Privacy Policy

Gallant Richardson is committed to ensure that your privacy is protected and our use of your personal information is governed and complies with the General Data Protection Regulation GDPR and the Data Protection Act 2018 once enacted. Looking after the personal information you share with us is very important and we want you to be confident that your personal data is kept safely and securely and to understand how we use it.

What personal information do we collect and the legal basis of our data processing

We will collect your full name and contact details (such as phone number, e-mail address and postal address) from you whenever you engage with us. In addition, if we are providing a service to you, or on your behalf, we will collect other necessary information and where we are required to do so by law, we will collect information relating to your identity, which will be photographic ID and Proof of address

Under data protection legislation we are only permitted to use your personal information if we have a legal basis for doing so. Below we will state the information we collect along with the legal basis for using it.

Looking to buy or rent

We will collect full contact details for you so that we can communicate property information to you. We will take details of specific requirements of what you are looking for. You will be asked to consent to receive further e-mails, property information and further marketing from us.

Legal Basis for using information.

Consent

Selling

We will collect and store full contact details from you as well as other Information including –

  • Financial information such as monetary position and mortgage information
  • Solicitor Information
  • Sales and Property information including agreed sale price
  • Photo ID, Proof of ownership and address

This information is needed to enable us to fulfil our Sales Agency contract and to comply with Money Laundering regulations. To sell and follow through to completion of selling your property.

Legal Basis for using information

Fulfilling a contract, Legal obligation and Legitimate reasons

We will also ask, and where consent is given, market and communicate with you regarding information, news and services.

Legal Basis for using information

Consent

Buying

We will collect and store full contact details from you as well as other Information including –

  • Financial information such as monetary position and mortgage information
  • Solicitor Information
  • Sales and property information including agreed sale price
  • Photo ID and Proof of address

This information is needed to enable us to fulfil our Sales Agency contract and comply with Money Laundering regulations. To sell and follow through to completion of your purchase property.

Legal Basis for using information

Fulfilling a contract, Legal obligation and Legitimate reasons

We will also ask, and where consent is given, market and communicate with you regarding information, news and services.

Legal Basis for using information.

Consent

Landlords

We will collect and store full contact details from you as well as other Information including -

  • Information on properties you own.
  • Bank details for payment of monies.
  • Photo ID and proof of ownership.
  • Income and expenditure recorded to account to you and HMRC.
  • Notes and information relating to service provided and property management.
  • Tenancy Agreements with your Tenants.
  • Terms of Business with us as you Agency.

This information is to enable us to fulfil our contract as Agent for the landlord on either a let-only or managed basis

Legal Basis for using information

Fulfilling a contract, Legal obligation and Legitimate reasons

We will also ask, and where consent is given, market and communicate with you regarding information, news and services.

Legal Basis for using information.

Consent & Legitimate reasons.

Tenants

To reference and check your suitability to be tenants and to enable us to fulfil our contract as Agent for the landlord on either a let-only or managed basis we will collect and process information including:

  • Personal circumstances – pets, smokers, children, work, income, benefits, right to rent
  • Bank details
  • Employee details and income information
  • Landlord details
  • Rental payment records
  • Next of kin information
  • Notes and information relating to service provided and property management

All tenants will be referenced by our Referencing Agency HomeLet who have a set referencing criteria. Full details will be provided to any applicants wishing to rent through our Agency.

Legal Basis for using information

Fulfilling a contract, Legal obligation

We will also collect and store information relating to a persons Immigration Status and the right to rent in this country. Information will include:

  • Sex and Nationality
  • Copy of passport or other resident information including bio-metric cards, visas, birth certificates Legal Basis for using information.

Legal obligation

We will also communicate with you regarding information and news relating to your tenancy.

Legal Basis for using information

Fulfilling a contract & Legitimate reasons.

Guarantors

To reference and check your suitability to be a guarantor and to enable us to fulfil our contract as Agent for the landlord on either a let-only or managed basis we will collect and process information including:

  • Bank details
  • Employee details and income information
  • Notes and information relating to service provided and property management
  • Photo ID and Proof of Address

All guarantors will be referenced by our Referencing Agency HomeLet who have a set referencing criteria. Full details will be provided to any guarantors.

How we keep your personal data secure

The security of information is very important to us and we have measures in place which are designed to prevent unauthorised access to your personal information including but not limited to:

Where data is stored electronically we store all personal information on secure servers with relevant access and firewall controls. All databases systems have protections in place to protect against unauthorised access.

Where data is stored on paper or forms all personal data is locked away when not in use, and disposed of securely by licensed on site data shredding.

Who we share your information with and why

To provide the services to you we may share personal data that you supply to a third party. Examples are:

  • Barbon Insurance Group Ltd (HomeLet) who are used for referencing and insurance products.
  • Docu-Sign who are used to undertake electronic signing of agreements.
  • IT Companies who support our website and other business systems.
  • CFP – Our lettings software company.
  • Resource Techniques – Our Sales software company.
  • HSBC - who we use for our business banking.
  • Global payments – who we use to process debit card payments.
  • Tenancy Deposit Scheme (TDS) – who we register deposits with.
  • Deposit Protection Service (DPS) – who we register deposits with.

Transfers to third countries

Personal data that we collect, is predominantly stored and processed in the UK or EU, but for specific services may be transferred, stored, processed outside of the EU (designated under GDPR as ‘Third Countries’)

As part of providing our services to you examples where we use third party data processors from Third Countries are:

  • Docu-Sign which is based in the USA
  • Microsoft whose services are based in the USA
  • Global Payments whose services are based in USA

Gallant Richardson has agreed contractual agreements with these third-party data processors to safeguard your personal data as required by GDPR when transfers are untaken to Third Countries.

Gallant Richardson Website and Cookies

Any non-personal information such as IP address, pages accessed, and files downloaded will only be used to determine how many individuals use our site, how many people visit on a regular basis, which pages are most popular, and which pages are least popular. This information doesn’t tell us anything about who you are or where you live, it is simply used to enable us to monitor and improve our service. This is done by way of cookies on our website and the use of analytical services such as Google Analytics. To find out more please visit our Cookies Policy.

External links

This website may contain links to third party sites that we have no control over, if you visit those sites you should check you are happy with their own privacy policies and terms of use before providing any personal information. In addition, if you linked to our website from a third party, we cannot be responsible for the privacy policies and practices of that third-party site.

Your Acceptance

By using this website, you consent to the collection and use of information by Gallant Richardson in accordance with our privacy policy. If you do not agree to this policy, please do not continue to use our site. You have the right to withdraw your consent to us using your data and to request that we delete it. To do this, please contact us.

How long we keep your information

If we collect your personal information, the length of time we retain it is determined by a number of factors including the purpose for which we use that information and our obligations under other laws.

All marketing information where there is no contractual or legal reason for retaining personal information it will be deleted as soon as requested by the data subject. All marketing e-mails will include an unsubscribe option where people can change their consent preferences.

All paper information where there is a legal or contractual reason will be securely stored for 6 years. After 6 years all paper data will be securely destroyed on site.

What are your rights

You are entitled to request the following from Gallant Richardson, these are called your Data Subject Rights and there is more information on these on the Information Commissioners website: www.ico.org.uk.

  • Right of access - to your personal information and information about how we process it
  • Right to rectification – to have your personal information corrected if it is inaccurate and to have personal information completed
  • Right to erasure – to have your personal information erased
  • Right to restriction of processing – to restrict processing of your personal information
  • Right to data portability – to electronically move, copy or transfer your personal information in a standard form
  • Right to object – to object to processing of your personal information
  • Right with regards to automated individual decision making

If you have any general questions about your rights or want to exercise your rights please contact us.

Complaints and Contact Details

Gallant Richardson Letting and Mortgages are registered as a data controller with the UK Information Commissioner’s Office (ICO) and our data protection registration number is Z7116035

Gallant Richardson’s registered address is:

Gallant Richardson, 5 Culver Street West, Colchester CO1 1JG

Our contact details are: Tel 01206 542222. EM: info@gallantrichardson.co.uk

Should you feel your personal information has been or is being used in a way that you believe does not comply with data protection regulation you have the right to lodge a complaint with the Information Commissioner’s Office (ICO) who is the data protection regulator in the UK. The contact details for the ICO are available at www.ico.org.uk. We do encourage you to contact us first before making any complaint and we will seek to resolve any issues or concerns you may have.