Squires Estate Agents Ltd (we, our, us or Squires) is committed to protecting any personal information you provide, its security and your privacy. This privacy policy, combined with our terms and conditions and any relevant, related documents, explains how and why we collect, store and use any personal information about you. Please read this carefully, so that you understand and agree with the terms of this Privacy Policy.
By using, browsing and accessing the www.squiresestateagents.co.uk website (‘the website’) you confirm that you have read, understood and agree to the terms of this Privacy Policy.
Data Protection
This refers to data protection act until from, 1998 until 25th May 2018, and from, 25th May 2018 until this law no longer applies to general UK law, or no longer applicable under General Data Protection Regulation (EU) 2016/79 (GDPR).
Under data protection law we will do the following with your personal information:
- Collect and use your information in a lawful fair and transparent way
- Clearly explain why we collect your data and will not use it in any other way
- The information we collect must be valid and up-to-date
- It will only be kept as long as necessary for the purposes that we discussed
- Kept securely in both digital and printed format
How Squires get information about you
Information you give to us:
We may ask you to provide information about you by completing forms on our website, by corresponding on email, phone or in person on Squires premises. The information we ask you includes:
- Name
- Contact number
- Home address
- Bank details
- Photographic ID
- Proof of address
- Bank statements
- Payslips
- Financial details
- Records and contents of our communication with you including emails and feedback you provide
What kind of information do we hold about you?
Personal data or personal information refers to any information about an individual, from which they can be identified. This excludes anonymous data where identity has been removed.
Squires may collect, store and use the following information about you:
- Information you give to us: You may give Squires information when you contact us in person on our premises, on the phone, email or on our site www.squiresestateagents.co.uk or any other site which is used by us for marketing purposes (www.rightmove.co.uk). This may include your name, telephone number, address, email address and financial information and other personal information should you decide to disclose them in the comments section. Please note that third parties may also use cookies and other web storage technology to collect and receive information from your websites, apps and other places on the internet. This may be used to provide measurement services or targeted ads.
- Does our website collect information about people and when they visit our site?: Technical information may be collected (e.g. IP addresses) traffic data, location data, web logs, or any other communication data, browser type version, time zone setting, browser plug-in types and versions, operating system and platform, ID number, online identifier, and other similar identifying information required for your devices to communicate with websites and applications on the internet.
- Information we may receive from other sources: We may receive information about you from third parties (including business partners providing technical, advertising networks and analytics).
Disclosure of your information
The following information may be shared with selected third parties including but not limited to:
- Business partners, suppliers and sub-contractors, for the performance of any contract we enter into with them or with you.
- Advertisers and advertising networks, social networks that require the data to select and serve relevant adverts to you.
- Analytics and search engine providers that assist us in the improvement and optimisation of our site and services.
Reason we disclose your information to third parties:
- When we buy or sell any business or assets, we may need to disclose your personal data to the prospective seller or buyer of such business or assets.
- If Squires Estate Agents Ltd or substantially all of its assets are acquired by a third party, any personal data held by it about its clients will be one of its transferred assets.
- If we are under any legal obligation to enforce or apply our terms of use and other agreements; or to protect the rights, property or safety of Squires Estate Agents Ltd, our clients, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
How will we use your information?
Squires will use your information:
- To contact you
- To carry out necessary obligations as per our signed contracts with between you and us
- To provide you with information about goods and services that Squires offer
- To carry out credit checks
- To carry out Anti Money Laundering checks
- To communicate with you about new properties on the market that may be of interest to you
- To monitor traffic patterns to improve our site and products
- To contact you about completing a testimonial
- To verify your identity
- To prevent and detect fraud or abuses of our site
- Where we have a legal right or duty to use or disclose your information (for example in relation to an investigation by a public authority or in a legal dispute)
Sharing data with third parties
Squires do not share or transfer information to anyone for marketing purposes without your consent. However it may be necessary to share your personal information with third parties for the following reasons:
- To make certain services available to you, we might need to share your personal information with some of our service partners including IT and marketing service providers.
- We only provide this information when we have confirmed they will also apply the appropriate data protection and security controls (i.e. they only use your data to provide services to us and to you, and for no other reasons / purpose).
We may also receive personal data about you from the following third parties and public sources:
- Creditsafe based in the EU
- Rightmove based in the EU
- Companies House based in the EU
Other third parties
- During the referencing process your details will be sent to fraud protection agencies to carry out background checks.
- If we have to disclose your information in order to comply with legal obligation
- To enforce or apply the terms of our contract with you
- Protect the rights, property or safety of Squires, our customers or others.
- If you are contacted by third parties you will need to read their terms and privacy policy to find out how you can opt-out of receiving marketing emails and materials directly from them.
Marketing
As stated in our terms of business you have the right to withdraw your consent for us to use your personal data for marketing purposes at any time; to pass your information to third parties for marketing purposes. However, withdrawal of consent to use your data for this purpose will mean that we must cease marketing goods and services to you.
You can withdraw your consent in the following ways:
- Email mail@aquiresestateagents.co.uk
- Telephone our office directly and speak to a member of our team 0208 422 1235
- Write to us at Squires Estate Agents Ltd, Fourth Floor, 166 College Road, Harrow, HA1 1BH
How long will we keep your information?
We will retain your personal information no longer than is necessary for the purpose we obtained it for thereby reducing the risk that it will become inaccurate, out of date or irrelevant. Information that is no longer needed will be securely deleted. Different retention periods apply for different types of data, however the longest we will normally hold any personal data for 5 years, as lawfully required.
What are the consequences of failing to provide personal information or withdrawing consent?
If you fail to provide certain information when requested:
- We may be prevented from complying with our legal obligations
Informing us of changes
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.
Change of purpose
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. We will notify you and we will explain the legal basis which allows us to do so. Please note that we may process your personal information without your knowledge or consent where this is required or permitted by law.
Anti-Money Laundering Directive
Squires Estate Agents Ltd is registered with and supervised by HMRC & Customs for compliance with the Money Laundering Regulations 2017.
Squires Estate Agents Ltd is aware that the real estate industry is a target for criminal activity and criminals who launder the proceeds of criminal activity. We always endeavour to prevent this sort of criminal activity. Therefore we work with authorities and companies that can help us to report suspicious activity to the National Crime Agency.
Therefore, Squires is strictly compliant with the Anti-Money Laundering Directive, its rules, and with emphasis on:
- Terrorism Act 2000
- Proceeds of Crime Act 2002
- Bribery Act 2010
- Money Laundering Regulations 2017
The Anti-Money Laundering Directive is applicable to all customers and clients that work with Squires including vendors, buyers, landlords and tenants. We are required to lawfully obtain and retain your personal information for a period of 7 years. In order to carry out the relevant checks we need:
- Photographic identification (e.g. passport, driving licence). Client identity will be subject to an electronic identity check (this may include a credit check).
- Proof of address
- Bank Statements
- Proof of ownership of property (where appropriate).
Without obtaining this information we are unable to proceed with any work or services with or on behalf of our clients / customers.
What are your rights?
Right of access – You have the right to obtain confirmation that your data is being processed and access to your personal data. You can make a request by email to mail@squiresestateagents.co.uk or in writing to Squires Estate Agents Limited, Fourth Floor, 166 College Road, Harrow, HA1 1BH.
In most cases we will provide a copy of the information free of charge. However, we may charge a reasonable administration fee when a request is manifestly unfounded or excessive or to comply with requests for further copies of the same information although this does not mean that we will charge for all subsequent access requests.
We must without delay and in any event within 1 month of your request (subject to extensions in some cases):
- Confirm what personal data we hold about you;
- Provide a copy of the data in commonly used electronic form
- Provide any supporting explanatory materials.
We can extend the time to respond by a further two months where requests are complex or numerous. If this is the case, we will inform you of this within one month of the receipt of the request and explain why the extension is necessary.
Where requests are obviously unfounded or excessive we can refuse to respond. In such cases, we will, within one month, explain why and will inform you of your right to complain to our Supervisory Authority and to pursue a legal remedy.
Data portability – in addition to your access right you can require us to provide a copy of your information that we hold in a commonly used machine readable format
Rights of Correction and Erasure (“right to be forgotten”) – You may ask us to correct or remove information you think is inaccurate.
Right to withdraw consent or restrict processing
Processing for marketing purposes – You may object, at any time, to the processing of your personal data for direct marketing purposes. When you register and every time we get in touch with you, we will offer you the opportunity to opt-out of any service to which you have subscribed. Any e-mail we send you will contain an easy automated opt-out.
Processing for our legitimate interest – You can object to any processing which is for our legitimate interests or those of a third party in which case, the processing must stop, unless there are compelling legitimate grounds for the processing which override your rights, or where the processing is necessary in relation to legal action.
You can raise an objection, withdraw consent or restrict processing by email to mail@squiresestateagents.co.uk, or in writing to Squires Estate Agents Ltd, Fourth Floor, 166 College Road, Harrow, HA1 1BH.
Right to Complain – If you have any concerns with how we store and use your data please contact our Data Protection Officer by email at mail@squiresestateagents.co.uk, or in writing to Squires Estate Agents Ltd, Fourth Floor, 166 College Road, Harrow, HA1 1BH. You may also complain to our Supervisory Authority, the Information Commissioner’s Office by using their live chat service via their website at ico.org.uk/global/contact-us/live-chat or by phone on 0303 123 1113 or, where different, the Supervisory Authority where your data has been processed. We will advise you of this where appropriate.
Automated decision making
You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making, unless we have a lawful basis for doing so and we have notified you. We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.
How we keep your information secure
We will maintain appropriate safeguards to ensure the security, integrity and privacy of your information and will take reasonable steps to try to ensure that third parties to whom we transfer any of your information will provide sufficient protection of that information.
Changes to our privacy policy
We will regularly review this Privacy Policy, taking account of any complaints about information handling and updating it as necessary to reflect any changes in our collection and use of personal data. Any changes we may make in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes. The Privacy Policy was last updated in May 2018.
How to contact us
Questions, comments, feedback, complaints and requests regarding this Privacy Policy should be addressed to: The Data Protection Officer by email to mail@squirtesestateagents.co.uk, or in writing to Squires Estate Agents Ltd, Fourth Floor, 166 College Road, Harrow, HA1 1BH.
Your Activity
You use the Squires website at your sole risk. You agree that you will be personally responsible for your use of this Site and for all of your communication and activity on this Site. We reserve the right to deny you access to this Site, or any part of this Site, at any time without notice. If we determine, in our sole discretion, that you engaged in prohibited activities, or otherwise violated the Terms and Conditions, we may deny you access to this Site on a temporary or permanent basis and any decision to do so is final.
Indemnity
You acknowledge that you are solely responsible for the way in which you use this website, the results and information you obtain from it. You are also responsible for all warranties, conditions, undertakings, representations and terms whether expressed or implied, statutory or otherwise are hereby excluded to the fullest extent permitted by law.
Whilst we take every care to ensure that the standard of this website remains high and to maintain the continuity of it, we do not accept any ongoing obligation or responsibility to operate this website (or any particular part of it).
These terms and conditions and your use of this website are governed exclusively by English law.
This does not affect your statutory rights as a consumer.
Squires Estate Agents Limited is registered in England (06366710). Our registered office is at Fourth Floor, 166 College Road, Harrow, HA1 1BH.
