PRIVACY POLICY & LEGAL

This privacy policy tells you about the information we collect from you when you register your details on our website. In collecting this information, under the rules of the General Data Protection Regulation (GDPR) we are acting as a data controller and, by law, we are required to provide you with information about us, about why and how we use your data, and about the rights you have over your data.

 

Who Are We?

We are CJT Property Management Ltd. Our registered office address is 68 Argyle Street Birkenhead, Merseyside, CH41 6AF. You can contact us by post at that address or by email caroline@cjtproperty.co.uk or by telephone on 01244 631 521.

Any enquiries about our use of your personal data should be addressed to our assigned Data Protection Officer, Caroline Turner, via the contact details above.

 

What Personal Data Do We Collect?

When you visit and navigate our site and when you communicate with us via our site, we will not collect personal information about you unless you provide us that information voluntarily.

If you provide such information we will store your name, address, telephone number, email address and any property details and requirements you have.

We may collect your data that has been voluntarily provided by yourself via third party sites including Rightmove, Zoopla, Prime Location, any other property portal,  credit referencing agencies, law enforcement/regulatory bodies, The Property Obudsman, Facebook, Twitter, Instagram or any other platform where you have voluntarily entered your data and we deem there to be legitimate interest for us to contact you in either a transactional or marketing manner.

We use a third party service, Google Analytics, to collect internet log information and details of visitor behaviour patterns including information such as the number of visitors to our site. This does not include personably identifiable information and we do not make any attempt to find out the identities of those visiting our site.

When someone visits our website we use Google Analytics so collect information regarding visitor behaviour patterns. We do this in order to find out the number of visitors to our website and Google listing. This data does not identify any individual and we will not make attempts to identify any individuals. If we do intend to identify visitors to our website we will make this clear when and why we are doing so.

We may also collect information from you in connection with a service or product provided to you by us, including personal information such as:

  • your name, postal address, phone number, email address and details of your requirements where you engage us to provide estate agency services on your behalf either in branch, at your property, by telephone or by email;

  • where appropriate your marital status, date of birth, nationality and tax status when you enter into a residential sales or lettings agreement with us;

  • financial or other identifiers including your bank account details, tax URN number and income/expenditure details where we manage a financial transaction for you, set up a standing order, or take payment for the services which we provide to you;

  • your date of birth, nationality and other details from identity documents which you provide to us where we are required by law to carry out know your client anti-money laundering checks and right to rent checks and the results of those checks;

  • details of your existing or proposed mortgage arrangements, confirmation of how long you have owned the property and details of the source of monies invested in the property when you register to sell;

  • proof that you have sufficient funds to pay any deposit required when you wish to make an offer to buy a property;

  • evidence of the source of funds you will be using to buy a property, including for example, a copy of your bank statement or an agreement in principle from your mortgage provider; 

  • evidence that you have the right to let a property where you are a landlord and instruct us to assist you with letting a property in Scotland;

  • details of any mortgage or insurance, licensing documentation and service contracts which you have in place in relation to a property you wish to let where you are a landlord and we are providing you with letting services;

  • your marital status, employment details, national insurance number, nationality, residential status, bank details and credit history when carrying out referencing and credit checks and the results of those checks;

  • details relating to your property including photographs, floor plans, energy performance certificate ratings/ home reports, property description and survey results when you engage us to market a property for you;

  • photographs of your property when we market your property for sale or to let, prepare an inspection report on the condition of your property, or when we prepare an inventory to record the condition of your property at the start or end of a tenancy;

  • your contact details, move in and move out date, utility meter serial number and meter readings where you are a landlord or tenant, prior to a tenant moving in to a property and when the tenant moves out;

  • your move in and move out date and details of the deposit you have paid where you are a tenant when registering or releasing any deposit from a deposit protection scheme;

  • your client reference number and the balance of any debt which you owe if we are required to take steps to collect a debt or take possession of a property;

  • references relating to you, or information required to prepare a reference for you where you are a tenant; and

  • your title, names, contact details, preferences for delivery methods, sex, civil/marital status, date of birth, nationality, occupation, employment and remuneration information (including salary/bonus schemes/overtime/sick pay/ other benefits) and employment history, bank account details, tax information, loans and credit commitments, personal credit history, sources of income and expenditure, family circumstances and details of dependents, confirmation of whether or not you smoke, any pre-existing mortgage and/ or insurance products and the terms and conditions relating to these, credit reference checks and  details of the type of mortgage, insurance and/or protection you require where you are receiving mortgage, insurance and/or protection advice from us.

 

Why Do We Collect This Information?

Your information will be used by us and Our Estate Agents in connection with the following purposes:

Providing You with Services:

  • To provide you with the estate agency services which you have asked us to provide, including but not limited to:

    • helping you to sell your property, or to find a property to purchase;

    • valuing your property; and

    • letting services; 

    • conveyancing services;

    • referring you to our mortgage and insurance partners (Embrace Financial Services and First2Protect Limited); and

    • progressing any mortgage and/or insurance transaction you may have commenced using our services.

  • to provide advice on financial services related to your property transaction, including mortgage, insurance and protection.

  • to introduce you to conveyancing services;

  • to keep you informed of any developments in relation to any mortgage product, protection product or insurance product which we help you to take out;

  • to protect a tenant’s deposit by registering it with a deposit protection scheme;

  • to take payment from you for the services which we provide;

  • to arrange and carry out viewings;

  • to process the receipt and payment of rent, maintenance and tax for you if a property is being let;

  • to arrange an energy performance certificate or home report inspection for you;

  • to arrange an inventory check or to prepare a report on the condition of a property if it is being let;

  • to ensure that utilities are in place and that utility companies and local authorities are able to contact you for billing purposes when you move in to a property;

  • to carry out tenant referencing and credit checks to assess if you are creditworthy before you move in to a property. To carry out such checks, your personal information may be shared with credit referencing companies, please refer to the Disclosure of Information section below for further details;

  • to better understand your requirements and provide you with services specific to your needs;

  • to improve the services we and Our Estate Agents offer by analysing your personal information so we better understand how you use our services;

  • to keep client records up to date;

 

Responding to Your queries:

  • to help answer any questions which you have asked one of our agents or staff members;

  • to provide you with a quote for our services;

Improving Our Site:

  • to analyse cookie and website usage data to keep improving Our Site;

  • to allow us to customise the content which is presented to you based on your likely interests;

Legal and Regulatory Obligations:

  • to comply with applicable laws where we are obliged to retain and/or disclose certain information;

  • to investigate or address claims or complaints relating to your use of our services;

  • for internal and external auditing purposes;

  • to carry out anti-money laundering checks;

  • to carry out right to rent checks;

Other:

  • to transfer information to any entity which may acquire rights in us;

  • to collect a debt which is owed to us; and

  • for onward referencing where you are a tenant; and

  • retention of copyright in all advertising material (including photographs) used to market your property including reserving the right to use these for marketing initiatives following the sale of the property.

 

Legal basis upon which we deal with your information

 

Wherever we collect or use your personal information, we will make sure we do this for a valid legal reason. This will be for at least one of the following purposes:

  • because it is necessary to fulfil the terms of our contract with you - if you have entered into a contract with us for example to sell a property or provide advisory services for a financial product;

  • because it is necessary to support the legitimate interests of our business in operating Our Site and providing estate agency services in relation to Our Estate Agents efficiently to meet your needs -  in all such cases, we will look after your information at all times in a way that is proportionate and respects your privacy rights and you have a right to object to processing as explained in the section on Your Rights below;

  • to meet responsibilities we have to our regulators, tax officials, law enforcement, or otherwise meet our legal responsibilities

  • where we have obtained a clear consent from you - we will always make it clear when we need your consent and how you can change your permissions at any time thereafter.

If you would like to know more about the legal reasons or legitimate interests that apply to a particular way in which we use personal information you can contact us at any time.  If you would like to know more about the legal reasons or legitimate interests that apply to a particular way in which Our Estate Agents use your personal information you should refer to their privacy notice or contact them directly.

 

Your Rights Over Your Information

By law, you can ask us what information we hold about you, and you can ask us to correct it if it is inaccurate. If requested we can delete it completely under the GDPR "right to be forgotten" regulation.

You can also ask us to give you a copy of the information and to stop using your information for a period of time if you believe we are not doing so lawfully.

To submit a request by email, post or telephone, please use the contact information provided above.

 

Your Right To Complain

If you have a complaint about our use of your information, you can contact the Information Commissioner’s Office via their website at www.ico.org.uk or write to them at:

Information Commissioner's Office

Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

 

Cookies

You should also be aware that when you visit our website we collect certain information that does not identify you personally, but provides us with “usage data,” such as the number of visitors we receive or what pages are visited most often.

Like many other web sites, we use “cookie” technology. A “cookie” is an element of data that a web site can send to your browser. It is not a computer program and has no ability to read data on your computer or instruct your computer to perform a function. A “cookie” is only used so that the web site can recognise repeat users, track usage patterns and better serve you when you return to the site. Most browsers provide a simple procedure that will enable you to control whether you want to receive cookies or not.

 

Linking to Other Sites

Our web site provides links to other web sites, not owned or controlled by us, that we think might be useful or of interest to you. We cannot, however, be responsible for the privacy practices used by other web sites or their content or accuracy.

All information you provide to us is stored on secure servers. Whilst we have strict security features we cannot guarantee the security of your data transmitted to our site or via third party sites.

We endeavour to keep your data accurate and up to date but we can only comply with this if you provide us with the information to do so. You are responsible for notifying us to any changes in your data e.g change of address, name or any other data.

 

Who We Share Your Data With

We will on occasion share your data with third parties for transactional or marketing purposes. We will only do this with your consent to share your data for the given purpose or where we deem there to be legitimate interest to do so. Third parties include Solicitors, Mortgages Advisors, Surveyors, Board Companies, Contractors, Reference Companies, Tenancy Deposit Schemes and various others where necessary. For a full list including individual company names please contact us on caroline@cjtproperty.co.uk.

 

Property Information

All measurements, areas and distances mentioned are approximate and are issued as a guide only. If such details are fundamental to a purchase, purchasers must rely on their own enquiries. Nothing in these particulars should be seen as a statement that the property or any fixture described or shown is in good condition or otherwise. Purchasers must satisfy themselves as to the condition of any property or item included within the sale. None of the appliances or services mentioned in these particulars have been tested and no warranty is given or implied. If reference is made either to alterations to the property or a change of use, no warranty is given by us or the Vendors/Lessors that any planning or other consents or Building Regulations approval has been obtained. Where references are made to potential uses (subject to planning) this information is given in good faith although purchasers must take their own enquiries to the relevant authorities. Most importantly if there is any particular aspect of the property about which you would like further information, we invite you to discuss this with us before you travel to view the property.

 

Indemnity

You acknowledge that you are solely responsible for the use to which you put this website and all information you obtain from it. All warranties, conditions, representations and terms are hereby excluded to the fullest extent permitted by law. We and all contributors to this website hereby disclaim to the fullest extent permitted by law all liability for any loss or damage including any consequential or indirect loss or damage incurred by you, whether arising in tort, contract or otherwise, and arising out of or in relation to or in connection with your access to, or use of, or inability to use this website

 

Copyright

The copyright of text and images on this website belongs to us. You may not make a permanent copy of or reproduce this web site in any form. You may not reproduce or incorporate this web site into any other website. You may only print, display or download temporary copies of the content to your computer for your own personal non-commercial use. You may not link to this site or frame it without the express consent from us.

 

Review of This Policy

We keep this Policy under regular review. This Policy was last updated on 1st October 2020.