ABSON BLAZA PROPERTY SERVICES
PRIVACY POLICY (2023)
This Privacy Policy has been prepared to comply with the requirements of the General Data Protection Regulations (GDPR) Data Protection Act 2018 (the Act).
Abson Blaza Property Services are committed to ensuring that your Privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this Privacy Policy.
This Privacy Policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. The Information Commission Office (ICO) reference number of Abson Blaza Property Services is ZB129755.
The information shall be used in accordance with the permissions set by you and by submitting your personal data to us, you agree to this transfer, storing or processing.
For the purpose of the Act, the data controller is Abson Blaza Property Services 34 Ropergate, Pontefract WF8 1LY and our nominated representative is Stephen Abson and can be contacted in writing at the above address or at pontefract@absonblaza.co.uk
Who are Abson Blaza Property Services?
Abson Blaza Property Services is the trading name of Abson Blaza Limited who are registered in England number 7252907 and our Registered Office is: 7 Bannockburn Way, Normanton WF6 2SQ.
This Policy applies to all the entities identified above.
The Policy relates to information which is obtained by Abson Blaza Property Services and for which is the Data Controller.
This policy sets out Abson Blaza Property Services uses and protects any information that you give to Abson Blaza Property Services: –
- What we collect
- What we do with the information that we gather
- Security
- How we use cookies
- Links to other websites
- Your choices and obligations
- Rights to access and control your personal data
- Other important information
Abson Blaza Property Services may change this policy from time to time and we will contact you to let you know of any substantive changes.
Who we collect information from
We will collect information from Vendors and/or other representatives in relation a land/property sales and from prospective Purchasers.
We will collect information from Landlords in relation a property rental and from prospective Tenants.
We will collect information from any other person in connection with undertaking Professional work.
What we collect
Dependent upon the service we provide you (or on your behalf) we may also collect additional personal information as detailed in the table below:
| Personal Information we may collect | Why we collect it |
| Home Owner Selling: Your name (s), current postal address, phone number, email address
Alternative address (if applicable)
Proof of property ownership
Identification including proof of address ie (but not limited to); passport, driving licence, services invoice, council tax invoice.
Details relating to your property including photographs, floor plans, energy performance certificate ratings/home reports, property description and survey results
Home Owner Letting: Your full name (s), current postal address, phone number, email address
Alternative address (if applicable)
Proof of property ownership
To proof of property insurance
Identification including proof of address ie (but not limited to); passport, driving licence, services invoice, council tax invoice.
Bank Account Details
Photographs of your property, an inspection report and inventory, to record the condition of your property at the start or end of a tenancy.
Move in and move out dates, utility meter serial number and meter readings before a tenant moves into a property and when the tenant moves out.
Tenant Application (s): Your full name, current address, phone number and email address.
Proof of previous address for prior 3 year period.
Your marital status, gender, date of birth, nationality and tax status
Employment details, national insurance number, residential status, bank details and credit history
Full names of any other occupiers including (where applicable) ages of any dependents.
Proof of identity to include, but is not limited to, passport, driving licence and address documents.
Proof of income, funds and bank statements
Your move in and move out date and details of the deposit paid where you are a tenant when registering or releasing any deposit from a deposit protection scheme including Bank Account Details
| To provide the services required for estate agency, land and new houses development. To confirm any potential sale position when submitting an offer to purchase a property.
To correspond with you and to provide the services required for estate agency, land and new houses development. Your ability to sell the property
To perform ‘know your client’ anti-money laundering, and counter terrorist financing requirements as required by law.
To deliver our services to you when you engage us to market a property.
To arrange and set up viewings of a property for sale.
To provide the services required for estate agency, land and new houses development.
To confirm your ability to let the property
To enable you to let your property.
To perform ‘know your client’ anti-money laundering, and counter terrorist financing requirements as required by law.
To enable us to process payments ie. Rent
To deliver our services to you when you engage us to let a property on your behalf.
To enable us to deliver our services to you when you engage us to let a property on your behalf.
Submit an application to rent a property. To process an application. Registering rent deposit.
To serve any statutory notices, certificates etc.. for a successful rented property applicant. Information required to comply with legislation such as Right to Rent checks required under Section 22 of the Immigration Act 2014 if you are renting a property and The Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 (more commonly referred to as the Money Laundering Regulations 2017) which is a legal requirement for a number of our Services. To apply for a rented property
To carry out referencing and credit checks and the results of those checks.
To apply for a rented property .
To perform ‘know your client’ anti-money laundering, and counter terrorist financing requirements and right to rent checks, as required by law.
To ensure you are able to pay the required amount of rent and deposit.
Processing bond/deposit refund and rent refund (where applicable).
|
| Surveys: Your full name, current address, phone number and email address.
Valuations: Your full name, current address, phone number and email address.
| To arrange access and forward terms of engagement and survey report.
To arrange access and forward terms of engagement and valuation report.
|
We may, during the course of your relationship with us, request additional information from you which is relevant to the provision of specific services.
We do not offer any products or services to children. In certain circumstances (for example a tenant or mortgage application) we may need to collect the name and date of birth of children from tenant or mortgage applicants and share this with the selected mortgage provider.
Any telephone calls, either to or from our customer services teams or branches may be recorded for training, monitoring, compliance and security purposes.
How we collect your personal information
Direct Interactions – personal information you disclose when you fill in forms, surveys, or correspond with us by post, phone, email, live chat, web, social media or otherwise; or though portals when you enquire about any of our services, products or promotions.
Indirect Interactions – Personal information you disclose to third parties such as, but not limited to, payment service providers, house builders, data brokers or aggregators to mate against our databases a list of which is available on request from the Group Data Protection Office; or which is available through publicly available sources or registers such as Land Registry, Companies House, the Electoral Register, Government or Police Databases, your employer, next of kin or delegated authorities.
Politically Exposed Person (PEP) and Sanctioned Individuals are provided by a third party that interrogates national and international public domain sources and matches the data to the client subject to an AML check. The purpose is to comply with Anti Money Laundering requirements.
What we do with the information that we collect
We require this information to provide you with our services and in particular for the following reasons: –
- Internal record keeping
- From time to time we may also use your information to contact you personally and this may be done by mail, phone, email or fax
- To provide your details to local Council or other Statutory Bodies required for the purpose of responsibility towards services etc. which can include rates, gas/electric and water
- To provide you with updates and information including progress reports
- In connection with gaining access to a property
- For invoice purposes in respect of work undertaken including the sale and letting of property and other professional services that we may have undertaken on your behalf
We do not sell, trade or rent your personal information to other parties. We may share information in relation to a property to other professional bodies for the purposes outlined above. We may use third party service providers to help us operate our business and the website or to administer activities on our behalf. This may include items such as newsletters and we may share information relating to property and not personal information with these third parties and only for those limited purposes that you have given us permission to do so.
Security
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect.
We do not hold financial information electronically.
How is your Data Kept?
Some personal data, i.e. name and addresses are retained electronically on a secure internal server. This information also includes names, addresses and contact details including telephone number and emails. We also retain the same information in hard copy form including any identification information.
How long we retain your information
We may keep most of your personal data for as long as you are in contact with us. Only the necessary personal data will be retained for as long as necessary for the purpose of processing. However, retention periods can differ based on the purpose the data was provided, the requirements of the business and the lawful basis for processing ie. Anti Money Laundering (AML) and other HMRC purposes.
Within our business activities there are some legal and legitimate interest requirements that apply to the retention of personal date; the maximum retention period will be 6 years from the date the transaction concluded.
Other than information being retained for legislative purposes, all other correspondence ie, letters, emails etc… will be destroyed or deleted within 6 months of the date that we cease to have any dealings.
Once we have finished with this information this is securely destroyed by a third party to which we retain a certificate of destruction.
Information may be held longer than our dealings with you have ended but only as we are required to do so by law.
How we use Cookies
A cookie is a small file which asks permission to be placed on your computer’s hard drive and 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. These cookies collect your data anonymously.
We use cookies in some other ways which help us to provide you with a better website and 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 settings to decline if you prefer. This may prevent you from taking full advantage of the website.
Telephone Call Recording
When a call is recorded:
A digital recording of the telephone conversation is collected during the call. Personal date revealed during a telephone call will be digitally recorded for example name and contact details to deliver appropriate services.
Occasionally, ‘special category’ personal information may be recorded where a customer voluntarily discloses heath, religious, ethnicity or criminal information to support their request for advice and/or services.
Telephone call recording will be turned off when a customer’s credit or debit card details are given, in line with Payment Card Industry Data Security Standards (PCS DSS) and data protection legislation including General Data Protection Regulations (GDPR).
Call recordings will be used for the following service provision;
To assist in the quality monitoring of staff performance;
To investigate and resolve complaints;
For detection, investigation and prevention of crime (including fraud);
To take actions to protect staff from abusive callers;
To monitor and adhere to quality standards;
All call recordings will be held securely by the individual branch Data Controller.
Links to other websites
Our website may contain links to other websites that are of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website, therefore we cannot accept any responsibility for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this Privacy Statement. You should exercise caution and look at the Privacy Statement applicable to the website in question.
Your Choices and Obligation
We keep some of your data even after you end your relationship with us and you may request details of personal information which we hold about you. If you would like a copy of the information held about you please email pontefract@absonblaza.co.uk .
The reason to retain information even after our relationship may have finished relates to financial and accounting purposes where we are required by law to keep such information for a minimum period.
Rights to Access and Control your Personal Data
You have the right to request a copy of the information we have for you, known as a ‘Subject Access Request’.
All requests should be made in writing to: Stephen Abson, Abson Blaza Property Services, 34 Ropergate, Pontefract WF8 1LY
If you believe that any of the information that we are holding about you is incorrect or incomplete then you mush email us as soon as possible at pontefract@absonblaza.co.uk and we will promptly correct any information found to be incorrect.
As a user you have the following rights;
A right to be informed about our collection and use of personal information;
A right of access to the personal information we hold about you;
A right to rectification if any personal information we hold about you is inaccurate or incomplete;
A right to ask us to delete any personal information held about you unless we are obliged to retain the information for legal reasons;
A right to restrict or prevent the processing of your personal information;
A right to data portability (obtaining a copy of your data to re-use with another service or organisation);
A right to object to the use of your data for particular purposes;
If the business is sold
If the business is sold, integrated or transferred with/to another business, your details may be disclosed to our advisers and any prospective purchasers and their advisers and will be passed on to the new owners of the business.
How to make an official complaint to the ICO
You can complain to the ICO if you are unhappy with how we have used your data. The ICO’s address:
Information Commissioner’s Office
Wycliffe House , Water Lane Wilmslow Cheshire SK9 5AF Helpline number: 0303 123 1113
Other important Information
If you would like more information or have any questions about this policy please email pontefract@absonblaza.co.uk.
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