Jordan Marks Estates ("We") are committed to protecting and respecting your privacy.
We collect, use and are responsible for certain personal information about you. When we do so we are subject to the General Data Protection Regulation (GDPR), which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal information for the purposes of those laws.
For the purpose of the Data Protection Act 1998 (the Act), the data controller is Jordan Marks Estates of 16 High Street, Christchurch, Dorset BH23 1AB
We use the personal information we collect to: provide and improve our services, provide you with a personalised experience on our site, contact you about the services you signed up for on completion of your Client Registration Form, provide you customer service and detect, prevent, mitigate and investigate fraudulent or illegal activities.
Through our contractual relationship with you as your Estate Agent, we need to emphasise the impact that this has within legal transactions that we undertake on your behalf at Jordan Marks Estates (“JME”). Some procedures will involve sharing your personal data with one or more third parties involved in your transaction and without the sharing of this information, we are not able to proceed. This information will be contained within for example, contract documentation, searches on properties, correspondence with interested parties, Land Registry documentation, Stamp Duty with HMRC.
We may collect and use the following personal information about you:
• Your name and contact information, including email address and telephone number and company details if applicable
• Information to enable us to check and verify your identity, e.g. your date of birth
• Your gender information, if you choose to give this to us
• Your billing information, transaction and payment card information
• Your professional or personal online presence, e.g. LinkedIn profile, if you share it with us
• Your contact history, transaction and instruction history with us
• Your nationality and immigration status and information from related documents, such as your passport or other identification, and immigration information, e.g. if you are a potential tenant applying for a tenancy
• Information to enable us to undertake Anti Money Laundering and Terrorist Financing electronic checks on you
• Information about how you use our website, IT, communication and other systems
• Your responses to surveys, competitions and promotions
This personal information is required to provide our services to you. If you do not provide personal information we ask for, it may delay or prevent us from providing services to you.
We retain your personal information as long as it is necessary and relevant for our operations. In addition, we may retain personal information from closed accounts to comply with legal requirements, prevent fraud and resolve disputes. Where a legal requirement obliges the retention of personal data for a specific minimum period, we will retain data for at least that period. When we determine the maximum retention duration of any personal data we hold we do so with regard to our legitimate interests to retain data, our obligation under GDPR to minimise data we hold with what we do hold as personal data being kept proportionate; the nature, and sensitivity of the personal data and the potential risk of harm from unauthorised use or disclosure of your personal data.
Where we have the right to do so, we shall use and retain your personal information to personalise communications, to contact you, either via email, telephone, social media, text messages or postal mail in order to inform you of, but not limited to matters such as; property details, tenancy matters and or marketing related activity.
We collect most of this personal information directly from you—in person, by telephone, text or email and/or via our website. However, we may on rare occasions also collect information from publicly accessible sources, e.g. Companies House or HM Land Registry. We may also collect information from other publicly accessible sources such as:
• Directly from a third party, e.g.:
– Sanctions screening providers;
– credit reference agencies;
– customer due diligence providers;
Under data protection law, we can only use your personal information if we have a proper reason for doing so, e.g.:
• To comply with our legal and regulatory obligations;
• For the performance of our contract with you or to take steps at your request before entering into a contract;
• For our legitimate interests or those of a third party; or
• Where you have given consent.
We use your personal information under the legitimate interest basis for using and processing. Legitimate Interest may be used as a basis for processing when we have a business or commercial reason to process your information, so long as this is not overridden by your own rights and interests. When we use and process your personal information for our legitimate interest, we will consider and balance any potential impact on you and your rights under data protection and any other relevant laws. Our legitimate business interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your valid consent or are otherwise required or permitted to by law). The table below explains what we use (process) your personal information for and our reasons for doing so:
We routinely share personal information with:
• Third parties we use to help deliver our services to you, e.g. payment service providers, tenants’ vetting companies, electronic search providers, maintenance contractors, inventory companies etc;
• Other third parties we use to help us run our business, e.g. website suppliers, case management system providers etc.;
• Credit reference agencies;
• Our banks; We only allow our service providers to handle your personal information if we are satisfied they take appropriate measures to protect your personal information.
We also impose contractual obligations on service providers (where possible) to ensure they can only use your personal information to provide services to us and to you. We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations. We may also need to share some personal information with other parties, such as potential buyers of some or all of our business or during a re-structuring. The recipient of the information will be bound by confidentiality obligations.
We do not transfer your personal information out of the EEA.
You have the following rights, which you can exercise free of charge:
For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation. If you would like to exercise any of those rights, please:
• Email, call or write to us at the following; Jordan Marks Estates, 16 High Street, Christchurch, Dorset BH23 1AY or firstname.lastname@example.org or 01202 484444 with the following:
- let us have enough information to identify you;
- let us have proof of your identity and address (a copy of your driving licence or passport and a recent utility or credit card bill);
- let us know what right you want to exercise and the information to which your request relates.
IP addresses and cookies
We may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users' browsing actions and patterns, and does not identify any individual and we will not collect personal information in this way.
We may obtain information about your general internet usage by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer's hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:
To estimate our audience size and usage pattern.
To store information about your preferences, and so allow us to customise our site according to your individual interests.
To speed up your searches.
To recognise you when you return to our site.
Where we store your personal data
All information you provide to us is stored on our secure servers. Any payment transactions will be encrypted. Where we have given you (or where you have chosen) a password which enables you to access certain parts of our site, you are responsible for keeping this password confidential. We ask you not to share a password with anyone.
Unfortunately, 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.
Uses made of the information
We use information held about you in the following ways:
To ensure that content from our site is presented in the most effective manner for you and for your computer.
To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.
To carry out our obligations arising from any contracts entered into between you and us.
To allow you to participate in interactive features of our service, when you choose to do so.
To notify you about changes to our service.
We may also use your data, or permit selected third parties to use your data, to provide you with information about goods and services which may be of interest to you and we or they may contact you about these by [post or telephone].
If you do not want us to use your data in this way, or to pass your details on to third parties for marketing purposes, please tick the relevant box situated on the form on which we collect your data.
Disclosure of your information
We may disclose your personal information to third parties:
In the event that we sell or buy any business or assets, in which case we may disclose your personal data to the prospective seller or buyer of such business or assets.
If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
You have the right to ask us not to process your personal data for marketing purposes. We will usually inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes. You can exercise your right to prevent such processing by checking certain boxes on the forms we use to collect your data. You can also exercise the right at any time by contacting us at Jordan Marks Estates, 16 High Street, Christchurch BH23 1AB OR email@example.com.
Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.
Access to information
The Act gives you the right to access information held about you. Your right of access can be exercised in accordance with the Act. Any access request may be subject to a fee of £10 to meet our costs in providing you with details of the information we hold about you.