through your settings on the respective platform, channel, app or similar.

Automated Decision making

We do not make automated decisions (including profiling) in this company.

Complaints

If you are concerned about the way we have handled your personal data – you have the right to complain to the ICO.  You should note that the ICO have an expectation that you will have raised it with us directly first so please contact Pauline Valenti by email via sales@webbsestateagents.com  in the first instance and she will deal with your complaint expeditiously.

Should you want external advice, full information as to how you can raise a concern (and/or the ICO) is available at the ICO’s website https://ico.org.uk/

If you would like to report a concern then the ICOs current contact details are available at the ICO website https://ico.org.uk/  or call the ICO helpline at 0303 123 1113

Webbs Estate Agents (Croydon) Ltd.