We are a Letting & Estate Agency based in Leeds who deal with all aspects of residential property. Our company number is 7901586. We are a registered Data Controller with the Information Commissioners Office and our Data Controller number is Z3099029
We treat the privacy of all of our customers with respect and we take our responsibility of how we handle this data very seriously.
This notice applies across all of the services provided by us, Dwell Leeds Ltd trading as Dwell Leeds, our website, all of our online advertisements and our marketing material both online and offline. This notice also applies to all of our customers and prospective customers which include Landlords, Tenants, Applicants, Vendors, and Buyers.
The type of personal data we hold and use for you will depend on the type of customer you we classify you are and we may require different data for each type, as is required for relevant data processing.
When we use the term ‘personal data’ we mean information that identifies which may include your name, contact number(s), email address, postal address, bank account information/payment information, date of birth, marital status, employment status, income details, and address history.
We may need to update this notice from time to time. We will inform our clients of any significant change that we make to this notice, usually by email.
*Last updated 15/05/18*Who will process my data?
Your personal data will be processed by Dwell Leeds. In some cases, your data may be passed to a third party that is an associated business partner of Dwell Leeds where relevant.How we may share your data
Your data may be shared with appropriate staff within our business such as those carrying out financial, money laundering checks or compliance functions. We sometimes need to share your data with carefully selected third parties. These may include the following:
Why is my personal data required?
- A tenant referencing company for the purposes of establishing suitability as a tenant via employer and landlord referencing as well as credit searching companies such as Credit Safe and Equifax. Where a credit search takes place a record may appear on your credit file and be held on the files of the credit referencing agency. You may request a copy of a credit search although there may be a small administration charge payable to provide this. Our current partner for our tenant referencing service is Goodlord Ltd.
- A utility provider for the purpose of providing and establishing energy and media services when you move home. Our current partners for these services are One Utility Bill & uSwitch
- A Mortgage Broker for the purposes of securing finance to buy property. Our current partner is On Point Mortgages.
- Solicitors for the purposes of Conveyancing. Our current partner is Lupton Fawcett plus any other Solicitors working on your sale or purchase.
- Regulators, law enforcement bodies, government agencies, courts or other third parties where we believe it’s necessary to comply with applicable laws or regulations, or to exercise or defend our legal rights.
- An actual or potential buyer (and its agents and advisors) in connection with an actual or proposed purchase, merger or acquisition of nay part of our business
- Other people or organisations where we have your consent
Your data may be processed for a number of reasons depending on your circumstances but may include to establish suitability as a Tenant or Buyer, ID verification, immigration status, Anti Money Laundering (AML) and fraudulent activity checks, or other legislative or practical requirements in order to properly fulfil a contract with you. We may also use your personal data for direct marketing purposes provided we have your consent. We only collect information that is necessary to carry out the purposes listed above.What makes this processing lawful?
Keeping your information up to date
- For the performance of a contract to which you are party or in order to take steps at your request to enter into a contract
- For compliance of legal obligations to which we are subject to
- For the purpose of legitimate interest pursued by us
We will record your data exactly as you provide it. You may update your data at any time by asking us to do so. We will action your request within a reasonable time frame and up date third parties with this information if required.How will you use my personal data?
Our legitimate interests for using your data are as follows
- To respond to questions or complaints you have about our services
- To update to changes to our services or terms
- To ensure our records of your personal information is correct
- To review, improve or develop the services we offer
- To understand the changing needs of our clients
- To pursue debts or unpaid fees
- To evidence company practices
- For direct marketing purposes
- To protect the business from risks which might be introduced
You have the right to object to processing and we shall cease unless we can show we have legitimate grounds to continue.How secure is my data be?
We will ensure that your data is only accessible to authorised people in our business or associated partners above if relevant, and the data will remain confidential at all times. Appropriate security measures will be in place to prevent unauthorised access of your information. If we have a contract with another organisation to provide us with services or a service on our behalf to process your information, we’ll make sure they have given reassurances regarding appropriate security measures and they will only process your information once we have given them authorisation to do so.Transferring data outside the European Union
We do not transfer your data outside of the UK, however we may use the services of an online or cloud-based storage system such as G Suite (Google Drive) whose servers are in based in the United States. We have made appropriate checks with such providers to establish they have appropriate systems and controls in place that are equivalent to GDPR requirements in order to store your data safely and securely.What about direct marketing?
We will use the information provided now and in the future to carry out direct marketing activities that are legitimate interests pursued by us. Sometimes that includes with your consent, sharing data with product and service providers for their marketing activities. You can choose which method you’d prefer to be contacted on whether that be by telephone, email, SMS, or post. You have the right to object at any time to the use of your personal data and we will cease marketing activity.Telephone call recording
In line with the Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000 we may record incoming or outgoing conversations with you for the following purposes:
How long will you keep my information for?
- Training and compliance reasons
- Establishing facts and evidence for business transactions
- Demonstrating that standards are being met
- Preventing or detecting criminal or fraudulent activity
We will keep your information for no longer than is necessary to fulfil our legitimate business interests Requesting a copy of the information we hold
You may at any time ask for a copy of the information we hold about you – it is your legal right. We will provide you with a copy of any non exempt personal information we hold within 30 days of your request unless we ask you for an extension of this period. To protect your information, we will ask you to verify your identity before we release this information. We may refuse to supply the information if you cannot verify your identity.What are my legal rights?
In addition to the above, you have the following rights
How do I complain to the regulator?
- You have the right to object to processing your personal data for marketing activity at any time
- Where you have given previous consent you have the right to withdraw the previous consent to processing your personal data at any time
- You have the right to request to have the personal data we hold for you to be erased
- You have the right to request a copy of the personal data we hold for you in a concise readable format
- You have a right to lodge a complaint with the regulator (see below)
By writing to:
Information Commissioner’s Office
Telephone: 0303 123 1113
Web: https://ico.org.uk/for-organisations/report-a-breach How to contact our Data Protection Officer
You can contact our Data Protection Officer by writing to:
The Data Protection Officer
5/6 St Chads Parade
Telephone: 0113 258 4860
The policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore the way this website processes, stores and protects user data and information will also be detailed within this policy.
This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies to all UK national laws and requirements for user privacy.
Cookies are small files saved to the user's computers hard drive that track, save and store information about the user's interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website.
Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors.
Other cookies may be stored to your computers hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.
Contact & Communication
Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use, as detailed in the Data Protection Act 1998 and further updated by GDPR 2018. Every effort has been made to ensure a safe and secure form to email submission process but advise users using such form to email processes that they do so at their own risk.
This website and its owners use any information submitted to provide you with further information about the products / services they offer or to assist you in answering any questions or queries you may have submitted. This includes using your details to subscribe you to any email newsletter program the website operates but only if this was made clear to you and your express permission was granted when submitting any form to email process. Or whereby you the consumer have previously purchased from or enquired about purchasing from the company a product or service that the email newsletter relates to. This is by no means an entire list of your user rights in regard to receiving email marketing material. Your details are not passed on to any third parties.
Email Newsletter & Email Marketing
This website operates an email newsletter program, used to inform subscribers about products and services supplied by this website. Users can subscribe through an online automated process should they wish to do so but do so at their own discretion. Some subscriptions may be manually processed through contact with us.
Subscriptions are taken in compliance with UK Spam Laws detailed in the Privacy and Electronic Communications Regulations 2003. All personal details relating to subscriptions are held securely and in accordance with the Data Protection Act 1998 and further updated by GDPR 2018. No personal details are passed on to third parties nor shared with companies / people outside of the company that operates this website. Under the Data Protection Act 1998 you may request a copy of personal information held about you by this website's email newsletter program. A small fee will be payable. If you would like a copy of the information held on you please write to the business address at the bottom of this policy.
Email marketing campaigns published by this website or its owners may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include; the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity [this is by no far a comprehensive list].
This information is used to refine future email campaigns and supply the user with more relevant content based around their activity.
In compliance with UK Spam Laws and the Privacy and Electronic Communications Regulations 2003 subscribers are given the opportunity to un-subscribe at any time through an automated system. This process is detailed at the footer of each email campaign. If an automated un-subscription system is unavailable clear instructions on how to un-subscribe will by detailed instead.
Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites, similar to; Folded Book Art or Used Model Trains For Sale.)
The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.
Adverts and Sponsored Links
This website may contain sponsored links and adverts. These will typically be served through our advertising partners, to whom may have detailed privacy policies relating directly to the adverts they serve.
Social Media Platforms
Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.
Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email.
This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.
Shortened Links in Social Media
This website and its owners through their social media platform accounts may share web links to relevant web pages. By default some social media platforms shorten lengthy urls [web addresses] (this is an example: http://bit.ly/zyVUBo).
Users are advised to take caution and good judgement before clicking any shortened urls published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine urls are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.
Resources & Further Information
• General Data Protection Regulation (GDPR) 2018
• Information Commissioners Office Guide to General Data Protection Regulation (GDPR) 2018
• Data Protection Act 1998
• Privacy and Electronic Communications Regulations 2003
• Privacy and Electronic Communications Regulations 2003 - The Guide
• Web Design Wales
v.2.0 April 2013
v.3.0 May 2018 Edited & customised by: Dwell Leeds Ltd, Airedale House, 423 Kirkstall Road, Leeds, LS4 2EW