Alexander Philips Ltd (“us”, “we”, or “our”) operates a residential property sales and letting agency from their offices, along with the alexanderphilips.co.uk website, Facebook, Instagram, and LinkedIn accounts (the “Services”).
This page informs you of our policies regarding the collection, use, and disclosure of personal data when you use our Services and the choices you have associated with that data.
All your Personal Data shall be held and used in accordance with the EU General Data Protection Regulation 2016/679 (“GDPR”) and national laws implementing GDPR and any legislation that replaces it in whole or in part and any other legislation relating to the protection of personal data. If you want to know what Personal Data we collect and hold about you, or to exercise any of your rights as set out below, please email us at privacy@alexanderphilips.co.uk.
Alexander Philips Ltd is the controller of your Personal Data for the purposes of the GDPR and is a limited company registered in England and Wales number 06970810 and whose registered office is 27 Broadwater Street W, Worthing, West Sussex, BN14 9BT.
We use your data to provide and improve the Services. By using the Services, you agree to the collection and use of information in accordance with this policy. Terms used in this Privacy Policy have the same meanings as our Terms and Conditions, which are provided when undertaking our Services.
Personal Data means data about a living individual who can be identified from those data (or from those and other information either in our possession or likely to come into our possession).
Usage Data is data collected automatically either generated by the use of the Services or from the Services infrastructure itself (for example, the duration of a page visit).
Cookies are small pieces of data stored on a User’s device.
Data Controller means a person who (either alone or jointly or in common with other persons) determines the purposes for which and the manner in which any personal data are, or are to be, processed.
For the purpose of this Privacy Policy, we are a Data Controller of your data.
Data Processor (or Service Provider) means any person (other than an employee of the Data Controller) who processes the data on behalf of the Data Controller.
We may use the services of various Service Providers in order to process your data more effectively.
Data Subject is any living individual who is the subject of Personal Data.
The User is the individual using our Services. The User corresponds to the Data Subject, who is the subject of Personal Data.
We collect several different types of information for various purposes to provide and improve our Services to you.
While using our Services, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you (“Personal Data”). Personally identifiable information may include, but is not limited to:
| Information collected | Reason we collect it | How we process it |
|---|---|---|
| Client name, home address, telephone numbers, email address | To engage in business with the client | Secure property management software and secure office filing system |
| Photographic identification and proof of residency (can include bank statements) | Compliance with UK Money Laundering Regulations 2017 | Secure office filing system |
| Property keys and alarm details | To engage in day to day business (estate agency) | Secure code system |
| Transfer of Data | ||
| Data may be shared with necessary third parties such as solicitors, financial advisors, surveyors, professional photographers and relevant departments within Alexander Philips Ltd, when dealing with legal matters of mutual clients and / or for the purpose of aiding a property purchase. | ||
| Retention of Data | ||
| All collected data will be held indefinitely in accordance with our processes. This applies to anyone who has sold, bought or had a property valued by Alexander Philips Ltd. You have the right to object to our retention policy, if so please contact us by contacting the email above. | ||
| Automated Decision Making | ||
| 7 years | ||
| Securing your Information | ||
| We store all data electronically on our software system which is securely password protected. | ||
| Information collected | Reason we collect it | How we process it |
|---|---|---|
| Client name, home address, telephone numbers, email address | To engage in business with the client and , to meet the terms and conditions and tenancy agreements | Secure property management software and secure office filing system |
| Photographic identification and proof of residency (can include bank statements) | For verification of clients’ identity and undertake assessments for Right to Rent | Secure property management software and secure office filing system |
| Bank details | To pay clients’ money in accordance with agreed contracts | Secure property management software |
| Credit search history | For qualifying potential tenants for properties | Secure property management software and secure office filing system |
| Employment and income information | For qualifying potential tenants for properties | Secure property management software and secure office filing system |
| Property keys and alarm details | To engage in day to day business (estate agency) | Secure code system |
| Transfer of Data | ||
| Data may be shared with landlords and necessary third parties such as contractors, utility management companies, tenancy deposit protection companies, credit and referencing agencies, inventory providers, banking organisations, Home Office, HMRC and relevant departments within Alexander Philips Ltd, solicitors, financial advisors and letting agents when dealing with legal matters of mutual clients and / or for the purpose of aiding a property to be let. | ||
| Retention of Data | ||
| All collected data will be held for a period of 7 years from first client engagement and / or 7 years following the termination of a contract. You have the right to object to our retention policy, if so please contact us by contacting the email above. | ||
| Automated Decision Making | ||
| 7 years | ||
| Securing your Information | ||
| We store all data electronically on our software system which is securely password protected. | ||
You may provide us with information in a number of ways:
We may also collect information on how the Services are accessed and used (“Usage Data”). This Usage Data may include information such as your computer’s Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Services that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data.
We use cookies and similar tracking technologies to track the activity on our Services and hold certain information.
Cookies are files with small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Tracking technologies also used are beacons, tags, and scripts to collect and track information and to improve and analyse our Services.
You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Services.
Examples of Cookies we use:
Alexander Philips Ltd uses the collected data for various purposes:
Alexander Philips Ltd will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes, and enforce our legal agreements and policies.
Alexander Philips Ltd will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of our Services, or we are legally obligated to retain this data for longer time periods.
In certain circumstances, once we have deleted or anonymised your data, we may need to retain parts of it (for example, your email address), in order to comply with our obligations under GDPR or other legislation, or for fraud detection purposes.
Your information, including Personal Data, may be transferred to — and maintained on — computers located outside of your country where the data protection laws may differ than those within your area.
If you are located outside the United Kingdom and choose to provide information to us, please note that we transfer the data, including Personal Data, to the United Kingdom and process it there.
Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.
Alexander Philips Ltd will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Personal Data will take place to an organisation or a country unless there are adequate controls in place including the security of your data and other personal information.
Under certain circumstances, Alexander Philips Ltd may be required to disclose your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).
Alexander Philips Ltd may disclose your Personal Data in the good faith belief that such action is necessary to:
Under GDPR, the main grounds that we rely upon in order to process your Personal Data are the following:
The security of your data is important to us, but remember that no method of transmission over the Internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.
Alexander Philips Ltd aims to take reasonable steps to allow you to correct, amend, delete, or limit the use of your Personal Data.
Whenever made possible, you can update your Personal Data directly within your account settings section. If you are unable to change your Personal Data, please contact us to make the required changes.
If you wish to be informed what Personal Data we hold about you and if you want it to be removed from our systems, please contact us.
In certain circumstances, you have the right:
You have the right to data portability for the information you provide to Alexander Philips Ltd.
You can request to obtain a copy of your Personal Data in a commonly used electronic format so that you can manage and move it.
To the extent that we are processing your Personal Data based on your consent, you have the right to withdraw your consent at any time. You can do this by unsubscribing via the link provided in any direct marketing communication or contacting us at the email address set out above.
You can exercise any of the above rights by contacting us at the email address set out above. You can exercise your rights free of charge.
Most of the above rights are subject to limitations and exceptions. We will provide reasons if we are unable to comply with any request for the exercise of your rights.
Please note that we may ask you to verify your identity before responding to such requests.
We may employ third party companies and individuals to facilitate our Services (“Service Providers” or “Data Processors”), to provide the Services on our behalf, to perform Service-related services or to assist us in analysing how our Services are used.
These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
We may use third-party Service Providers to monitor and analyse the use of our Services.
In order to provide certain services, we will share your Personal Data with third party service providers such as IT infrastructure companies and email logistics / marketing automation providers. We will not share your Personal Data with any third party where it is not necessary to do so to provide a service to you.
If we or our business merges with or is acquired by another business or company, we will share your Personal Data with the new owners of the business or company and their advisors. If this happens, you will be sent notice of such an event.
Our Services may contain links to other sites that are not operated by us. If you click on a third-party link, you will be directed to that third party’s site. We strongly advise you to review the Privacy Policy of every site you visit.
We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.
Our Services do not address anyone under the age of 13 (“Children”).
We do not knowingly collect personally identifiable information from anyone under the age of 13. If you are a parent or guardian and you are aware that your Children has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we take steps to remove that information from our servers.
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.
You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.
If you have any questions about this Privacy Policy, please contact us by visiting our contact page on our website.
If you are unhappy about our use of your Information, you can contact us at the link above. You are also entitled to lodge a complaint with the UK Information Commissioner’s Office using any of the below contact methods:
Telephone: 0303 123 11113Release version 2.1 December 2020
Alexander Philips Ltd ©2020
