Quilliam Property Services takes your privacy seriously and we are committed to protecting your personal information. Our Privacy Notice explains how we collect, use and share personal information in the course of our business activities. In order to help you find what you are looking for, we have divided the information into the following sections.
The personal information we collect and when and why we use it
Legal basis for using your personal information
Sharing your personal information with others
How we use your personal information for marketing purposes
How we protect and store your personal information
Cookies
Legal rights available to help manage your privacy
How you can contact us
Quilliam is an independent estate agency owned by Julia Quilliam who runs the business as a sole trader at 206 High Street, Brentford TW8 8AH.
This Privacy Notice covers Quilliam Property Services, its websites, mobile applications and mobile websites (collectively referred to as the “Platforms” except where you are notified of another privacy notice or policy by Quilliam who collects your personal information.
Information we receive from third parties
Property portals including Rightmove, Zoopla, On the Market, Prime Location when you request information on properties we are advertising
Social media companies including Facebook, Instagram, Twitter with you interact with us using these platforms
Previous or current landlords for the purpose of referencing
Solicitors, conveyancing agents, mortgage brokers
Other estate agents
Types of personal information we collect
When you register with us to sell or let your property or as a potential purchaser or looking to rent a property, we will collect, process and use personal information.
The types of personal information we collect includes your:
name
title
date of birth
address
contact details (including email address and telephone/mobile number)
residential status
passport details including visa details
marital status and dependants
details of next of kin
details of debts / loans
existing and new mortgage details
estate agent and chain details
insurance details
criminal offences / convictions
salary
accountant details
employer and previous employer’s details
bank details
How we use this personal information
We use your personal information to:
conduct business
send you information about properties and property related services
negotiating sales and lettings
referencing and searches about your identity and suitability to recommend as a tenant or purchaser
protect against fraud, money laundering, tax evasion, right to remain in the UK
manage communications
monitor, evaluate and improve products and services
processing payments
to investigate any complaints
evaluate your interest and suitability in employment
Right to access personal information
You have a right to request that we provide you with a copy of your personal information that we hold and you have the right to be informed of: the source of your personal information; the purposes, legal basis and methods of processing; the data controller’s identity; and the entities or categories of entities to whom your personal information may be transferred.
Right to rectify or erase personal information
You have a right to request that we rectify inaccurate personal information. We may seek to verify the accuracy of the personal information before rectifying it.
You can also request that we erase your personal information in limited circumstances where:
it is no longer needed for the purposes for which it was collected; or
you have withdrawn your consent (where the data processing was based on consent); or
following a successful right to object (see right to object); or
it has been processed unlawfully; or
the personal information must be erased for compliance with a legal obligation under European Union or Member State law to which the relevant Emirates Group entity is subject.
We are not required to comply with your request to erase personal information if the processing of your personal information is necessary:
for compliance with a legal obligation; or
for the establishment, exercise or defence of legal claims.
Right to object to the processing (including direct marketing) of your personal information
You can object to any processing of your personal information which has our legitimate interests as its legal basis, if you believe your fundamental rights and freedoms outweigh our legitimate interests.
If you raise an objection, we have an opportunity to demonstrate that we have compelling legitimate interests which override your rights and freedoms.
You can request that we stop contacting you for marketing purposes.
You can request that we not transfer your personal information to unaffiliated third parties for the purposes of direct marketing or any other purposes.
If you have joined our mailing list, you can manage your marketing preferences automatically by clicking the "unsubscribe" link that you will find at the bottom of our emails which you receive from us, or you can unsubscribe by contacting us or changing your account settings which will remove you from the relevant marketing list.
Right to transfer your personal information
You can ask us to provide your personal information to you in a structured, commonly used, machine readable format, or you can ask to have it transferred directly to another data controller, but in each case only where:
the processing is based on your consent or on the performance of a contract with you; and
the processing is carried out by automated means.
Right to obtain a copy of personal information safeguards used for transfers outside your jurisdiction
You can ask to obtain a copy of, or reference to, the safeguards under which your personal information is transferred outside of the European Union.
We may redact data transfer agreements to protect commercial terms.
Right to restrict the processing of your personal information
You can ask us to restrict your personal information, but only where:
its accuracy is contested, to allow us to verify its accuracy; or
the processing is unlawful, but you do not want it erased; or
it is no longer needed for the purposes for which it was collected, but we still need it to establish, exercise or defend legal claims; or
you have exercised the right to object, and verification of overriding grounds is pending.
We can continue to use your personal information following a request for restriction, where:
we have your consent; or
to establish, exercise or defend legal claims; or
to protect the rights of another natural or legal person.
Right to lodge a complaint with your local supervisory authority
You have a right to lodge a complaint with your local supervisory authority (i.e. your place of habitual residence, place of work or place of alleged infringement) if you have concerns about how we are processing your personal information. We ask that you please attempt to resolve any issues with us first, although you have a right to contact your supervisory authority at any time.
California Shine the Light Disclosure
If we share your personal information with carefully selected third parties for the third party’s own marketing purposes and you are a California resident, you may contact us once per year to request the name of that third party(ies) and the categories of information shared about you. To do so, please send a request to us as set out below with valid proof of California residency. Please note that it may take up to 30 days to process your request.
How to contact us
The primary point of contact for all issues arising from this Privacy Notice is our Data Privacy Officer, Julia Quilliam, Quilliam Property Services, 206 High Street, Brentford TW8 8AH.
If you have any questions, concerns or complaints regarding our compliance with this Privacy Notice, we encourage you to first contact our Data Privacy Officer. We will investigate and attempt to resolve complaints and disputes as quickly as possible and, in any event,, within the timescales provided by applicable data protection laws.
Issue date of Privacy Notice: May 2018
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