Coulters understands that your privacy is important to you and that you care about how your personal information is used and shared. We respect and value your privacy and will only collect and use personal information in the ways described in this Privacy Notice, and in a manner that is consistent with our obligations and your rights under the law.
On this site, “Coulters”, “our” and “we” each mean all the companies trading under Coulters (including but not limited to Coulters Property Limited, Coulters Legal LLP and Coulters Lettings Limited) which collect and use your information in the manner set out in this Privacy Notice. Any reference to “you” or “your” refers to anyone whose personal information we process.
If there are any changes to the way in which your personal information is used, this Privacy Notice will be updated.
What is personal information?
Personal Information is any information that tells us something about you.
We will collect personal information including your full name and contact details (such as phone number, email address and postal address) from you whenever you engage with us.
In addition, where we are required to do so by law, we will collect information for proof of identity purposes, which will be at least one form of photographic identification (e.g. a passport or a driving licence) and one form of documentation with proof of your place of residence (e.g. a recent utility bill).
Depending on the service that we provide to you, or on your behalf, we may also collect additional personal information, including but not limited to:
- Where you are not the legal owner of the property in question we may need to request details from you as to your ability to sell or let the property such as a Power of Attorney, Guardianship Order or Confirmation
- We may collect your bank account details to arrange the onward transfer of funds or to set up rental payments, depending on which of our services you engage us on
- We may ask if you have any specific access requirements if you are looking to rent or buy a new property or to arrange a viewing
- If you are a tenant renting under the ‘Right to Rent’ scheme we will collect details of your Biometric residence card, your immigration status document and/or your birth certificate to carry out our required checks under this scheme
- We may need to request additional emergency contact information in case we need to get in touch with you outside of working hours or in the event there is a matter requiring your urgent attention
How do we use your personal information?
Our use of personal information will always have a lawful basis, either because it is required to comply with a legal obligation, because it is necessary for our performance of a contract with you, or because you have consented to our use of personal information.
We may also process your personal information where the processing is necessary for us to carry out activities which it is in Coulters’ legitimate interests to do so, provided that your interests and fundamental rights do not override those interests. This may include processing that is necessary for us to promote our brand and services and measure the effectiveness of our marketing. This will include sending you marketing information from time to time which may be of interest to you or where you have expressly indicated that you would like to receive such information. You have the right to opt out of receiving this information at any time.
Do we share your personal information?
There are certain circumstances where we will share your personal information. These circumstances will include, but are not limited to:
- If you are purchasing a property where we are acting as agents for the seller we may share your personal information with your appointed solicitors and the solicitors acting for the other side of the transaction.
- If you are renting a property where we are acting as letting agents, we may share your personal data with third party referencing agencies for the purposes of the prevention and detection of crime, fraud and/or money laundering and checking your suitability to rent that property.
- Where we are managing property on your behalf we may need to pass your personal information from time to time on to third party contractors whom we have engaged to carry out maintenance on your properties.
- If we sell any part of our business and/or integrate it with another organisation your details may be disclosed to our advisers and to prospective purchasers or joint venture partners and their advisers. If this occurs the new owners of the business will only be permitted to use your information in the same or similar way as set out in this privacy notice.
- We may share personal information with our regulators, governmental or quasi-governmental organisations, law enforcement authorities and with courts, tribunals and arbitrators as may be required from time to time in order to comply with our regulatory and legal obligations.
- We may share your personal information with third party providers who process personal information on our behalf, such as IT providers and third party referencing or screening agencies for the purposes of the prevention and detection of crime.
All personal information is processed and stored securely, for no longer than is necessary in light of the reason(s) for which it was first collected.
We have measures in place which are designed to prevent unauthorised access to your personal information including but not limited to:
- Our digital client files are stored on our secure client management systems
- Access is restricted on our client systems to those within the business who are required to have access to your information for legitimate business purposes
- Active paper documentation is stored in locked cabinets
- Archived client files are stored off site at a secure facility
- Hardware is encrypted
All systems used to store personal information protect against unauthorised access and access is restricted to those absolutely necessary in order to fulfil our contract with you and comply with our legal obligations.
Retention of Data
The period for which we will keep your personal information will depend on the type of service you have requested from us. The retention period may be longer than the period for which we are providing services to you where we have statutory or regulatory obligations to retain personal information for a longer period, or where we may need to retain the information in case of a legal claim.
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Your rights in respect of your personal information
You have a number of rights in relation to your personal information. These include the right to:
- Obtain access to the personal information we hold about you
- Request to be informed about how we use your personal information
- Correct any personal information we hold about you if you believe it is incorrect
- Request that we delete any personal information we hold about you
- Ask us to restrict our data processing activities where:
- You consider that personal information is inaccurate
- You consider that processing of your personal information is unlawful
- You consider that we no longer need the personal information but you require us to keep it to enable you to establish, exercise or defend a legal claim
- You have raised an objection to our use of your personal information
- Request a copy of certain personal information that you have provided to us in a commonly used electronic format. This right relates to personal information that you have provided to us that we need in order to perform our agreement with you and personal information where we are relying on consent to process your personal information.
- Object to our processing of your personal information where we are relying on legitimate interests or exercise of a public interest task to make the processing lawful. If you raise an objection we will carry out an assessment to determine whether we have an overriding legitimate ground which entitles us to continue to process your personal information.
- Not be subject to wholly automated decisions which produce legal effects or which could have a similarly significant effect on you.
If you would like to exercise any of your rights please contact email@example.com
If you have any complaints about the way we use your personal information please email firstname.lastname@example.org. If we cannot resolve any issue, you have the right to complain to the data protection authority in your country (the Information Commissioner in the UK).