Boydens are committed to protecting and respecting your privacy. We will never sell your information. We will share your information with carefully selected third parties for the purpose of providing the service requested and services we feel will be of benefit to. This policy sets out the basis on which any personal data we collect from you, or that is provided to us, will be processed and shared by us.
HOW WE USE YOUR INFORMATION
All information that we collect or you provide us will be stored in our computer system and paper-based files. In order for us to ensure that we are efficient in our property search for you we require, your name, your email address, your telephone number, your address and details of your chosen property including financial search criteria. We will use this information to send you details of properties that match your criteria or that we feel will be of interest to you. As part of our data retention policy we will retain Sales applicant information for 3 months and Lettings applicant information for 1 month. These periods refer to applicants who are not engaging with Boydens after registration and the period runs from that of the original registration date. All applicants who are active will have their information retained for a period deemed necessary for the purpose of providing the required service.
We will share your information with Quote Legal who will provide you with a quote for the legal services involved in the purchase/sale of your property. We will share your information with your appointed legal representatives to facilitate the ongoing purchase/sale of your property. We will share your information with Pargin Financial Solutions for the purpose of validating any offer made for the purchase of a property and to provide support and advice on available mortgage and associated products available via Pargin Financial Solutions. You should be aware that Pargin Financial Solutions will make a payment in lieu of our mortgage and/or insurance business to us as the introducer of up to 20% of any lender/insurance commission after you have completed your transaction. We will share your information third party providers involved in the sale/purchase of your property as required.
We may share your information where necessary with prospective landlords in a bid to gain agreement for the offering of a tenancy agreement.
Property appraisal information will be retained safely in our computer system for a minimum period of 12 months from the date of the appraisal or as required in line with any ongoing instruction for the purpose of offering our services to you, or as directed by relevant legislation.
We will be required from time to time to send your information to a third-party contractor to carry out reactive and proactive maintenance as required. Information provided will be retained by the third party safely and securely and for only as long as is deemed necessary or as required by relevant legislation.
We will pass your information to Let Alliance as required for the purpose of completing a professional reference and Right to Rent check.
In accordance with the terms of our client instructions, we will pass your information to Tenant Shop for the purpose of advising utility providers and local authorities of your tenancy and the relevant meter readings so that they may set up an account for you. Tenant Shop will also use your information to contact you to provide you with support and advice regarding broad band and TV services.
We will pass your information to Let Alliance for the purpose of offering advice and support relating to landlord products that we feel will benefit you.
In the course of provision of the services we may also process move-to and move-from addresses, moving dates, tenancy details, council tax status, and other data required for the provision of those services, including data relating to other occupants or household members.
We will share your information with our in-house Marketing Department for the purpose of keeping you informed of the services that we provide or those provided by third parties that we feel may be of benefit to you. This will be used for sending proportionate and timely information about services we think will be of interest to you. You can opt out of receiving Marketing emails from Boydens at any time by clicking on the unsubscribe button at the bottom of any Marketing related emails. You can also change your preferences to only hear about certain elements of our services.
HOW WE LOOK AFTER YOUR DATA
All the information that we collect or that is provided to us is stored safely and securely on our computer system and in paper-based files. We will only retain your data for as long as is needed and in line with current legislation.
The transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
You have a right to access the information that we hold on you free of charge. You have the right to ask that we alter and update your information as required to ensure that this is accurate. You have the right to erasure also known as the Right to be Forgotten. You have the right to restrict the processing of your data. You have the right to Data Portability. You have the right to object to the use of your data.
DISCLOSURE OF YOUR INFORMATION
You agree that we have the right to share your personal information with:
Any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.
We will disclose your personal information to third parties:
Suppliers and sub-contractors for the performance of a contract, for example contractors for the purpose of completing required repairs both proactive and reactive.
HOW TO CONTACT US
To exercise any of your rights or if you have any queries regarding this policy and how your data is retained and used please email our Data Protection Officer at [email protected]
Or write to us at: F.A.O Data Protection Officer, Boydens, Aston House, 57-59 Crouch Street, Colchester, Essex, CO3 3EY.
You have the right at any time to raise your concern with the Information Commissioner’s Office at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF.
COVID-19, SPECIAL CATEGORY DATA
We may, as required, ask you to confirm whether you are currently suffering from, been suffering from, or anyone in your household has or is suffering from symptom relating to Covid-19 regardless of how minor. This information will be stored on our secure database and used to ensure the ongoing protection of you, us as agents, your landlord and appointed contractors. This information will be removed from our database once the same is no longer required and will not be given to anyone other than those stated above.
Updated 20 October 2021