Privacy Policy

Spencer Craig Partnership Privacy Policy.

OUR CONTACT DETAILS

Spencer Craig Partnership Ltd Limited
Company Number 05500269
Address 3 Station Parade, Cherry Tree Rise, Buckhurst Hill, Essex IG9 6EU
Phone Number: 020 8498 9292
Email Address: info@spencercraig.com

Spencer Craig Partnership Ltd is committed to protecting and respecting your privacy, and we value any personal data we have in our organisation. This policy, together with any other documents referred to in it, sets out the basis on how any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our practices regarding your personal data and the care in which it will be handled.

This Privacy Policy applies to the personal data of buyers, sellers, website visitors, prospective customers and clients of Spencer Craig Partnership Ltd, suppliers, and other people who may contact us in order to find out more about properties or the services we offer.

The Spencer Craig Partnership Ltd website (www.spencercraig.com) is owned and operated by Spencer Craig Partnership Ltd .

WHO WE ARE

In this privacy notice, whenever you see the words (‘We’, ‘Us’ or ‘Our’), it refers to Spencer Craig Partnership Ltd Limited (“Spencer Craig Partnership Ltd ”), a company registered in England, with company number 05500269 and registered offices at 3 Station Parade, Cherry Tree Rise, Buckhurst Hill, Essex IG9 6EU. In this privacy notice, “Data Protection Laws” means laws and regulations including but not limited to UK General Data Protection Regulation (as defined in s.3(1) of the Data Protection Act 2018, or ‘UK GDPR’, the Data Protection Act 2018, (to the extent relevant) the General Data Protection Regulation (Regulation (EU) 2016/679), or ‘EU GDPR’.

For different processes, we are either a data controller or processor. This Notice will identify for which processes we are the controller or processor. Where we are the controller, we decide what data use, about whom, in what format, with which methods, for how long, and with whom it is shared. As a processor, these decisions are made for us by a different controller. This means that we are responsible for deciding how we hold and use personal information about you. We are required under data protection legislation to notify you of the information contained in this privacy notice. We are registered with the Information Commissioner’s Office as a Controller, with registration number Z3366727

PURPOSE OF THIS PRIVACY NOTICE

This Privacy Policy applies to the personal data of prospective clients of Spencer Craig Partnership Ltd , landlords and tenants, visitors of the Spencer Craig Partnership Ltd website, our suppliers, attendees of events hosted by Spencer Craig Partnership Ltd such as auctions, and other people who may contact us to find out more about properties or the services we offer.

PERSONAL DATA

Personal Data is defined as “any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

DATA PROTECTION PRINCIPLES

For us to comply with Data Protection Laws, the personal information we hold about you must be:

Used lawfully, fairly and in a transparent way.
Collected only for valid purposes that we have clearly explained to you and not used in any way that is incompatible with those purposes.
Relevant to the purposes we have told you about and limited only to those purposes.
Accurate and kept up to date.
Kept only as long as necessary for the purposes we have told you about.
Kept securely.

INDIVIDUAL TENANTS, PURCHASERS & SELLERS

The type of personal information we collect

We will collect, store and use personal information about you that relates to your engagement with us. The personal information that we collect includes the following:

Name
E-mail address
Telephone number(s)
Bank statement
Proof of address
Personal ID
Immigration status
Sources of funds
Bank details

How we get your personal information and why we have it.

We may obtain personal data directly from you, for example:

By entering your details on the Spencer Craig Partnership Ltd website to subscribe to our mailing list
By entering your details on the website to submit an enquiry about a property or service
By completing an application form, as part of the landlord/seller/buyer/tenant registration process
By completing a form or other request for information about Spencer Craig Partnership Ltd or a property or properties
By completing a form to act as a guarantor
By contacting us with enquiries or comments by telephone or electronically via email and our website

From a third party – personal data may be given to us by another organisation you have registered with and we may be required to process your data in order to complete services that you or the organisation expects of us.

This could include one of the following:

Property portals, such as Rightmove & Zoopla Novaloca
Banks
Employers
Credit Reference Agencies

Other regulatory bodies to check your financial conduct or history to comply with Anti Money Laundering legislation or other legal regulatory instruments we are bound by.

LANDLORDS / CORPORATE BUYERS AND SELLERS

The type of personal information we collect

Name
Telephone number(s)
Company email addresses

Phone numbers of relevant individuals at your organisation.

How we get the personal information and why we have it:

By entering your details on the website to subscribe to our mailing list
By entering your details on the Spencer Craig Partnership Ltd website to submit an enquiry about a property or service
By completing a form or other request for information about Spencer Craig Partnership Ltd or a property or properties
By completing a form to participate in an auction
By contacting us with enquiries or comments by telephone, email or hard copy correspondence

MARKETING

Very occasionally, we may obtain an email or mailing list through a reputable source in order to reach a new audience we think might be interested in our services. We will only contact you with marketing information if we have your valid consent.

How we will use the information about you.

TENANT/PURCHASER/SELLER DATA

Situations in which Spencer Craig Partnership Ltd will process your personal data.

Lawful basis for processing.

To provide lettings and sales services to our clients, we are required to process certain information about tenants and purchasers. We will only ask for details that are necessary to help you find or complete a transaction on a property. This includes:

Name
Email address
Telephone number(s)
Credit records
Workplace
Professional specialism(s)
Bank statement

Contract: the processing is necessary for a contract Spencer Craig Partnership Ltd ‘ has with the individual, or because Spencer Craig Partnership Ltd ‘ have asked the individual to take specific steps before entering into a contract.

Where appropriate and in accordance with regulatory or legal requirements, we may also collect information related to your:

Immigration status
Sources of funds

Details of any misconduct our clients may need to know about.

Legal obligation: the processing is necessary for Spencer Craig Partnership Ltd to comply with the law (not including contractual obligations).

To process payment of fees for services which you contract from Spencer Craig Partnership Ltd , we will collect your bank details.

To send you relevant properties throughout your search, we may use your email address. However, you are free to opt-out and close your property search at any time or ask to be removed from our database.

Consent: you have given Spencer Craig Partnership Ltd clear consent for your personal data to be processed for a specific purpose.

LANDLORD

Situations in which Spencer Craig Partnership Ltd will process your personal data.
If you are a landlord, we need to collect and use information about you, or individuals at your organisation, in the course of providing you services such as:

providing you with support in letting or selling your
property (or assisting another organisation to do so)

Auctioning your property

Providing you with insurance services (or assisting another organisation to do so).

To process any fees payable or for payments for other services that you have instructed Spencer Craig Partnership Ltd to provide, we will ask for your bank details.Con

tract: the processing is necessary for a contract Spencer Craig Partnership Ltd ‘ has with the individual, or because Spencer Craig Partnership Ltd ‘ have asked the individual to take specific steps before entering into a contract.

To process payment of fees for services which you contract from Spencer Craig Partnership Ltd , we will collect your bank details.

SUPPLIER DATA

Situations in which Spencer Craig Partnership Ltd will process your personal data.

To ensure that we can facilitate services or property transactions, we will ask for:

company email addresses
phone numbers of relevant individuals at your organisation so that we can communicate with you/them.

Contract: the processing is necessary for a contract Spencer Craig Partnership Ltd ‘ have with the individual, or because Spencer Craig Partnership Ltd ‘ have asked the individual to take specific steps before entering into a contract.

To pay for the services you provide if this is part of the contractual arrangements between us, we will need your bank details.

HOW DO WE UPHOLD YOUR RIGHTS TO USE PERSONAL DATA?

We aim to tailor our communications and ensure you can ‘opt-in’ to receive the information that you want. To achieve this, we will usually inform you, before collecting your data, if we intend to use your data for such purposes. You can exercise your right to prevent such processing and withdraw your consent by letting us know in writing. You will always have the right to ask us not to process your personal data for marketing purposes and you can exercise your right to erasure by contacting our Data Protection Officer, by contacting our Data Protection Officer: info@spencercraig.com

WHAT ABOUT THIRD PARTIES?

The personal information we record is used to communicate with you when you request information about a service or a property we are marketing. Data is processed by Spencer Craig Partnership Ltd , and depending on which service Spencer Craig Partnership Ltd is providing, we will have a set list of authorised suppliers that you will be made aware of before sharing your information. We may disclose your personal information to third parties for reasons including the following:

If we are under a duty to disclose or share your personal data in order to comply with any legal obligation
In order to enforce or apply any agreements
To protect the rights, property, or safety of Spencer Craig Partnership Ltd or others

This includes exchanging information with other companies and organisations for the purposes of safeguarding or other statutory regulations we have to comply with.

No other third parties have access to your personal data unless it is specifically required to meet either contractual obligations or the legitimate interests of the company as defined under Article 5 of the GDPR. If at any time you do not wish to receive further information about us and our services, all communications will provide an easy opt-out and opportunity to update preferences. If you want to be removed from all databases, please contact us.

HOW DO WE STORE YOUR PERSONAL DATA?

This policy is reviewed and updated internally to ensure we do not store your data for longer than is necessary. We also review how and where we store any data to ensure that we meet our obligation to store data securely. The data we collect may be transferred to and stored at our servers in the UK.

In respect of tenant personal data, we keep this data for 7 years. We will then dispose of your information if you are no longer a tenant.
In respect of landlord personal data, we keep this data for 7 years. We will then dispose of your information if you are no longer a client landlord.
In respect of individual buyers and sellers, we keep this data for 7 years. We will then dispose of your information.
If you are a business client, we keep your personal data for 7 years. We will then dispose of your information if you are no longer a business client.
In addition, some of the data we hold may be subject to certain legal and regulatory obligations, which provide a minimum retention period for different types of data. The retention period varies depending on the data we hold.

DATA SHARING

If you are selling a property, we will share your details with a buyer once lawyers are instructed to act on the purchase of your property.

We may have to share your data with third parties, including third-party service providers and other entities in the group.

We require third parties to respect the security of your data and to treat it in accordance with the law.

We may transfer your personal information outside the UK. If we do, you can expect a similar degree of protection in respect of your personal information.

Why might you share my personal information with third parties?

We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.

Which third-party service providers process my personal information?
“Third parties” includes third-party service providers (including contractors and designated agents) and other entities within our group.

The following activities are carried out by third-party service providers:

Activity
Third-party service provider
Sharing of email addresses
Third-party contractors for the purpose of carrying out necessary works

HOW SECURE IS MY INFORMATION?

To help protect the privacy of data and personally identifiable information you transmit through use of this our website, we maintain physical, technical and administrative safeguards. We update and test our security technology on an ongoing basis. We restrict access to your personal data to those employees who need to know that information to provide benefits or services to you. In addition, we train our employees about the importance of confidentiality and maintaining the privacy and security of your information. We commit to taking appropriate disciplinary measures to enforce our employees’ privacy responsibilities.

Data shared with third parties

All our third-party service providers are required to take appropriate security measures to protect your personal information in line with our policies. They must only process your personal data for specified purposes and in accordance with our instructions.

COOKIES

Our website uses cookies and similar tools for several purposes. These are grouped by category below, with short descriptions of how each are used. You can control the use of these below. For more comprehensive information about our use of cookies and tracking technologies, please see our Cookie Policy.

We use tracking pixels from Google Analytics. These are small, embedded graphics that are loaded from third parties, capturing a small amount of data including your browser details and IP address. This allows us to gather statistics and insights about how our site is used. Data collected this way will be processed by the analytics providers in the USA and our digital agency Fast Generations in the UK.

Necessary Cookies – These cookies are necessary for the operation of our website which will not function correctly without them. These are on by default. You can manage cookies in your browser (see browser settings in section in Cookie Policy) Your choices will include the ability to switch off cookies completely and remove cookies by deleting them when you leave our site. If you do switch cookies off, you may find problems with the operation of our website.
Analytics Cookies – These cookies allow us to analyse website use and subsequently make changes to better serve visitors. These can track IP addresses, but it is not intended that they track specific individuals directly.

Functionality Cookies– These cookies allow us to recognise you when you return to our website, allow us to personalise content, and remember your preferences.

Video Cookies – These cookies allow embedded video players in our website to function as intended. As the providers are outside of the UK.

Performance/statistics cookies – These cookies collect information about how you use our website such as which web browser you use, how often you visit, which pages you open etc.

Social Sharing Cookies – These cookies provide the functionality to allow you to share content via common social media services.

Marketing Cookies – These cookies allow us to provide personalised and relevant services or advertising to our visitors, and to assess the effectiveness of our digital marketing activities.

Embedded Video Cookies – these cookies are used to support the embedded video functionality, allow your user preferences for video to be carried across from one website to another, and gather statistical information about how videos are used.

More information on cookies and the data they capture is available in our Cookies Policy here.

AUTOMATED DECISION-MAKING

Automated decision-making takes place when an electronic system uses personal information to make a decision without human intervention.

If we make an automated decision on the basis of any particularly sensitive personal information, we must have either your explicit written consent or it must be justified in the public interest, and we must also put in place appropriate measures to safeguard your rights.

You will not be subject to decisions that will have a significant impact on you based solely on automated decision-making unless we have a lawful basis for doing so and we have notified you.

We do not envisage that any decisions will be taken about you using automated means, however we will notify you in writing if this position changes.

YOUR DATA PROTECTION RIGHTS

Under certain circumstances, by law you have the right to:

Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it.
Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below).
Object to processing of your personal information where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground.
Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it.
Request the transfer of your personal information to another party.

If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please let us know in writing.

CHANGES TO THE PRIVACY NOTICE

We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.

HOW TO COMPLAIN

If you have any concerns about our use of your personal information, you can make a complaint to us at info@spencercraig.com.

You can also 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

Telephone: 0303 123 1113 (local rate)
Website: https://ico.org.uk/concerns