Privacy Policy of Elmwood Property Group LTD
At Elmwood Property Group LTD (“we,” “our,” or “us”), we are committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (GDPR) and other applicable laws in Scotland. By using our services or engaging with us, you agree to the practices described in this policy.
1. Information We Collect
We may collect and process the following categories of personal information:
1.1 Personal Information You Provide to Us
- Contact details: Full name, address, email address, phone number, and other contact information.
- Identity verification: Date of birth, passport or driving licence details, proof of residency, utility bills.
- Financial information: Bank account details, income, property purchase or rental history, mortgage or financial arrangement details.
- Employment and tenancy references: Professional background, current and previous tenancy information.
- Communication records: Emails, phone call logs, and other forms of communication with us.
1.2 Information We Collect Automatically
- Website usage data: Information about how you use our website, such as IP addresses, device details, browser type, and the pages you access.
- Cookies: We use cookies to track user behaviour on our website and improve user experience. For more information, please refer to our Cookie Policy.
1.3 Information from Third Parties
- Information from credit reference agencies, anti-money laundering checks, publicly available records, and professional networks to verify identity or carry out background checks as required by law.
2. How We Use Your Information
We use your personal information for the following purposes:
- To provide estate agency services: Buying, selling, renting, or letting property, and any other related services.
- To comply with legal obligations: Ensuring compliance with anti-money laundering regulations, property transaction laws, tax laws, and tenancy regulations.
- For marketing purposes: If you have given consent, we may send promotional offers, property alerts, and updates on our services.
- Customer support and communication: To respond to queries, requests, or complaints regarding our services.
- Financial processing: Managing payments, deposits, or refunds related to property transactions.
- Property viewings and inspections: To arrange viewings, appraisals, or inspections of properties.
- Improving our services: Analysing data to enhance our website, services, and customer experience.
3. Legal Basis for Processing
Under GDPR, we rely on the following legal bases to process your personal information:
- Performance of a contract: Processing necessary to fulfil the contract you enter with us when buying, selling, renting, or letting a property.
- Legal obligation: To comply with statutory or regulatory requirements such as anti-money laundering checks.
- Legitimate interest: Where we have a legitimate business interest that does not override your privacy rights, such as improving services and protecting our business.
- Consent: When you provide explicit consent for us to use your information for marketing or other non-essential purposes.
4. How We Share Your Information
We do not sell or rent your personal information to third parties. However, we may share your data with:
- Business partners and contractors: Third-party service providers assisting in property surveys, legal services, financial services, and repairs.
- Government authorities and law enforcement: To comply with legal or regulatory obligations, such as anti-fraud, anti-money laundering, or tax regulations.
- Professional advisors: Lawyers, accountants, or financial advisors in connection with the sale, purchase, or rental of a property.
- Credit reference agencies and financial institutions: To verify creditworthiness and carry out financial due diligence.
5. International Transfers of Data
In some cases, we may need to transfer your personal information outside of the UK or European Economic Area (EEA). We will ensure any such transfer is done in accordance with data protection laws and that adequate safeguards, such as standard contractual clauses, are in place.
6. Data Retention
We will retain your personal data for as long as is necessary to fulfil the purposes outlined in this Privacy Policy, including meeting any legal, accounting, or reporting requirements. After this period, your data will be securely deleted or anonymised.
7. Your Rights
You have the following rights regarding your personal data under GDPR:
- Access: You can request a copy of the personal data we hold about you.
- Rectification: You have the right to correct inaccurate or incomplete data.
- Erasure: You can request the deletion of your personal data, subject to certain conditions.
- Restriction: You can request that we limit the processing of your personal data under certain circumstances.
- Data portability: You can request a copy of your data in a commonly used format to transfer to another service provider.
- Objection: You can object to the processing of your personal data for direct marketing or in other specific circumstances.
- Withdraw consent: If processing is based on consent, you have the right to withdraw your consent at any time.
To exercise these rights, please contact us using the details provided below.
8. Security of Your Data
We take the security of your personal information seriously. We implement appropriate technical and organisational measures to protect your data against unauthorised access, loss, destruction, or alteration. However, no data transmission over the internet is completely secure, and we cannot guarantee the absolute security of your information.
9. Changes to This Privacy Policy
We may update this Privacy Policy from time to time. We will post any changes on this page and, where appropriate, notify you by email. Please check back frequently to see any updates.
10. Contact Us
If you have any questions or concerns about this Privacy Policy or how your personal data is handled, please contact us at:
Elmwood Property Group LTD
47 Bank Street
Irvine
KA12 0LL
01294 665 007
office@elmwood-property.com
47 Bank Street
Irvine
KA12 0LL
01294 665 007
office@elmwood-property.com
This Privacy Policy was last updated on 09/10/2024
