At Potters Estate Agents the Customer is always our top priority. We respect your privacy and are committed to protecting your personal data.
This privacy notice will inform you as to how we look after your personal data, tell you about your privacy rights and how the law protects you.
This privacy notice is provided in sections and is in plain English so that you can easily understand how it affects you.
This privacy notice aims to give you information on how Potters Estate Agents collects and processes your personal data. We do not collect information on any one aged 18 or under.
It is important that you read this privacy notice when we are collecting or processing personal data about you so that you are fully aware of how and why we are using your data.
We have appointed a data protection officer (DPO) who is responsible for overseeing questions in relation to this privacy notice.
If you have any questions about this privacy notice, including any requests to exercise your legal rights, please contact the DPO using the details set out below.
|Legal entity:||Potter Estate Agents|
|Name or title of DPO:||Francis Street|
|Postal address:||20 Market Hill Woodbridge Suffolk IP12 4LU|
|Telephone number:||01394 447487|
Should you have any concerns please contact us in the first instance. If we are unable to deal with your concerns you have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (ico.org.uk).
Changes to the privacy notice and your duty to inform us of changes
This version was written on 06/01/2020.
It is important that the personal data we hold about you is accurate and current.
Please keep us informed if any of the details you provide to us should change, during your relationship with us.
We do not have any third-party links, neither do we sell data.
Personal data, or personal information, means any information about an individual from which that person can be identified.
It does not include data where the identity has been removed (anonymous data).
We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:
This includes data relating specifically to your identity, such as your first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
This includes data relating to how you may be contacted, such as your billing address, delivery address, email address and telephone numbers.
This include data relating to your means and methods of payment, such as your bank account and payment card details.
This includes data relating to the transactions you have carried out with us, such as details about payments to and from you.
This includes more technical data that we may obtain when you make use of our website.
This includes information about how you use our website, products and services.
This includes your preferences in relation to whether you want to receive marketing from us and also your communication preferences.
We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose.
Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity.
We do not collect the following special categories of personal data about you or information on Gender, Race, Religious or Philosophical beliefs and Health or any other sensitive subjects.
Where we need to collect personal data by law or under the terms of a contract (such as meeting Anti Money Laundering Requirements) 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.
Where we are acting as an agent and we need to collect personal data to enter you into a contract (say to Sell, Buy or Rent a property) we may not be able to take steps to enter you into that contract if you fail to provide the data when requested.
In other words, where we require details from you in order to provide you with your chosen property services, if you do not provide us with the necessary details then we will not be able to provide assist you.
In such circumstances we will notify you if we are unable to proceed.
We use different methods to collect data from and about you including:
You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise.
As you interact with our website, we may in the future automatically collect Technical Data about your equipment, browsing actions and patterns.
We may collect this personal data by using cookies, and other similar technologies.
We may receive personal data about you from various third parties as set out below:
Technical Data from the following parties
We use different methods to collect data from and about you including through:
The data that we collect from you will be transferred to, and stored at, a destination within the European Economic Area ("EEA").
Unfortunately, the transmission of information via the internet is not completely secure. Although we will implement measures to protect your personal data, we cannot guarantee the security of your data transmitted to our site; consequently, please note that we do not accept any responsibility for any risks in transmission of data (to the extent that such liability can be lawfully excluded).
Once we have received your information, we will use procedures and security features to seek to prevent unauthorised access.
We have set out below, in a table format, a description of all the ways we plan to use your personal data, and which of the legal bases we rely on to do so.
We have also identified what our legitimate interests are where appropriate.
|Purpose/Activity||Type of data||Lawful basis for processing|
|To register you as a new customer.||(a) Identity;
|Performance of a contract with you.|
|To process your application including:
(a) Manage payments, fees and charges;
(b) Collect and recover money owed to us.
(e) Marketing and Communications.
|(a) Performance of a contract with you;
(b) Necessary for our legitimate interests (to recover debts due to us).
|To manage our relationship with you which will include:
(b) Asking you to leave a review or take a survey.
(c) Marketing and Communications.
|(a) Performance of a contract with you;
(b) Necessary to comply with a legal obligation;
(c) Necessary for our legitimate interests (to keep our records updated and to study how customers use our products/services).
|To administer and protect our business and this website (including troubleshooting, data analysis, testing, system maintenance, support, reporting and hosting of data).||(a) Identity;
|(a) Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise);
(b) Necessary to comply with a legal obligation.
|To deliver relevant website content and advertisements to you and measure or understand the effectiveness of the advertising we serve to you||(a) Identity;
(d) Marketing and Communications.
|Necessary for our legitimate interests (to study how customers use our products/services, to develop them, to grow our business)|
|To use data analytics to improve our website, products/services, marketing, customer relationships and experiences||(a) Technical
|Necessary for our legitimate interests (to define types of customers for our products and services)|
|To make suggestions and recommendations to you about goods or services that may be of interest to you||(a) Identity;
(d) Marketing and Communications.
|Necessary for our legitimate interests (to develop our products/services and grow our business)|
|To monitor our communications with you in order to check any instructions given to us, for training purposes, for crime prevention, to improve the quality of our customer service and to defend legal claims.||(a) Identity;
|(a) Necessary for our legitimate interests (to assist us in training our employees and defend our business in the event of a claim).
(b) Necessary to comply with a legal obligation
|For the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure||(a) Identity
|Necessary for our legitimate interests (protection and assertion of our legal rights, your legal rights and the legal rights of others)|
|For the purposes of obtaining or maintaining insurance coverage, managing risks, or obtaining professional advice||(a)Identity
|Necessary for our legitimate interests (the proper protection of our business against risks)|
We strive to provide you with choices regarding certain personal data uses.
We have established the following personal data control mechanisms:
We may use your Identity, Contact, Technical, Usage and Profile Data to form a view on what we think you may want or need, or what may be of interest to you.
You can ask us to stop sending you marketing messages at any time by following by contacting us at any time.
Where you opt out of receiving these marketing messages, this will not apply to personal data that you have provided to us.
We may monitor, record, store and use any telephone, email or other communication with you in order to check any instructions given to us, for training purposes, for crime prevention and to improve the quality of our customer service.
We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.
If you wish to get an explanation as to how the processing for the new purpose is compatible with the original purpose, please contact us.
If we need to use your personal data for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
Please note that we may process your personal data without your knowledge or consent, in compliance with the above rules, where this is required or permitted by law.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.
In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. (Such as Solicitors, Legal Conveyances, and other Agents)
They will only process your personal data on our instructions, and they are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
We will only retain your personal data for as long as reasonably necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, regulatory, tax, accounting, or reporting requirements.
To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal regulatory, tax, accounting or other requirements.
We will review periodically the information we hold and delete it securely, or in some cases anonymise it, when there is no longer a legal, business or customer need for it to be retained. Should you stop interacting with us as a client, we will remove or anonymise your information after 7 years.
If you require any further details about our retention periods, you can request the same by contacting us.
In some circumstances you can ask us to delete your data: see Request erasure below for further information.
In some circumstances we may anonymise your personal data (so that it can no longer be associated with you) for research or statistical purposes in which case we may use this information indefinitely without further notice to you
Under certain circumstances, you have rights under data protection laws in relation to your personal data. Please click on the links below to find out more about these rights:
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data or to exercise any of your other rights. This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made several requests. In this case, we will notify you and keep you updated.
….. means the interest of our business in conducting and managing our business to enable us to give you the best service and the best and most secure experience.
We make sure we consider and balance any potential impact on you (both positive and negative) and your rights before we process your personal data for our legitimate interests.
We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
You can obtain further information about how we assess our legitimate interests against any potential impact on you in respect of specific activities by contacting us.
You have the right to:
….. to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
….. of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
….. of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
….. of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
….. of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
….. of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format.
Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
….. where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.