Privacy Policy

We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal information. It also explains your rights in relation to your personal information and how to contact us or supervisory authorities in the event you have a complaint. We collect, use and are responsible for certain personal information about you. When we do so we are subject to the UK General Data Protection Regulation (UK GDPR) and we are responsible as ‘controller’ of that personal information for the purposes of this law.

THESE ARE SOME KEY TERMS USED IN THIS POLICY:

We, us , our [referring to Flagstones Property Group LTD]
Personal Information [any information relating to an identified individual]

PERSONAL INFORMATION WE MAY COLLECT ABOUT YOU

Your name and contact information, including email address and telephone number and company details if applicable.
Information to enable us to check and verify your identity, which will be at least one form of photographic identification (such as a passport, a driving licence or an identification card) and one form of documentation with proof of your place of residence (such as a recent utility bill)
Your gender information, that is if you choose to give it to us
Your billing information, transaction and payment card information
Your professional or personal online presence, e.g. LinkedIn profile, If you wish to share it
Your contact history, transactions and instruction history with us
Your right to rent status, nationality and immigration status and information from related documents. For example, your passport or other identification. For immigration information, e.g. if you are potential tenant applying for a tenancy.
Information to enable us to undertake Anti Money Laundering and Terrorist Financing Electronic checks on you
Information specific to your requirements relating to the property you are looking to buy or rent through our services which may include us sending you properties’ details to help with your search. This personal information is required to provide our services to you. If you do not provide personal information we ask for, it may delay or even prevent us from providing services to you.

HOW YOUR PERSONAL INFORMATION IS COLLECTED

We collect most of this personal information directly from you—in person, by telephone, text or email and/or via our website. We may also collect information from publicly accessible sources, e.g. Companies House or HM Land Registry. We may also collect information from other publicly accessible sources such as: directly from a third party, e.g.:-Credit reference agencies and customer diligence providers.

HOW AND WHY WE USE YOUR PERSONAL INFORMATION

Under data protection law, we can only use your personal information if we have a proper reason for doing so. For example

To comply with our legal and regulatory obligations
For the performance of our contact with you or to take steps at your request before entering into a contract
For our legitimate interests or those of a third party
Where you have given consent, we may use your personal information under the legitimate interest basis for using and processing. Legitimate Interest may be used as a basis for processing when we have a business or commercial reason to process your information, so long as this is not overridden by your own rights and interests. When we use and process your personal information for our legitimate interest, we will consider and balance any potential impact on you and your rights under data protection and any other relevant laws. Our legitimate business interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your valid consent or are otherwise required or permitted to by law)

We do not collect use or process special category personal information, such as racial or ethnic origin, political opinions, religious beliefs, trade union membership, Genetic and biometric data, Data concerning health, sex life or sexual orientation

MARKETING COMMUNICATIONS

We may use your personal information to send you updates by email, telephone or post.

About our services
Exclusive offers
Highlighting of current market trends that may be of interest to you

We have a legitimate interest in processing your personal information for marketing purposes (see above ‘How and why we use your personal information’). This means we do not usually need your consent to send you marketing communications. However, where consent is needed, we will ask for this consent separately and clearly. We will always treat your personal information with the utmost respect and never sell or share it with other organisations for marketing purposes. You have the right to opt out of receiving promotional communications from us at any time by contacting us by post at 231b High Road, Harrow, HA3 5EE. You can also directly email us on info@flagstonespropertygroup.co.uk.

WHO WE SHARE YOUR PERSONAL INFORMATION WITH

Third parties we use to help deliver our services to you. Such as, payment service providers, tenants vetting companies carrying our Right to Rent checks on your behalf. An electronic identity search provider, for maintenance contractors
Third parties we recommend to you, approved by you to deliver services directly to you such as, solicitors and conveyancers, mortgager brokers and financial advisors.
Other third parties such as social media sites you choose to link your account to or payment providers.

We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations. We may also need to share some personal information with other parties, such as potential buyers of some or all of our business or company, or during re-structuring. The recipient of the information will be bound by confidentiality obligations.

WHERE YOUR PERSONAL INFORMATION IS HELD

Information may be held at our offices and those of our third party agencies, service providers, representatives and agents as described above (see above: ‘Who we share your personal information with’)

HOW LONG YOUR PERSONAL INFORMATION WILL BE KEPT

We will keep your personal information while you have an active matter with us or we are providing any services to you.

To respond to any questions, complaints or claims made by you or on your behalf
To show that we treated you as a client fairly
To keep records required by law, 5 years from any last communication with you for marketing of our services. Above on the section, ‘How and why we use your personal information’. We will not retain your personal information for longer than necessary for the purposes set out in this policy.

YOUR RIGHTS, YOU HAVE THE FOLLOWING RIGHTS WHICH YOU CAN EXERCISE FREE OF CHARGE:

Access – The right to be provided with a copy of your personal information (the right of access)
Rectification – The right to require us to correct any mistakes in your personal information
To be forgotten – The right to require us to delete your personal information—in certain situations, subject at all times to our legal and regulatory obligations
Restriction of processing – The right to require us to restrict processing of your personal information—in certain circumstances, e.g. if you contest the accuracy of the data
Data portability – The right to receive the personal information you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations
To object – The right to object: – at any time to your personal information being processed for direct marketing; – in certain other situations to our continued processing of your personal information, e.g. processing carried out for the purpose of our legitimate interests.
Not to be subject to automated individual decision-making – The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you

For further information on each of the rights above, including circumstances in which they apply, please further contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the UK General Data Protection Regulation. If you would like to contact us please email, call or write to us.

KEEPING YOUR PERSONAL INFORMATION SECURE

We have applicable security measures in place to prevent personal information from being accidentally lost, or used or accessed unlawfully. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality. We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so. If you want detailed information from Get Safe Online on how to protect your information and your computers and devices against fraud, identity theft, viruses and many other online problems, please visit www.getsafeonline.org. Get Safe Online is supported by HM Government and leading businesses.

HOW TO COMPLAIN

CHANGES TO THIS PRIVACY POLICY

This privacy policy was published on 22 April 2022 and last updated on 15 May 2022. We may change this privacy policy from time to time—when we do we will inform you via our website at www.flagstonespropertygroup.co.uk

HOW TO CONTACT US

Please contact us by post, email or telephone if you have any questions about this privacy policy or the information we hold about you. Our contact details are shown below: Data Compliance Team, 231b High Road, Harrow, HA3 5EE. Info@flagstonespropertygroup.co.uk