Our contact details
Name: Matt Lanninge
Address: One Elmfield Park Bromley BR1 1LU
For the purposes of the UK General Data Protection Regulation 2021, The Property Expert Ltd is the data controller.
This policy (and any other documents referred to in it) sets out the basis on which any personal data we collect from you, or that you may provide to us, will be processed by us.
The type of personal information we collect
Personal data means any information relating to an identified or identifiable natural person (‘data subject’). An identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data (including photographs of a property), an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.
How we get the personal information and why we have it
Most of the personal information we process is provided to us directly by you for one of the reasons in the table below:
|Why do we collect||Personal information we collect|
You visit our https://thepropertyxp.com website and fill in the contact form or phone us directly to:
|Perform our anti-money laundering legal obligations||First, middle and last names|
|Passport or driving licence image|
Who we share your personal information with and why
We may share your personal information to enable us to sell or let your property or to purchase you a property.
|Information||Who Shared With||Why||Country||Data Protection Adequacy|
|All Personal Information we collect (in the table above)||Virtual Amici Ltd – virtual personal assistant||To arrange viewings of your property and perform administration tasks||UK||UK GDPR|
|Name, address, email address and phone number||Apple Contacts app||To enable The Property Expert to contact you||Ireland|
|Google Workspace||To include your personal information in documents and emails||USA||UK Extension to the EU-US Data Privacy Framework|
|Fergus Burnett Photography||To enable Mr Burnett to photograph your property||UK||UK GDPR|
|Name, address, bank statements, salary details, passport or driving licence image and bank sorting code and account number||Landmark Information Group Ltd||Perform anti-money laundering check||UK||UK GDPR|
|Name, address, email address, phone number||Loop Software Limited – provider of our CRM system||To manage our relationship with you and manage the progress of our transaction with you||UK||UK GDPR|
|Photographs of your property||WeTransfer B.V.||To transfer the photographs from Fergus Burnett Photography to The Propert Expert and, the, to you.||The Netherlands|
|Address and photographs of your property||Property selling websites, e.g. Zoopla, Rightmove, PrimeLocation, Onthemarket||To sell your property||UK||UK GDPR|
|Name, address contact number, email address||Solicitor – John Hamilton of Setfords Solicitors||To manage the sale of your property and /or prurchase of a property||UK||UK GDPR|
|Name, address||Quickbooks accounting system||To record the financial transactions related to your sale or purchase||UK||UK GDPR|
If on our https://thepropertyxp.com website you click any of the social media (Facebook, Instagram, X formerly Twitter, LinkedIn and YouTube) icons to connect with The Property Expert via social media any data you exchange on those sites is subject to their privacy notices.
Under the UK General Data Protection Regulation (UK GDPR) we are required to have a lawful basis to justify the processing of your personal information. The lawful bases we rely on for processing your personal information are:
- If you have entered into a contract with The Property Expert for any of the services listed on our https://thepropertyxp.com website the legal basis is contract.
- If you signed up to receive our quarterly newsletter the legal basis is consent. You can withdraw consent at any time by emailing us at firstname.lastname@example.org with the title Withdraw Consent.
How we store your personal information
We store your personal data securely in our systems. We retain your personal information to meet our legal, regulatory and operational requirements as detailed in the table below. The retention period is the time data is retained after completion or the end of our relationship with you.
|Information||Why We Retain it||How Long For|
|Personal information collected related to a financial transaction in our Quickbooks accounting system||We are required to keep it for our company financial reporting and HMRC compliance.||7 years|
|Full record of the marketing, sales, purchase, letting and rental of property||The Property Ombudsman regulations||6 years|
|Personal information collected to perform anti-money laundering check||Compliance with Money Laundering Regulations||5 years|
|Your name and email address||To send you news about our products and services||1 year after our last contact with you|
Your data protection rights
Under data protection law, you have rights including:
Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us using the contact details at the top of this document if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us using the contact details at the top of this document and we will endeavour to resolve your complaint to the best of our ability.
Should we be unable to resolve your complaint you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk