Introduction
Ellis And Partners (Bournemouth) Limited provides property survey and valuation services, property agency (sales and lettings), building contract management and property management (“property consultancy services”) to private individuals, corporations and trusts and charities and lender clients – see https://www.ellis-partners.co.uk/ page for more information on our particular specialisations and company ethos.
As a company, we take our responsibility for complying with the General Data Protection Regulation (GDPR) seriously at the highest management level.
Ellis And Partners (Bournemouth) Limited is a company incorporated in England and our registered office is Old Library House 4 Dean Park Crescent Bournemouth Dorset BH1 1LY. We are registered with the Information Commissioner’s Office (registration number ZA019855). Our Company is regulated by the Royal Institution of Chartered Surveyors (RICS).
How we collect information from you
This Privacy Policy governs the manner in which our Company (whether as a Data Controller or Data Processor) collects, uses, maintains and discloses information. This covers information collected on individuals (Data Subjects) from various sources including:
- users (“User”) of the https://www.ellis-partners.co.uk/ website (“Site”)
- our clients, for whom we carry out property consultancy
- applicants for properties
- tenants or properties we manage
- service providers/contractors to properties we manage
- other parties involved in the process of us carrying out our services, such as solicitors
- applications from people to join Ellis And Partners (Bournemouth) Limited
- our employees
This Privacy Policy applies to the site and all products and services offered by Ellis And Partners (Bournemouth) Limited
Personal information we collect
Agency
If you are buying, selling or seeking to let a property through us;
- Your contact details (telephone numbers, email, address) to get in touch with you about organising viewings and updating you on any offers received.
- Where you are not the legal owner of the property, we will request details from you as to your ability to sell or let the property such as a Grant of Probate.
- Where you engage with us, we may collect information required to identify you to meet anti-money laundering and counter terrorist financing requirements.
- If we are dealing with an entity such as a company, trust or charity, we may need to obtain personal information for the beneficiaries of the entity and those in a position of control. This will include, but is not limited to, identity and address documents. We may also need to collect information on other individuals who have an interest in the property who are not considered to be our customers.
- Your bank account details to arrange onward payment of any sums due to you.
- Where we are working alongside third parties such as solicitors, developers, joint or multi agents, we may need to share these documents on the basis of legitimate interests.
- If you wish to purchase a property we are advertising for sale, we will collect personal information relating to any specific access requirements you may have in relation to a property so that we can find a property that is suitable for your needs. We will also collect personal information required to source a property for you and, where required, negotiate the purchase of a property on your behalf.
If you wish to rent a property;
- Personal information relating to specific access requirements so that we can find a property that is suitable for your needs
- Your bank / building / similar account details to allow us to take up references and to set up your rental payments if we manage the property.
- If you are a tenant renting under the 'Right to Rent' scheme we will collect details of your passport, your immigration status document and/or your birth certificate to carry out our required checks under this scheme
- We may also need to collect specific identity documents from you for the purpose of preventing and detecting crime, fraud or money laundering.
Property Management
- Where we engage with you to manage property on your behalf we will ask for additional emergency contact information in case we need to get in touch with you outside of working hours or in the event there is a matter requiring your urgent attention.
- Where you are a tenant in a building we managed, we may need to share your personal information with the property owner.
- Where we operate CCTV in a property, we may capture your image, which would constitute your personal data.
Valuation, rent review, lease renewal, building survey and all other services
- We may collect your contact details as a client.
- We may collect your contact details as an occupier of a property we are dealing with.
- Our business receives valuation instructions from Banks, Pension Funds and financial institutions (lenders) to inspect and value properties for mortgage lending and acquisitions purposes. Where this is the case, we do not have a direct relationship with the end consumer (ie, the Bank’s customer or the pension fund beneficiary).
- Our business also receives instructions to value and/or survey properties from members of the general public, corporate bodies and trusts and charities. Where this is the case, the client is our direct customer.
How we use collected information
We may collect and use personal information for the following purposes:
- to provide property consulting services
- to fulfil our obligations as an employer
- to improve customer service: information you provide helps us respond to your customer service requests and support needs more efficiently
- to resolve complaints
- to send periodic emails: we may use your email address to respond to your enquiries, questions or other requests.
If you decide to opt-in to our mailing list, you will receive emails that may include available properties, company news, updates, related product or service information, etc. If at any time you would like to unsubscribe from receiving future emails, we include detailed unsubscribe instructions at the bottom of each email or you may contact us via our . https://www.ellis-partners.co.uk/contact/ page.
Retention Period
We will only store your personal information for as long as reasonably necessary to fulfil the purposes set out in this Privacy Policy and to comply with our regulatory and/or legal obligations.
Case Files: these are normally kept for 15 years to cover legal and operational requirements consistent with the status of being a limited company but we may be are obliged to retain records for longer.
Personnel Records: these are kept for 6 years after an employee leaves the Company. We do not retain CVs for unsuccessful applicants after a vacancy has been filled unless we have the applicant’s permission.
Once the relevant retention period has expired, all records are destroyed as ‘Confidential Waste’.
Lawful Basis
We process the information we collect in line with some of the legal bases of GDPR. We only hold personal information that is necessary, fair and lawful for the purpose for which it was collected.
Contract: for our employees, companies that supply our data processing services and our clients for whom we supply property consulting services.
Legitimate Interest: the personal information supplied to us by our clients in order that we can carry out our contract for them.
Legal Obligations: there may be circumstances when we are required to share your personal information with a law enforcement agency.
Consent: we will collect and process your date when you confirm that you would like to receive specific marketing materials.
Personal identification information
We may collect personal identification information from you in a variety of ways, including, but not limited to, when users visit our site, subscribe to any newsletter, and in connection with other activities, services, features or resources we make available on our Site. Users may visit our Site anonymously. We will collect personal identification information from Users only if they voluntarily submit such information to us. Users can always refuse to supply personal identification information, except that it may prevent them from engaging in certain Site related activities.
Information is also collected from job applications, applications to join our panel of valuers and instructions received from our corporate clients, or received from you direct.
Non-personal identification information
We may collect non-personal identification information about Users whenever they interact with our Site. Non-personal identification information may include the browser name, the type of computer and technical information about Users means of connection to our Site, such as the operating system and the Internet Service Providers utilized and other similar information.
Web browser cookies
A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about webpage traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
Overall, cookies help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.
You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.
How we protect your information
We adopt appropriate data collection, storage and processing practices and security measures to protect against unauthorized access, alteration, disclosure or destruction of your personal information, username, password, transaction information and data stored on our Site and inhouse databases and filing systems.
We require our suppliers of 3rd party systems (accounts and property management from our clients) to provide appropriate levels of security to protect the information we add to and store within their systems.
In the event of a data breach that is likely to result in a high risk of adversely affecting your rights and freedoms, we have procedures in place to rigorously investigate the cause. We will contact you if we have the slightest concern that your personal information has been compromised. We would also report the event to the Information Commissioners Office (ICO) within 72 hours of becoming aware of the breach.
Sharing your personal information
We do not sell, trade, or rent your personal identification information to others. We may share generic aggregated demographic information not linked to any personal identification information regarding visitors and users of our Site with our business partners, trusted affiliates and advertisers for the purposes outlined above.
How we share employees’ personal information is detailed within our Employee Privacy Notice. Information sent to us as part of an application to join our Company or panel of valuers will be subject to the usual Pre-employment Screening checks for which we use Disclosure Scotland to carry our criminal record checks and Experian to carry out credit referencing and identity verification.
We would share information with legal or regulatory authorities, such as assisting with crime and fraud prevention.
We do not share your personal information with organisations outside of the United Kingdom.
Your Individual Rights
Right to be informed: these matters are covered in this Privacy Policy
Right of access / data portability: you can request a copy of the personal information that we hold for you. If the details of where to send the information are different from those in our records, we may need proof of your identity before being able to respond to your request.
Right to rectification: to ensure your data is correct and complete
Right to erasure: you can request that your information is deleted, but we might be prevented from doing so in order to comply with other obligations upon us.
Right to restrict/object to processing: this is not an absolute right and only applies in certain circumstances, eg, to be removed from a mailing list.
Rights related to automated decision making including profiling: we do not carry out these activities.
We will respond to your request for information (a Subject Access Request) within 30 days of receipt.
Changes to this privacy policy
Ellis And Partners (Bournemouth) Limited has the discretion to update this privacy policy at any time. When we do, we will revise the updated date at the bottom of this page. We encourage Users to frequently check this page for any changes to stay informed about how we are helping to protect the personal information we collect. You acknowledge that it is your responsibility to review this privacy policy periodically and become aware of modifications.
Your acceptance of these terms
By using this Site and our related products and services, you signify your acceptance of this policy. If you do not agree to this policy, please do not use our Site or supply us with your personal information in any format. Your continued use of the Site and our products and services following the posting of changes to this policy will be deemed your acceptance of those changes.
Complaints
If you wish to complain about any matters covered by this policy, the relevant supervisory authority is the Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF.
Tel: 0303 123 1113
You can also Report a Concern via their website.
Contacting us
If you have any questions about this Privacy Policy, the practices of this Site, your dealings with our Company or if you wish to request your information, please contact us via our https://www.ellis-partners.co.uk/contact/ page.
This document was last updated in July 2024.