The A.J.Eyre and Sons privacy notice provides information on how we, our representatives and third party provides, collects, uses, secures, transfers and shares your information. A.J.Eyre and Sons is a trading style of Hartidge Properties Limited. We operate from a single premises which is located at:
51 London Road
Waterlooville
Hampshire
PO7 7EX
Our registered office is:
Wellesley House
204 London Road
Waterlooville
Hampshire
PO7 7AN
The phrases “A.J.Eyre and Sons”, “us” or “we” shall, when used herein, are used in respect of whom this statement is made.
By using our website, services or by providing information to us, you agree to the collection, use, storage and distribution of your information and/or date in accordance with the contents of this statement. Should you have any queries relating to your data, please contact our data protection officer, Mrs D Hartridge, by emailing sales@eyreandsons.co.uk or writing to us at the above mentioned address.
Information which we collect
Should you decide to use our services, it is normally necessary for us to collect information. Instances when we must collect information include but are not limited to, booking appointments, negotiating offers, initiating sales, adding details to our prospective buyers mailing list and when accepting instructions to sell a property.
Information which we typically collect and store may include the following:
- First name
- Middle name(s)
- Surname
- Previous names
- Date of birth
- Marital status
- Gender
- Present and previous addresses
- Residential status
- Nationality
- Primary and secondary ID
- Proof of address such as utility bills
- Bank statements
- Mortgage ‘Decision in Principle’
- Mortgage details and/or statements
- Proof of deposit funds
- Details of family members or other persons who have a financial bearing on a transaction
- ‘Grant of Probate’ for deceased persons
- ‘Power of Attorney’ documentation
- Insurance details
- Email address
- Telephone numbers
- Fax numbers
- Solicitors details
- New property details
- Estate agents details
Methods of Collection
- Yourself (including verbally in person, in branch) websites, social media, in writing and by telephone)
- Spouse, relation or next of kin
- Business associates
- Financial institutes such as banks and building societies
- Government registers such as the Land Registry
- Solicitors and law firms
- Estate agents
- Financial advisors
We also collect data and information electronically, some of which may be anonymous, when you communicate with us, use our website or use a website on which we advertise. Our website is connected to Google Analytics and this helps us to understand user interaction.
In additional to data already listed in this document, this could also include:
- P. address
- Information about your device browser or operating system
- Cookies (small pieces of information which are downloaded to your devices browser in order to improve your online experience)
- Links you click
- Web pages which you view
- Your location
Purposes of Data Collection
Generally, we collect, hold and use your information for several reasons including to enable us to provide our services to you, security, fraud prevention, anti-money laundering and legal record keeping obligations.
The nature of our business makes it necessary for us to hold personal details so that we can provide our services. In most cases our client base can be split into two distinct categories which are prospective purchaser/buyer and seller.
The reasons we may collect prospective purchaser/buyer information:
Throughout the buying process, there are several stages at which it may be necessary for us to gather information.
Mailing List
We require personal/contact information, your search criteria and a basic understanding of your situation and financial arrangements in order to add you to our mailing list. This allows us to keep you updated of properties coming to the market.
Arranging Viewings
We require personal/contact information and a basic understanding of your situation and financial arrangements. This is for security and allows us to give our vendors an understanding of the person who will be viewing their property.
In most cases, if you arrange a viewing with us we will consider this a ‘soft opt-in’ and we will also add your details to our mailing list in order to update you of other property which could be suitable. You can be withdrawn from our mailing list at any point by making your request by email to sales@eyreandsons.co.ok, writing to us or by speaking with a representative either by telephone or at our office. Your details will not be distributed to third parties without your consent.
Arranging Financial Advice
Should you request financial advice, we require basic personal/contact details and your consent to pass these details to our third party financial advisor, so they can contact and assist you. We may also try to establish your situation and intentions.
Offer Negotiation
We require personal/contact information. In addition, we may also ask for other information including, but not limited to, financial advisor’s details, estate agent’s details and solicitor’s details. We may also try to establish your situation and intentions. This information is passed to our vendor and helps them to make an informed decision on whether to accept or decline your offer.
Offer acceptance
Should you have an offer accepted, we require the following (where applicable):
- Personal details
- Contact details
- Photo ID
- Secondary ID / Proof of address
- Financial advisor’s details
- Solicitor’s details
- Estate agent’s details
- Bank statement
- Mortgage ‘Decision in Principle’
- Details of other parties who are involved in the transactions such as family members who are gifting money
- An understanding of your situation and intentions
Please note the above list is not exhaustive because scenarios can vary.
We reserve the right to use third party providers to verify your identity should we feel this is necessary.
We collect this information in order to give our vendors a basic understanding of their prospective purchaser(s), protect their interests and to prevent fraud. We must meet our obligations under the ‘Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017.’
The reasons we may collect homeowner and vendor information:
Arranging Valuations
We require personal/contact information and a description of the property which you own. We may also try to establish your intentions and situation so that we can offer appropriate selling advice. This information is required for both security and to allow us to provide our services to you.
Accepting Instructions
Should you instruct us to sell your property, we require the following (where applicable) in order to establish and confirm your identity:
- Personal details
- Contact details
- Photo ID
- Secondary ID / Proof of address
- Solicitor’s details
Please note the above list is not exhaustive.
We reserve the right to use third party providers to verify your identity should we feel this is necessary.
Acceptable forms of Identification
Below are some examples of acceptable identification. In most cases it is necessary for us to take copies for our records and to meet our obligations:
- Valid UK passport
- Valid UK Driving licence
- Valid EU/EEA/Switzerland photo driving licence or national identity card
- Valid local authority bus pass
- Valid UK armed forces identity card
- Valid disabled drivers pass
Below are some examples of acceptable secondary identification:
- UK bank or building society statement from the past 6 months showing address, account number and sort code
- UK mortgage statement from the past 6 months showing address and account number
- Utility bill from the past 6 months
- HMRC Inland Revenue assessment or statement showing national insurance number and dated within the past 12 months
- Department of Work and Pensions letter confirming NI number and dated within the past 12 months.
Timescales for Storage of Information
We keep information for an amount of time that allows us to perform our business and maintain compliance. We are obliged to keep records of transaction for 7 years.
We may store information for longer if we feel there is legitimate reason for doing so.
Lawful Basis for Processing Information
Consent
Where we gather and process your information we will first seek your prior and unambiguous consent. If we consider there has been a ‘soft opt-in’ you will be provided with a simple way in which to opt out.
Legitimate Interests
Legitimate interests include:
- Prevention of fraud
- Anti-money laundering
- Risk assessment and diligence
- Due diligence
- Marketing
- Providing services to buyers and sellers
- Web analytics
- Organising third part services such as solicitors, financial advice and surveys.
Performance of Contract
Where you have entered into a contract with us, we will need to process your information in order to fulfil our requirements.
Sharing Information
We never sell, disclose nor distribute your information except with your prior knowledge or consent. In performance our duties, sometimes it is necessary to share information and engage third parties. Some examples of third parties with whom we may share information include, but are not limited to:
- Vendors who are connected to a property which you are viewing, interested or purchasing
- Purchasers who are buying or interested in buying a property which you are selling
- Local authorities
- Solicitors and law firms
- Financial institutions such as banks and building societies
- Surveyors
- Financial advisors
- Other estate agents who are connected to you or your property transaction.
- Third party firms offering identity checks
- Any authority who requires your information and we are legally obliged to provide it.
We reserve the right to transfer your information in the event of a sale/transfer either wholly or partially of our business. You could exercise your right to contact the acquiring entity with any queries relating to the processing and protection of your information.
Your Rights
You have the right to request copies of information which we hold about you at no cost.
Should you feel that any information we hold is inaccurate you may contact us to request an amendment. If we refuse to make the amendment we will write to you outlining our reasons except in the instance it would be unreasonable to provide the reasons.
To object to any processing of your information, you may contact us and we will endeavour to accommodate on the basic assumption that it does not conflict with our legal obligations.
If you would like any of your information deleted, you may contact us and we will endeavour to accommodate on the basic assumption that it does not conflict with our legal obligations.
Where you have provided us with consent to gather, process, retain or distribute your information, you may withdraw this consent at any time except where it may conflict with our legal obligations.
If your rights to data removal are limited by law, you will be informed.
Protecting your information
The security of your information is of paramount importance to use and we are fully committed to protecting all the data which we collect and retain.
We use electronic, physical and administrative to safeguards to ensure that your information is protected from unpermitted disclosure, unauthorised access and unauthorised use.
When the time comes that your information is no longer required for the purpose which is was collected, it will be comprehensively destroyed or permanently de-identified.
Privacy Statement Updates
This statement was written in May 2018 and will be periodically updated. Should there be notable changes, contact will be made with any persons whose data it may concern.