In line with our legal requirements control of your personal data is very important to us.
Any details you give us will be logged to our computer software system the data of which is saved locally and access is passworded. Only staff, our IT company and software provider have access to the information, all of whom are fully au fait with their legal obligations. Any paper records are held within lockable cabinets/ cupboards. Other information such as viewing sheets which are taken out on appointments are destroyed on return. Your information would only be shared with a 3rd party such as mortgage adviser, EPC provider, solicitor etc with your permission having been obtained beforehand and we note your agreement to our computer record at the point when you give it.
As a representative of the Guild of Property Professionals we produce through them an E-zine newsletter which they distribute using our email address data but there is an option to unsubscribe on any Ezine email to remove yourself from this list. (Only names and email addresses are provided to them for this purpose.
With regard to transactional information hard copy sales files are destroyed once the legally required 7 years have passed. Paper valuation records are retained for reference so should a homeowner contact us to talk about a property we have valued for them we can refer to these notes for their assistance unless we have been specifically requested to destroy them after 7 years.
Under the GDPR regulations we consider that any information you give us when registering to be notified of properties coming to the market or with regard to the sale of a property would fall under the "Legitimate Interest" in terms of the lawful basis for processing. As such anyone registered with us before the 25th May 2018 would be automatically opted in for marketing purposes and anyone contacting us subsequently would be asked in the usual way if they would like to be contacted about properties before we register them. If you notify us you are no longer looking or change your preferences yourself online to stop mailing your record would be archived meaning it would be removed from our current database and all communication would cease unless you contact us asking to be reinstated.
All of our email marketing carries the option to reply and unsubscribe as well to personally edit your mailing preference.
Security. You will appreciate that we have a duty of care to both staff and clients alike and we therefore will always require to have contact details and to have actually spoken to anyone with whom we are making an appointment rather than just liaising via email whether or not they are fully registered with us.
If you view properties through us and subsequently advise that you are no longer looking we would remove your details from our current system so you would not be contacted further but your details would be retained in our archive for the security of our clients so we have a record of anyone who has visited falling under our legal obligations.
Once a sale has been agreed we will pass your details & related sales information onto companies (such as conveyancers and other agents) involved in the chain which deal with properties or property related matters as required during your sale/purchase. This would be regarded as "transactional" falling under Legitimate Interest for the purposes of GDPR..
You have the right at any time to withdraw any consent you have given us to process your personal data. Please note if you withdraw your consent it will not affect the lawfulness of any processing of your personal data we have carried out before you withdrew your consent. Should you wish to do so you can change your consent preferences at any time by contacting us at info@charleseden.co.uk.
In the event that we process your data by automated means where you have either provided us with consent for us to use your information or where we used the information to perform a contract with you, you have the right to request that we send to you or to another organisation, a copy of the personal data we hold about you, for example when you are dealing with a different service provider. If you would like us to move, copy, or transfer your information please let us know by email to info@charleseden.co.uk . We will respond to you within one month after assessing whether or not this is possible, taking into account the technical compatibility with the other organisation in question.