This Privacy Notice covers use of personal information as defined in GDPR UK & the Data Protection Act 2018.
We are a professional organisation run by the owners with the help of an excellent team of staff and contractors. The nature of our work as managers of residential and commercial property requires us to collect and use information about tenants, landlords, buyers and sellers. We publish the following privacy policy for transparency but welcome your comment or feedback. By continuing to use our internet site and services you implicitly give your consent to your data being collected and processed in line with this policy.
Williams Property Management is committed to maintaining your trust by protecting your personal data. Personal data is any information relating to an identified or identifiable person. We will process your personal data in a transparent and lawful way. We may change this statement from time to time to reflect privacy or security updates. We encourage you to periodically review this page for the latest information.
Data Controller
The data controller is:
Williams Property Management, 5 The Square, Guildford, Surrey GU2 7QR
When you enquire or register for products and services provided by Williams Property Management we may collect personal information from a variety of sources. The majority of the personal information we collect will have been provided by you during the course of your relationship with us either through face to face contact, by telephone, email or electronic communication such as messaging or emails.
However, we may also obtain your personal data from other sources including:
The table below outlines the types of data we collect and why it is necessary to do so. We may request additional information from you which is relevant to the provision of specific services. If we do this, we will always tell you why the information is needed. We do not ask for "special category" personal information which is sensitive information in accordance with the additional protection it is given under the Data Protection Act 2018 and GDPR.
Telephone calls may be recorded for training, monitoring, and security purposes. We will always advise you before any recording commences.
| Information we may collect directly from you | Why we collect it |
|---|---|
| Your name, address, phone number, email address and your needs | To provide you with estate agency services to find a property to buy, sell, rent or lease |
| Your marital status, date of birth, nationality, employment details | When you enter into a residential sale or letting agreement |
| Your date of birth, nationality and details from identity documents you provide | To perform anti-money laundering and rent referencing checks (as required by law) |
| Proof that you have available funds to support any offer that you make to buy a property | To ensure you able to pay the required amount of deposit |
| Financial information, like a copy of your bank statement or a mortgage offer | To provide evidence of your capability to buy a property and evidence of residency |
| Details of your mortgage arrangements and how long you have owned your property when you register to sell | To perform anti-money laundering checks (as required by law) |
| Details of any mortgage, insurance, licensing documentation and service contracts which you have in place regarding a property you wish to let | Where you are a landlord and we are providing you with letting and/or management services |
| Your marital status, employment details, national insurance number, nationality, residential status, bank details and credit history | To carry out referencing and credit checks |
| Details relating to your property including photographs, floor plans, energy performance certificate, home condition reports, property description, virtual tour, walk through video | To deliver our service to you when you engage us to market a property for you, carry out periodic inspections and perform check-in or check-out reporting |
| Photographs of your property, an inspection report and inventory, to accurately record the condition of your property at the start or end of a tenancy | So we can deliver our management and letting service to you |
| Moving in and out dates and corresponding utility meter readings | So we can deliver our management and letting service to you |
| Your moving in and out dates, and details of the deposit paid where you are a tenant when registering or releasing any deposit from a deposit protection scheme | To fulfil our contract of service |
| Your name, gender, previous name(s), date of birth, telephone numbers, current address, previous addresses, details of your health, any dependents, your nationality, bank account details, savings, investments, existing financial commitments, your credit history, your mortgage requirements and existing protection requirements | To enquire or apply for a mortgage or insurance protection products on your behalf |
| Your communication and marketing preferences | To ensure we only send you details of properties and services you are interested in via your preferred communication method (as required by law) |
We use cookies and other technologies to collect information when you visit our web sites, including when you make use of an online chat facility. Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve the site. Cookies are small text files containing a string of characters that can be placed on your computer or mobile device that uniquely identify your browser or device. Cookies allow a site or services to know if your computer or device has visited that site or service before. Cookies can then be used to help understand how the site or service is being used, help you navigate between pages efficiently, help remember your preferences, and generally improve your browsing experience. Cookies can also help ensure marketing you see online is more relevant to you and your interests. We may collect personal information in connection with your use of our website, such as:
We will process the information you provide or we obtain from other sources to provide you with products and services and answer any questions you may have. The following are examples of how we may use the information we collect:
Williams Property Management processes your personal information under any of the following lawful conditions:
You have the right to withdraw your consent at any time. Please contact the branch or office you have been dealing with. If you are not satisfied with the way your request has been dealt with, please ask to speak directly with one of the Partners. We are human too and respect your right to privacy and want to ensure your are treated fairly and appropriately.
We do not offer any products or services to children (defined as under the age of 16 in GDPR UK). In some circumstances, for example a when arranging a viewing whilst you will be at home, we may ask the age of your dependent children or other adults who may reside with you to ensure we are protecting your privacy at all times.
We may share information you provide us with to ensure delivery of a specific product or service, for example planning advice, your family's home requirements or for any other purpose agreed by you.
Third Party service providers
Where we engage third party service providers to provide products (such as repairs, safety checks, insurance or utility services) or business services (such as tenancy referencing and credit reference checks) we provide them with the minimum personal information needed to perform the service or provide the product we have requested. We ensure all third party service providers understand they are required to protect your information, and not to use it for any other purpose.
The following is a list of third party organisations we may share your information with and the purpose of doing so:
| Third party | Why we share your personal information |
|---|---|
| Approved contractos | To install for sale or to let boards, to appoint managing agents and building maintenance contractors, to arrange EPC visits, to arrange for contractors to provide safety & statutory tests and to take inventories |
| Surveyors | To undertake a structural or Homebuyers survey or to assess premises for repairs or improvement |
| Solicitors or conveyancers | To provide home conveyancing services To pursue a claim for breach of tenancy agreement |
| Mortgage lenders/Banks | To progress your enquiry or application for a residential or buy to let mortgage application |
| Rent and Legal insurance providers | To set up landlord insurances, and in the event of a claim |
| Referencing Companies | To check your creditworthiness, obtain a tenant references and to help prevent fraud and money laundering |
| Local Authority | For the payment of Council Tax |
| Law enforcement bodies including the police, HMRC and local Council | To comply with court orders or legal obligations such as annual reporting of landlord rental income |
| Landlord, tenant or guarantor | To comply with our legal obligations where we are providing a lettings service |
| The parties whose property you have viewed or on whose property you have submitted an offer | To communicate your offer or feedback on the viewing |
| Utility Companies | For payment of utility bills |
| Debt collection companies | To assist us in recovering any monies which are owed |
| Deposit Protection Scheme providers | To provide a Tenancy Deposit Protection Scheme |
| Industry regulators or bodies responsible for improving standards in estate agency | If information relating to you is requested by them in order to protect your interests |
We are required to keep your information for as long as is reasonably necessary to fulfil our legal and regulatory obligations. We have a Retention and Destruction Schedule to ensure we comply with the relevant legislation when processing your information.
Anonymised information on properties and geographical areas may be kept for longer to assist us with property market forecasting and trends. Anonymised information has not personal data connected to it is not subject to privacy legislation or the Data Protection Act 2018 and may be kept for as long as it is needed.
You have a number of rights concerning the personal information we process about you. You have the right to:
Subject Access Request
If you wish to make a request for access to a copy of your personal data, or to exercise any of your other rights, please write to us at the address below. Please be aware if we receive all the necessary information with your request, we are able to locate your data and send it to you more quickly:
Subject Data Requests
Williams Property Management
5 The Square, Guildford GU2 7QR
We are requiredWe store your personal information on our electronic computer systems and in our paper filing systems. In accordance with the law we have strict security procedures to ensure that personal information is not damaged, destroyed or misused, and to prevent unauthorised access to your information. The advantage of being a small organisation is that you will most probably be known personally to the member of staff you have interacted with. We are as sensitive about personal data as you are and will treat any breach, or concern of breach, of security immediately. Serious data breaches are reported to the ICO within 72 hours, in accordance with the GDPR UK and the Data Protection Act 2018.
We reserve the right to amend and update this Privacy Notice as required, therefore it is advisable you review this notice at regular intervals.
