General Date protection Regulations (GDPR)
Lanyons Privacy Notice& Information for Clients
The GDPR are important European regulations which will introduce amendments to data protection law including introducing additional rights for individuals in relation to their personal and sensitive personal data. GDPR applies to all EU Member States from 25 May 2018.
Lanyons Estate Agents are committed to protecting and keeping confidential all the information you provide to us, subject to certain legal duties that are explained in our privacy notice.
We ask that you read this privacy notice carefully as it contains important information about who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and how to contact us and supervisory authorities in the event you have a complaint
Who We Are
Lanyons is a Partnership registered in Wales. The registered Head Office is at 36 Hannah Street, Porth, CF39 9RB. It is An Estate Agency, Letting Agency, Surveyors, Valuers, and Domestic Energy Assessors. The firm collects, uses and is responsible for certain personal information about you. When it does so it is also regulated under the GDPR by the Information Commissioner and is responsible as ‘controller’ of that personal information.
The Personal Information We Collect, Use and Share
In the course of your transaction we collect the following personal information when you provide it to us:
- Name, address, date of birth, contact information (telephone and email where appropriate), Occupation, Salary & Terms of employment (Permanent, Part Time, Self Employed etc)
- Identity information, proof of ownership documentation, and documents showing proof of funds.
- Additional information in relation to your legal transaction to enable us to progress your case
We use your personal information primarily to enable us to provide you with Estate Agency services in accordance with your instructions. We also use your personal information for related purposes including identity verification, administration of files, updating existing records if you have instructed the firm previously, analysis to help improve the management of the firm, for statutory returns and legal and regulatory compliance. The information will be held in hard copy and/or electronic format.
You are responsible for ensuring the accuracy of all the personal data you supply to us, and we will not be held liable for any errors unless you have advised us previously of any changes in your personal data.
We will only take instructions from you or someone you authorise in writing.
Where you are acting as an agent or trustee, you agree to advise your principal or the beneficiary of the trust that their personal information will be dealt with on these terms.
If we are working on your matter in conjunction with other professionals, including financial advisors, banks, surveyors, solicitors, estate agents etc., we will assume, unless you notify us otherwise, that we may share and disclose relevant personal data and information, about your transaction, if we feel it is necessary, or if required to do so by law enforcement or other authorities such as the information Commissioner, HMRC, The Property Ombudsman etc.
If you are a tenant or Landlord we may share and disclose relevant personal data and information relating to the tenancy or application for a tenancy, if we feel it is necessary, or if required to do so by law enforcement or other authorities such as the information Commissioner, HMRC, The Property Ombudsman etc.
We use a private, secure, cloud, computing service to assist us processing your information and keeping it secure from the risks of cybercrime and fraud. All IT providers we use adhere to strict confidentiality and we will ensure that they meet GDPR obligations in relation to the service they provide us.
There may be occasions when we are under a legal duty to share your information with law enforcement or other authorities, such as the information commissioner, HMRC, The Property Ombudsman etc.
Occasionally some of our clients’ files may be audited strictly confidentially by external auditors or examiners to ensure we meet our legal, quality, and financial management standards. Some information may be disclosed to our Professional Indemnity Insurers and to our auditors if so required. Unless you tell us otherwise we will assume you have no objection.
We may use your information to:
- Provide you with updates in relation to the property market.
- Provide you with information on houses when you have asked us to help you find a property.
- To carry out targeted marketing on Social Media.
How Long your Personal Data will be Kept
We will hold your personal data including your name, address, and contact details plus your transactional file securely for a period of six years as is legally required of us as agents. After this period of time your file of papers will be destroyed confidentially without further reference to you.
Reasons we can Collect and Use your Personal Information
We intend to rely on the following lawful bases to collect and use your personal or sensitive personal data:
- Contractual Obligations
- Legal Obligations
- Legitimate Interests
Under GDPR you have a number of important rights. Further information about these rights can be found on the Information Commissioners Website - www.ico.uk/for-the-public/
If you would like to exercise these rights, please: Email, call or write to our Data Protection Officer. Let us have enough information to identify you, let us have proof of your identity (i.e. driving licence or passport and a copy of a recent utility bill, bank statement or credit card bill. Let us know the information to which your request relates i.e. the property address you were selling or buying, renting or letting, please be as specific as possible in order that we may identify you correctly.
Keeping your Personal Information Secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed in an unauthorised way. We limit access to your personal information to those who have a genuine business need to know. Those processing your information will do so in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected security breach where we are legally required to do so.
How to Complain
We hope that our Data Protection Officer can resolve any query or concern you may have about our use of your information.
The GDPR also gives you right to lodge a complaint with a supervisory authority. The supervisory authority in the UK is the Information Commissioner who may be contacted at www.ico.org.uk/concerns/ or telephone - 03031231113
How to Contact Us
Please contact our Data Protection Officer if you have any questions about your privacy notice or the information we hold about you.
If you wish to contact our Data Protection Officer, please send a letter marked FAO Data Protection Officer, Lanyons Estate Agents, 36 Hannah Street, Porth, CF39 9RB or call 01443682636.