Privacy Policy
Please find below our GDPR Privacy Policy which explains about your personal data. This is incorporated into our terms of dealing with you, it is necessary for our dealings with you and does not require any additional consent. If however you are not happy with our policy, you do have the choice of not dealing with us. If you wish to deal with us but have an objection to any part of our policy, please contact us to discuss it.
KEY ONE PROPERTY LTD
Privacy Notice General Data Protection Regulation (GDPR)
What
This privacy notices covers Key One Property Ltd (Key One). We are committed to protecting your personal information. In this notice, references to ‘we’, ‘us’ or ‘our’ mean Key One. This notice explains how we collect and use the personal information about you.
Who
We are Key One Property Ltd a company providing estate agency, property lettings, management and maintenance services, regulated by The Property Ombudsman and The Information Commissioner. Key One is a data controller under data protection legislation and all contact details are shown at the end of this notice. As an agent, we act in our administration through our limited company and, as relevant, our directors, employees and agents.
Information
We gather and collect your information via the following means: in person, on paper/in writing, by phone and text, electronically including by email, electronic applications including third party web-based applications and internet portals which you may enter your data into.
Your data is stored securely as follows: in paper files, on electtronic files, on our agency data-bases, on third party data bases and any applications which you may enter your data into.
We collect, store, process and disclose data as follows which varies depending on the type of customer you are:
Client type | What Data is Collected, Stored and Processed | How Data Disclosed |
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Client: Property Vendor | Your name, address, telephone numbers and email address, details about the property you are selling, financial and status details required for the performance of the contract and regulations such as Anti-Money Laundering. |
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Client: Property Landlord | Your name, address, telephone numbers and email address, details about the property you are letting, financial and status details required for the performance of the contract and regulations/company procedures such as Anti-Money Laundering. |
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Prospective Clients | Your name, address, telephone numbers and email address, details about the property you are interested in selling/letting, financial and status details required for the performance of the contract and regulations such as Anti-Money Laundering. |
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For Sale Property Viewer | Your name, address, telephone numbers and email address. |
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Rental Viewer | Your name, address, telephone numbers and email address. |
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Prospective Buyer | In addition to “For Sale Property Viewer” above: information about your buying status and finances to check the validity of any offer and to comply with any regulations such as Anti-Money Laundering. |
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Prospective Tenants (including prospective guarantors) | In addition to “Rental Viewer” above: information relating to your current and previous addresses, associations, occupations, employments, sources of income, tenancies, performance of contracts, financial data including bank details, financial and credit status and any other reasonable data required in order that we can validate both your identity and fitness as a prospective tenant and for the mutual revenue protection of this company, our clients, contractors, and other agents and landlords. |
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Tenants (and guarantors) | In addition to “Prospective Tenants” above, any information required for the performance of the agency-client contract and/or the tenancy agreement, including details regarding rental payment and arrears, compliance, co-operation, behaviour, property condition etc. |
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Short Term Guests | Your name, address, telephone numbers and email address, details of your booking, reservation and payment, details about your performance under the terms and conditions of your stay and general behaviour. |
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Using your Data
We will use your data, in addition to that which is mentioned above, to maintain relevant contact, including, but not limited to: sending you information about products or services that you have enquired about; to products and services, to maintain the accuracy of your information and communicate with you for any other reasons related to your requirements, share with other regulatory authorities and any other party when sharing of information is required by law.
Payment Card Data
Where you submit payment card data details to us these will only ever be stored on electronic basis which meet the Payment Card Industry Data Security Standard (PCI DSS). In addition we may store card details on a manual basis for periods of up to three months after either your transaction with us, or the completion of the service, whichever is the longer.
Use of Whatsapp
If you communicate with us using Whatsapp, you agree to the terms and conditons of Whatsapp here: https://www.whatsapp.com/legal/?lang=en .
You data will be treated otherwise in accordance with our privacy policy however some data may be retained by Whatsapp and we not be able to control this or have this data deleted. If you use Whatsapp you agree to this amendment and Whatsapp terms and conditions. If you do not, please do not use Whatsapp and use an alternative means of communication.
Disclosure of data to third parties for marketing
We will not disclose any of personal data to any third parties for the purposes of marketing, except where you have expressly given permission for us to do so, or you have requested or expressed an interest in services performed by any of our sub-contractors or associated business partners, or are in need of those services, and in such cases we will disclose your contact data and proportionate and appropriate details to allow for the providing or assessing of such services.
The legal basis of processing your data
The legal bases of processing your data are: ‘contract’, as defined by Article 6 of the General Data Protection Regulations where processing is necessary for the performance of a contract to which the data subject is party. ‘legal obligation’, where processing is necessary for compliance with a legal obligation for example compliance with anti-money laundering legislation and accounting practices. ‘legitimate interest’, where processing is required for maintaining contacts with customers and to enable conflict of interest checks or to hold data to the other parties to contracts with a client (such as residential tenants).
Who will have access to the information
We share your information within Key One Property Ltd. We may also share your information with limited third parties (as detailed above) and data processors who may need to access your information for performing the purposes specified above. We may sometimes outsource some of the services set out above to reputable third parties, including for the purpose of holding, processing and ensuring the security of your data. We have data protection compliant agreements in place with all such service providers, so they would only use your information according to our instructions. We take reasonable organisational and technical measures to protect your information against unauthorised access, modification or misuse. We use services provided by reputable and expert security providers and your information is accessed by employees, agents and third party partners on a needs-only basis.
How long will we keep your information
In the absence of any legal requirements, your personal data will be retained for as long as necessary for the purpose of processing as listed above. This means your data will be deleted if you withdraw consent (and we agree) to processing or the data is no longer required or inaccurate. If you decide to cancel any services, we will hold your information for a period which is deemed reasonable. As a general rule, we may keep your data for six years in line with tax requirements, or up to ten years in line with other statutory requirements. We may, on occasion, keep data for longer if there is a genuine necessity to do so. Where you request, and we agree to delete your data, you agree to absolving us of any liability whatsoever for any claim or complaint that you either have made or may make in the future, and further in requesting that we delete your data, you are stating that you have no complaint or claim whatsoever on Key One, their directors, employees, agents or any persons or entities associated with the company whatsoever. This is an absolute condition as it will be impossible for us to resolve any compliant after we have deleted your data. If you stop having any dealings with us (e.g. you cease to remain a client or tenant) all of this still applies.
How to keep us updated with any changes to your information
Please remember to keep us updated on the personal data we hold on you if it is inaccurate or incomplete. All requests to update your personal data must be sent in writing to Key One and third parties will be informed, where possible. Failing to keep us updated with your personal data and contact details may lead to removal of your requirements from our database and you missing out on products or services.
Your rights
You have the right to: 1) To keep us updated. 2) Request a copy of the personal information we hold about you. We require you to prove your identity with two pieces of approved identification. Please submit your request in writing to contact details shown at the end of this notice. We will respond as soon as possible but no later than within one month, of receipt of your written request and confirmed ID. Please provide as much information as possible about the nature of your contact with us to help us locate your records. This request is free of charge unless the request is manifestly unfounded or excessive. 3) Have any inaccuracies in your data corrected. If you would like to update the details we hold about you, please contact us on the details set out at the end of this notice. 4) Request that we delete your personal data so it is erased from our records. 5) Object to certain types of processing such as direct marketing. 6) Object to automated processing, including profiling.
Enquiries and Complaints
Please contact us if you have any enquiries arising from this privacy notice. Where possible, please raise all enquires in writing. If you are unhappy with our work or something that we have done or failed to do, please inform us in writing. We will acknowledge receipt of all complaints and will endeavour to investigate the complaint as soon as reasonably practicable. All complaints should be sent to:
The Director, Key One Property Ltd, 115 Cregagh Road, Belfast, BT6 0LA, tel 02890456162 office@key-one.co.uk
You may also complain directly to the Information Commissioner’s Office if you are concerned with how we are handling your personal information. Their contact details are shown below:
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Tel: 0303 123 1113 or 01625 545745 Website: www.ico.gov.uk
Review of Key One Privacy Notice
This Notice was last reviewed in June 2022. We will notify you about significant changes in the way we treat personal information by sending a notice to the primary email address you have provided to us.