Privacy Notice – General Data Protection Regulation (GDPR)
What this privacy notice covers
We are committed to protecting your personal information. In this notice, references to ‘we’, ‘us’ or ‘our’ mean Phoenix Property Services. This notice explains how we collect and use the personal information about you.
Who we are
We are Estate Agents and members of The National Approved Letting Scheme, The Property Ombudsman, The Dispute Services (TDS)
Information we gather
We collect your information in the form of your name and contact details and store it on our agency database and paper files.
Your information is collected from:
1. Application and request forms by post;
2. Email, post, fax and mail correspondence with Phoenix Property Services ;
3. Contact via phone;
4. In-person contacts with Partners and employees;
5. Information we receive from the internet property portal and external third parties, where relevant.
We will use your information to:
1. Administer your mailing list requirements;
2. Maintain relevant contact, including, but not limited to: sending you information about properties for sale / to let and requesting tenant references;
3. Arrange viewings and valuations;
4. Maintain the accuracy of your information and communicate with you for any other reasons related to your property requirements;
What is the legal basis of processing your data
The legal bases of processing your data are:
‘contract’, as defined by Article 6 of the General Data Protection Regulations where processing is necessary for the performance of a contract to which the data subject is party.
‘legal obligation’, where processing is necessary for compliance with a legal obligation for example compliance with anti-money laundering legislation and accounting practices.
‘legitimate interest’, where processing is required for maintaining contacts with customers for auctions and to enable conflict of interest checks or to hold data to the other parties to contracts with a client (such as residential tenants).
Who will have access to the information
We may share your information with third parties (in the case of reference applications with ‘Homelet’) and data processors who may need to access your information for performing the purposes specified above.
We may sometimes outsource some of the services set out above to reputable third parties, including for the purpose of ensuring the security of your data. We have data protection compliant agreements in place with all such service providers, so they would only use your information according to our instructions.
We take reasonable organisational and technical measures to protect your information against unauthorised access, modification or misuse. We use services provided by reputable security providers and your information is accessed by employees, agents and third party partners on a needs-only basis.
How long will we keep your information
In the absence of any legal requirements, your personal data will be retained for as long as necessary for the purpose of processing listed above. This means your data will be deleted if you withdraw consent to processing or the data is no longer required or inaccurate. We will hold your information for a period which is deemed reasonable.
You have the right to:
1) To keep us updated.
2) Request a copy of the personal information we hold about you. We require you to prove your identity with two pieces of approved identification.
Please submit your request in writing to contact details shown at the end of this notice. We will respond within one month, of receipt of your written request and confirmed ID. Please provide as much information as possible about the nature of your contact with us to help us locate your records. This request is free of charge unless the request is manifestly unfounded or excessive.
3) Have any inaccuracies in your data corrected. If you would like to update the details we hold about you, please contact us on the details set out at the end of this notice.
4) Request that we delete your personal data so it is erased from our records.
By using this website, you consent to the collection and use of information by Phoenix Property Services in accordance with the above policy. If you do not agree to this policy, please do not use our site.
If you would like to review or delete your information you have previously provided us to use, or have any questions relating to our policy, you may do so via our ‘contacts’ page.
Enquiries and Complaints
Please contact us if you have any enquiries arising from this privacy notice. Where possible, please raise all enquires in writing or email.
If you are unhappy with our work or something that we have done or failed to do, please inform us in writing. We will acknowledge receipt of all complaints and will endeavour to investigate the complaint as soon as reasonably practicable.
All Questions or complaints should be sent to:
Mr L Brayshaw
Phoenix Property Services
54 Watling Street
What Are Cookies
For more general information on cookies see the Wikipedia article on HTTP Cookies.
You can prevent the setting of cookies by adjusting the settings on your browser (see your browser Help for how to do this). Be aware that disabling cookies will affect the functionality of this and many other websites that you visit. Disabling cookies will usually result in also disabling certain functionality and features of the this site. Therefore it is recommended that you do not disable cookies.
You can learn how to manage cookies on your web browser by following the Browser Cookies Guide.
The Cookies We Set
- Email newsletters related cookies – This site offers newsletter or email subscription services and cookies may be used to remember if you are already registered and whether to show certain notifications which might only be valid to subscribed/unsubscribed users.
- Forms related cookies – When you submit data to through a form such as those found on contact pages or comment forms cookies may be set to remember your user details for future correspondence.
- Site preferences cookies – In order to provide you with a great experience on this site we provide the functionality to set your preferences for how this site runs when you use it. In order to remember your preferences we need to set cookies so that this information can be called whenever you interact with a page is affected by your preferences.
- WordPress cookies – Cookies set by WordPress, our “Content Management System” (CMS), otherwise known as “Strictly necessary” cookies – vital for site functionality without capturing personal data.
Third Party Cookies
- This site uses Google Analytics which is one of the most widespread and trusted analytics solution on the web for helping us to understand how you use the site and ways that we can improve your experience. These cookies may track things such as how long you spend on the site and the pages that you visit so we can continue to produce engaging content.For more information on Google Analytics cookies, see the official Google Analytics page.
- From time to time we test new features and make subtle changes to the way that the site is delivered. When we are still testing new features these cookies may be used to ensure that you receive a consistent experience whilst on the site whilst ensuring we understand which optimisations our users appreciate the most.
Hopefully that has clarified things for you and as was previously mentioned if there is something that you aren’t sure whether you need or not it’s usually safer to leave cookies enabled in case it does interact with one of the features you use on our site.
However if you are still looking for more information then you can contact us through one of our preferred contact methods: