Internet privacy is an issue that Grice & Hunter (“we”, “us”, “our”) takes very seriously. Please read the following policy to understand what information Grice & Hunter collects about you and how we will treat that information.
This privacy notice sets out how we will process personal data we collect from or about you, or which you provide to us. Please carefully read this notice to understand why your data is being collected and what we do with that data.
Your personal data – what is it
“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, email address, or postal address). Identification can be directly using the data itself or by combining it with other information which helps to identify a living individual. The processing of personal data is governed by legislation relating to personal data which applies in the United Kingdom including the General Data Protection Regulation (the “GDPR”) and other legislation relating to personal data and rights such as the Human Rights Act.
Who are we?
This Privacy Notice applies to the use and processing of personal information collected by Grice & Hunter.
The ICO registration number is Z5352832.
Other data controllers Grice & Hunter works with:
- Other Agents
- Local authorities
- Credit reference agencies
- Information Commissioners Office
We may need to share your personal data we hold with them so that they can carry out their responsibilities to us. If we and the other data controllers listed above are processing your data jointly for the same purposes, then we and the other data controllers may be “joint data controllers” which means we are all collectively responsible to you for your data. Where each of the parties listed above are processing your data for their own independent purposes then each of us will be independently responsible to you and if you have any questions, wish to exercise any of your rights (see below) or wish to raise a complaint, you should do so directly to the relevant data controller.
For information concerning the collection, use and processing of personal information by any of our third party business partners or suppliers, please contact our representative with whom you usually deal.
Where we get personal information from
When you enquire or register for services provided by ourselves we may collect personal information from a variety of sources, including:
Information we collect directly from you, either by face to face contact, by telephone, email or electronic communications such as messaging or through the internet.
Information we collect when you visit our websites.
Information provided to us by third parties.
Information from publically available sources eg Land Registry.
What information we collect from you
The information we collect from you will typically include the following:
Date of birth.
Information about your family.
Payment information, such as bank cards and banks account details.
Communication and marketing preferences.
Where we need to collect personal data by law (for example to meet obligations set out to prevent fraud and money laundering) under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you. In this case, we may have to cancel a service. However we will notify you if this is the case at the time.
Who we share your information with
Sharing your personal data
This section provides information about the third parties with whom we may share your personal data. These third parties have an obligation to put in place appropriate security measures and will be responsible to you directly for the manner in which they process and protect your personal data. It is likely that we will need to share your data with some or all of the following (but only where necessary):
- The data controllers listed above under the heading “Other data controllers Grice & Hunter works with”.
- Our agents, suppliers and contractors. For example, undertaking work to a property or obtaining an EPC.
- Surveyors wanting access details to your property in order to carry out surveys and valuations in connection with a sale.
Some of the services provided by third parties may involve credit scoring to determine whether we are able to provide a service or products, (usually for our letting services). Using third parties to collate information on our behalf help make a fair and responsible decision.
How we use your information
We will process the information to provide you with services and answer any questions you may have.
The following are examples of how we will use the information we collect from/about you:
To confirm your identity.
To provide a full range of estate agency services for the sale and purchase of property.
To provide surveys and valuations.
To provide a full lettings services for tenants, prospective tenants and landlords.
To process payment for our services.
To protect against and prevent fraud, money laundering, unauthorised transactions, tax evasion, other liabilities and manage risk exposure and agent integrity, compliance and security of business processes.
To provide and communicate with you about Grice & Hunter services.
To notify you about changes to our services.
Grice & Hunter will comply with data protection law. This says that the personal data we hold about you must be:
- Used lawfully, fairly and in a transparent way.
- Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
- Relevant to the purposes we have told you about and limited only to those purposes.
- Accurate and kept up to date.
- Kept only as long as necessary.
- Kept and destroyed securely including ensuring that appropriate technical and security measures are in place to protect your personal data from loss, misuse, unauthorised access and disclosure.
What is the legal basis for processing your personal data?
Most of your personal data is processed for compliance with a legal obligation, for example verification of identity and fraud prevention.
Processing personal data is necessary for the performance of a contract with you, or to take steps to enter into a contract.
How we communicate with you
For our service related communications we will contact you either through the post, by email, telephone or text message.
How long do we keep your personal data?
We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is currently best practice to keep financial records for a minimum period of 8 years to support HMRC audits or provide tax information. We are permitted to retain data in order to defend or pursue a complaint or claim. In some cases, the law imposes a time limit for such claims (for example 3 years for personal injury claims or 6 years for contract claims). We will retain some personal data for this purpose as long as we believe it is necessary to be able to defend or pursue a complaint or claim. In general, we will endeavour to keep data only for as long as we need it. This means that we will delete it when it is no longer needed.
Your rights and your personal data
You have the following rights with respect to your personal data:
When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.
1) The right to access personal data we hold on you
- At any point you can contact us to request the personal data we hold on you as well as why we have that personal data, who has access to the personal data and where we obtained the personal data from. Once we have received your request we will respond within one month.
- There are no fees or charges for the first request but additional requests for the same personal data or requests which are manifestly unfounded or excessive may be subject to an administrative fee.
2) The right to correct and update the personal data we hold on you
- If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.
3) The right to have your personal data erased
- If you feel that we should no longer be using your personal data or that we are unlawfully using your personal data, you can request that we erase the personal data we hold.
- When we receive your request, we will confirm whether the personal data has been deleted or the reason why it cannot be deleted (for example because we need it for to comply with a legal obligation).
4) The right to object to processing of your personal data or to restrict it to certain purposes only
- You have the right to request that we stop processing your personal data or ask us to restrict processing. Upon receiving the request, we will contact you and let you know if we are able to comply or if we have a legal obligation to continue to process your data.
5) The right to data portability
- You have the right to request that we transfer some of your data to another controller. We will comply with your request, where it is feasible to do so, within one month of receiving your request.
6) The right to withdraw your consent to the processing at any time for any processing of data to which consent was obtained
- You can withdraw your consent easily by telephone, email, or by post (see Contact Details below).
7) The right to lodge a complaint with the Information Commissioner’s Office.
- You can contact the Information Commissioners Office on 0303 123 1113 www.ico.org.uk The Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
Transfer of Data Abroad
We do not transfer the personal information we collect about you to recipients abroad. Those countries may not have the same data protection laws as ours.
How we protect your information
We store your personal information on our computer systems and in our paper records.
The information we collect is stored in a secure facility with restricted physical access.
We do not offer any services to children. In certain circumstance (for example a residential letting application) we may need to collect the name and date of birth of children.
To ensure all features on our website work properly, your computer, tablet or mobile needs to accept cookies. Cookies are small files saved to the hard drives that track, save and store information about the interaction and usage of the website. Cookies will automatically be placed on your computer, tablet or mobile web browser when visiting our site. If users wish to deny the use and saving of cookies from the website onto their browser then necessary steps within the browser security settings to block cookies should be taken.
If we wish to use your personal data for a new purpose, not covered by this Privacy Notice, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.
Changes to this notice
We will occasionally update this Privacy Notice and we will place any updates on our web page http://www.gricehunter.co.uk
Please contact us if you have any questions about this Privacy Notice or the personal data we hold about you or to exercise all relevant rights, queries or complaints at:
Grice & Hunter, 23 High Street, Epworth, DONCASTER. DN9 1EP
Much of the information collected by us is anonymous and cannot be traced back to a specific individual, however to take advantage of some features of this site you may be required to sign in/register with a service. At which point we will store such details as your name and email address.
At various stages of using the website and services we may collect your IP address in the interest of security or to help diagnose problems with our server.
- to communicate with you and respond to your inquiries;
- maintaining our records and for other administrative purposes;
- tracking activity on our website;
- protecting our websites and systems against unauthorised access;
- improving the quality of our service.
A cookie is a small text file sent from a website and stored locally on the visitor’s hard drive.
In your browser, you can select a setting that gives you a message before a website sends a cookie to your computer. You can then decide whether to accept or block the cookie. You can also choose to block all cookies. Since different browsers work in different ways, your “Help” menu will provide you with information on how to find the setting which will allow you to do this.
We collect click-stream data and HTTP protocol elements through access logs. This information is not personally identifiable and is used for Web site and system administration including: research and development, user analysis and business decision-making.
Grice & Hunter respect the privacy and confidentiality of all information and pledge not to sell, loan or give any personal data to third parties, save for the limited purposes set out herein or if required to do so by the law governing the United Kingdom.
By using our website you consent to the collection and use of the information you provide to us.
We reserve the right to modify the content of this privacy statement and related business practices at any time by posting updated text on this site on an ongoing basis, if you are concerned about how your information is used, you should check back at our web site periodically.