Privacy Policy
Definitions
“We” or “Benburys” applies to: Benburys Sales & Lettings Ltd.
We have updated our privacy policy to explain how Benburys collects and uses your data. It also explains why we collect this data in the first place and who we share it with. It also details how you can control how we manage your data and how we protect your rights and interests as a data subject. This updated policy comes into effect from June 2024.
Information held
The personal data we process may include the information detailed below and may also include other sensitive data concerning health, if relevant to your application. Where the provision of data is a statutory, a contractual requirement or a requirement necessary to enter into a contract, a refusal to provide the data may mean that we are unable to provide you with our service.
To ensure that we provide you with the best service possible we will need to collect and retain certain personal data. The data will be collected and processed by members of our staff. How we source the data is identified below. We may source data from third parties or via third parties e.g. Credit and referencing company or identification checking companies.
What information we collect from you
Benburys normally collects the following types of information from our clients depending on your relationship with us:
Full name
Current & previous address
Telephone numbers
Email address
Date of birth
Current and previous employment details
Personal debt details
Salary details
National insurance number
Bank details
Current and previous landlord details
Current or proposed mortgage details
Accountant details
Solicitors details
Identification documents
Whom we can collect this information from
We generally collect this information from the following individuals in our daily conduct of business:
Property Enquirer
Applicants
Tenants
Permitted occupiers
Next of kin
Guarantors
Relevant persons
Prospective landlords
Previous landlords
Current landlords
Prospective buyers & sellers
Current buyers & sellers
Contractors
Prospective staff
Current staff
How we collect this information
We collect this information in several different ways namely being you contacting us by telephone, email or face to face when you:
Enquire about a property we have available to let or sell
Complete an application form for a property we have available for let
Place an offer on a property we have to sell
Instruct us to manage, let or sell a property for you
During the course of our management services
Apply for an employment position we have available
Enquire about conducting business as one of our preferred contractors
Make a payment on behalf of someone else
How we use your information & why we collect it
We may use your information to:
Contact you regarding available properties we believe to be suitable for you and offer extra services
Process applications from applicants who have applied to rent a property through us or applied to stand as a guarantor for an applicant
Progress sales if you have made an offer to buy a property which has been accepted in principal or you are the owner
Verify identify to include conducting right to rent checks and confirm ownership of the property
Resolve maintenance issues
Ensure legal documents are completed i.e. tenancy agreements & prescribed information
Process payments to you
Chase rent arrears
Conduct performance reviews for staff
Provide contractors with worksheets for maintenance
Who we share your information with
We do not sell your information to anyone, however we may need to share your information with the following based on the Lawful Basis of Processing (see later):
Landlords
Utility companies
Local authorities
Emergency Services
Deposit schemes
Contractors
Solicitors and courts (where legal action is required)
Insurance providers
Referencing providers
The Home Office
Software providers
Marketing companies (where consent is given)
How we store your information
We store this information on our digital/electronic database and when necessary paper files. Any information is stored on servers which are held in the EU.
How long we store your information for
We will retain your information for as long as reasonably required to fulfil the purposes of this policy and no longer. However generally we will keep your personal information for no longer than six years and one month.
Lawful Basis of Processing
Benburys will process your information based on the following basis:
Consent – We may need your consent for some of the data we collect/process. Where consent is needed we will seek your consent prior to processing your information. Please note consent is not needed for the majority of the data we collect.
Contractual Fulfilment – If you enter in to a contract either with Benburys or provided by Benburys we may need to process your data to adhere to the contract and consent will not be needed.
Compliance with the law – We may need to process your data in accordance with the law, such as providing your information to HM Revenue and Customs to adhere to tax implications.
Legitimate Interest – We may process your data if we have a legitimate interest to do so in accordance with our business relationship.
Protecting Vital Interests – Your data may need to be processed to protect you in extreme situations.
Public Interest of Official Function – Your data may be processed and provided to official functions such as councils to protect the interests of the public.
Online identifiers, IP addresses & cookie identifiers
Where you visit our website we may collect information about your computer, including where available your IP address, operating system and browser type, for system administration and to report aggregate information to our advertisers. This is statistical data about our users’ browsing actions and patterns.
We may obtain information by using a cookie file which is stored on the hard drive of your computer. Cookies contain information that is transferred to your computer’s hard drive. They help us to improve our site and to deliver a better and more personalised service. They enable us:
To estimate our audience size and usage pattern.
To store information about your preferences, and so allow us to customise our site according to your individual interests.
To speed up your searches.
To recognise you when you return to our site.
You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. However, if you select this setting you may be unable to access certain parts of our site. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you log on to our site. You can find more information about cookies at www.allaboutcookies.org
This policy only applies to our site. If you leave our site via a link or otherwise, you will be subject to the privacy policy of that website provider. We have no control over that privacy policy or the terms of the website and you should check their privacy policy before continuing to access the site.
Recording Telephone Calls
When you call our offices or we call you the phone call may be recorded for security, training and monitoring purposes. If we are taking a payment over the phone then to protect your security we do not record the specific part of the call when we actually take the card details. You will be notified that we are no longer recording the call and you will also be notified when we resume the recording.
Your rights
You have a right of access to check your personal data to verify the lawful basis of processing. We are obliged to respond to an access request within 30 days and may not charge a fee unless the request is unfounded, excessive or repetitive. If a fee is charged it is to be a reasonable fee based upon the administrative cost of providing the information.
You have a right to rectification if the data we hold is either inaccurate or incomplete. If your data has been disclosed to third parties then we must inform them of the rectification, where possible.
You have a right to erasure of your data when consent is our basis of processing (the right to be forgotten). You may request that your personal data be erased, for example, where there is no compelling reason for its continued processing or where you withdraw consent. We will comply with your request unless we have another basis of processing justifying our retaining the data (for example a legal requirement or the defence of a legal claim).
You have some rights to ask us to restrict processing i.e. to block or supress processing where, for example, the data may be incorrect and whilst the accuracy is verified. We are permitted to store the data.
Your right to object
You do have a right to object to further processing of your personal data. We may be required to stop processing unless there is some other legitimate basis of processing such as a legitimate interest or a requirement for the exercise or defence of a legal claim.
Withdrawal of consent
Where the lawful basis for processing is your consent, you may withdraw consent at any time by writing to, Benburys Sales & Lettings Ltd at 20 Parkville Highway, Coventry CV6 4HZ or emailing enquiries@benburys.co.uk.
How to contact us
You can contact Benburys at any time if you have any queries regarding this privacy policy or if you wish to make a complaint regarding how we are processing your data. Contact us on 024 7666 1553 or enquiries@benburys.co.uk. We are registered as a data controller with the ICO and our registration number is ZB789527.
How to lodge a complaint with the supervisory authority
The supervisory authority responsible for data protection is the Information Commissioners Office (ICO) to whom concerns may be reported by phone on 0303 123 1113 or +44 1625 545 745 if calling from outside the UK, by email using the form on the website ico.org.uk or the livechat function.