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Privacy policy

At David Ball Agencies & David Ball Agencies Ltd. (herein after referred to as DBA & DBA Ltd.), we’re committed to respecting and protecting your privacy.

This Privacy Policy explains when and why we collect personal information about our website visitors, customers and people who contact or interact with us, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

If you do not want us to process your personal information as described in this Privacy Policy, please do not provide information to DBA & DBA Ltd. or use our website www.davidballagencies.co.uk

DBA & DBA Ltd. has a Data Protection Officer who is responsible for matters relating to privacy and data protection. The Data Protection Officer can be reached at daniel@dba.estate  or Daniel Ball, David Ball Agencies, 34 East Street, Newquay, TR7 1BH

 

About DBA & DBA Ltd.

DBA & DBA Ltd. are the trading names of David Ball Agencies Partnership & David Ball Agencies Ltd. whose registered office is 34 East Street, Newquay, Cornwall, England TR7 1BH

 

How do we collect personal information about you?

We obtain personal information about you that you provide to us through our website, emails, phone conversations, documents you provide to us or when you visit one of our branches or if we visit you, for example when you:

●        Enquire about specific properties for sale or for rent

●        Ask us to value, sell or rent your property

●        Register for our email newsletters and property mailing list

●        Participate in one of our surveys

●        Interact with us on our social media sites

We also obtain personal information relating to you using automated technical means when you visit our website.

 

What type of personal information is collected?

The information we collect from you might include (but is not limited to) for legitimate business purposes is listed below as well as any other information you choose to provide to us.

First Name

How many dependants

Previous employers details

Solicitor Details

Middle Name

Dependants Name

Employers Phone number

Estate Agent Details

Surname

Dependants DOB

Employers Address

New Mortgage Details

Previous Name

Primary ID*

Occupation

Cookies

Date of birth

Address ID*

Marital Status

IP Address

Present Address

Bank Statements*

Bank Details

 

Residential Status

Credit Card Statements*

Personal Debt Details

 

Previous Addresses

Mortgage Statements*

Personal Expenditure

 

Landlord Details

Proof of Deposit

Existing Mortgage Details

 

Nationality

Accountant Details

Existing Insurance Details

 

NI Number

Self Employed Accounts*

Email Address

 

Passport Number

Salary

Phone Numbers

 

Doctors Details

Employers Name

New Property Details

 

* Copies

 


The information we collect through our website using automated technical means includes: the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, identification number, online identifier and location data. We also collect information about your website visit including which website pages are accessed, page response times and length of visits to pages.

 

Anti-Money Laundering

When entering in to a business relationship with DBA or DBA Ltd. both parties are required to comply with certain regulations for example the “Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 (referred to as “the Regulations).” DBA and DBA Ltd. are required to obtain certain information from you to comply with regulations. The information provided will only be used by DBA and DBA Ltd. in order to fulfil requirements and comply with the Regulations, your data will not be shared with any other parties unless we are required to do so under law.

We will require two separate identification documents one primary and one secondary document even if it appears on both lists:

Purchasing or selling

Primary documents (proof of ID)

·         Valid Passport with MRZ

·         Valid full UK photo driving licence

·         Valid full UK Driving licence (Non photo, paper) issued before 1998

·         Valid EU/EEA/Switzerland photo driving licence.

·         Valid EU/EEA/Switzerland national Identity Card.

·         Valid UK Armed Forces ID Card.

·         Valid UK Biometric Residence Permit (copy of both sides.)

·         Valid Blue disabled drivers pass. (With photo)

·         Valid Freedom Pass

·         Valid Local Authority Bus pass.

·         Department for Works & Pensions letter confirming pension details including National Insurance Number dated within the last 12 months.

Secondary documents - proof of residence

·         Valid full UK photo driving licence.

·         Valid full UK Driving licence (Non photo, paper) issued before 1998

·         Local authority council tax bill (dated within the last 12 months).

·         UK Bank / Building societies statements/bills showing activity, dated within the last 3 months. Including account number and sort code. (Internet printed acceptable.)

·         UK mortgage statement (dated within the last 12 months.) (Internet printed acceptable.)

·         Utility bill dated within the last 3 months including - Electricity bill (with MPAN number), Landline, Gas, Satellite TV, Water. (Internet printed acceptable.) (Not mobile phone bills.)

·         Her Majesty’s Revenue and Customs (HMRC) Inland Revenue (IR) Coding/assessment / statement (dated within the last 12 months) with National Insurance number.

·         Department for Works & Pensions letter confirming pension details and NI Number. (Dated within the last 12 months).

We reserve the right to employ third party electronic verification for the purpose of verifying identity. This search will not affect your credit rating.

 

How long do we retain your personal information?

We review our retention periods for personal data on a regular basis. We are legally required to hold some types of information for certain prescribed periods to fulfil our statutory obligations. Outside of specific statutory obligations, we will hold your personal data on our systems for as long as is necessary for the relevant purposes for which we use it, or in accordance with any retention periods set out in any relevant contract you hold with us.

 

For mailing register Data relevant only to sales

It is not possible for us to specify in advance the periods for which we will retain your personal information. In such cases, we will determine the period of retention based on the following criteria:

(a)        The period of retention of name, address, phone, email and mailing register perimeters will be determined based on your advice that you are no longer looking for property or request your data to be removed.

 

How do we use your personal information?

We may use the information that you directly provide to us in the following ways:

●        We may use your name, address and contact details for the purpose of carrying out our obligations arising from any contracts entered into by you and DBA and DBA Ltd. such as providing you with products and services you have requested, visiting and arranging viewings of your property. Our legal basis for this use is that it is necessary for the performance of a contract to which you are party.

●        We may use your name, email address and postal address to provide you with information you have requested from us, respond to enquiries or requests from you, and communicate with you in relation to those enquiries or requests and arranging visits to your property by our staff.  Our legal basis for this use is our legitimate interests, namely carrying out activities in the course of DBA & DBA Ltd.’s business in response to customer enquiries or requests.

●        We may use your name, phone, email address and postal address to provide you with information regarding similar goods and services to those you have already enquired about or purchased.  Our legal basis for this use is our legitimate interests, namely the ongoing marketing of our goods and services to individuals with whom we have an existing relationship in connection with our goods and services and/or who have expressed an interest in those goods and services;

●        Where you have entered into a contract with us or we have provided you with services, we may use your name, email address, postal address or phone number to ask for your feedback about the services we have provided to you.  Our legal basis for this use is our legitimate interests, namely evaluating and where necessary improving the quality of our service provision with a view to promoting the success of our business and positive customer relationships.

●        Where you are a party to an existing contract with us or regularly enter into contracts with us for our goods and services, we may use your name, email address, postal address or phone number to notify you of changes to the terms and conditions of our services.  Our legal basis for this use is our legitimate interests, namely the administration and management of our business contracts and relationships.  We may use your name, email address and postal address to send you marketing communications, if you have chosen to receive these. These may include information about properties for rent or for sale, the current property market, promotions or offers. Our legal basis for this use is consent.

●        We may use your written and photographic id to verify your identity where require it e.g. for buying, selling or renting a property. Our legal basis for this use is compliance with a legal obligation to which we are subject and our legitimate interests, namely ensuring the security of our systems, network and information and those of third parties.

●        We may use your name, address, phone number and email to fulfil legal obligations outside of our control. This may include but is not exclusive to assisting a court process, police or HMRC investigation.

 

We may use the information that we automatically collect using technical means through our website to:

●        Administer our site and for troubleshooting, testing, research and statistical purposes. We use Google Analytics, a third-party website monitoring tool. Our legal basis for this is our legitimate interests, namely to monitoring the use of our software, IT systems, improving our website and advertising.

●        Measure or understand the effectiveness of our own advertising activity. Our legal basis for this use is our legitimate interests, namely improving the relevancy of our advertising

 

This automated collection of information may involve the use of cookies.  Please see our Cookies Policy for further detail about these http://www.davidballagencies.co.uk/cookie-policy.

We may analyse the personal information we collect directly from you and obtain using automated technical means to create a profile of your interests and preferences so that we can contact you with information relevant to you (if you have chosen to receive marketing communications from us). We may make use of additional information about you when it is available from external sources to help us do this effectively. These sources Solicitors, financial services, surveyors, The Property Search Group and Rent4Sure which are not publicly accessible sources and other property related services. We may also use any of your personal information that we collect from you directly and additional information about you from external sources where necessary to detect and reduce fraud and credit risk. These sources include The Property Search Group and Rent4Sure (these are not publicly accessible sources). Our legal basis for this use of your personal information is our legitimate interests in preventing our business being subject to fraud or credit risk.

 

Who has access to information?

We will not sell or rent your information to third parties. We will also not share your information with non-relevant parties. Only relevant information is shared with third parties for legitimate business reasons.

We may pass your information to third party service providers, business partners, suppliers and sub-contractors working on our behalf for the purposes of completing tasks and providing services to you – or where there is a legal necessity to do so.

Including but not limited to:-

· Solicitors and conveyancers

· Building and maintenance contractors

· Financial Advisors

· Police Authorities

· Credit referring agencies

· Parking Companies

· HMRC and HMRC Overseas

· Money Laundering Authority

· Utility providers

· Debt Collecting Agencies

· South West Water

· Court Proceedings and Court Officers

· Immigration Authority

· Persons buying and selling (including developers)

· Local Authority

· Landlords or persons renting or leasing a property

 

When we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and otherwise use your information in accordance with applicable data protection law.

We may disclose your personal information to any member of our group of companies meaning DBA and DBA Ltd.

We may disclose your personal information to professional advisers insofar as reasonably necessary for the purposes of managing risks, obtaining professional advice and managing legal disputes.

We may transfer your personal information to a third party as part of a sale of some or all of our business and assets, or as part of any business restructuring or reorganisation, or if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our customers. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

In addition to the specific disclosures set out in this section, we may disclose your personal information where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person, or for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative out-of-court procedure.

 

Your rights

In this section we have summarised the rights that you have under data protection law.  Some of the rights are complex, applying only in certain circumstances and subject to certain exceptions, and in the interests of keeping this policy concise, not all of the details have been included in our summaries.  Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights. 

You have the right:

●        To object to us processing your personal information for marketing purposes. If you object, we will stop processing your personal information for this purpose.  When we collect your data, you can choose whether you wish to receive marketing communications from us. If you wish to stop receiving marketing communications, you can opt out at any time by clicking an ‘unsubscribe’ link at the bottom of one of our emails.

●        To access the information we hold about you and certain information about our processing of it and your rights in relation to it.

●        In certain circumstances, to obtain erasure of the personal information we hold about you, subject to certain exceptions.

●        To rectification of the information we hold about you.

●        In certain circumstances, to restrict our processing of your personal information or object to us processing it. If you object, we will stop processing your personal information unless certain exceptions apply.

●        Where our legal basis for processing your personal information is your consent or the performance of a contract and we process it by automated means, to be provided with the personal information we hold about you in structured, commonly used and machine-readable format and to transmit the information to another controller.

●        To not be subject to a decision based solely on automated processing, including profiling, that produces legal effects concerning you or similarly affecting you, subject to certain exceptions.

●        Where our processing of your personal information is based on your consent, to withdraw that consent at any time.  If you withdraw your consent, we will stop the relevant processing, but it will not affect the lawfulness of our processing before the withdrawal.

 

To exercise any of these rights, email us at daniel@dba.estate or write to Daniel Ball at David Ball Agencies, 34 East Street, Newquay, Cornwall, TR7 1BH.  In addition, you can exercise your right to object to direct marketing at any time by clicking an ‘unsubscribe’ link at the bottom of one of our emails.

If you consider that our processing of your personal information infringes data protection laws, you have the right to lodge a complaint to a supervisory authority responsible for data protection.  You may do this in the EU member state of your habitual residence, your place of work or the place of the alleged infringement.  More information about lodging a complaint with the Information Commissioner’s Office (the relevant UK supervisory authority) can be found at https://ico.org.uk/concerns/.

 

Security precautions in place to protect your information

We take appropriate technical and organisational precautions to secure your personal information and prevent its loss, misuse or alteration. All information you provide to us is stored on our secure servers or secure locked areas.

The transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and for this reason we cannot guarantee the security of data sent between us over the internet.

 

Use of Cookies

Like many other websites, our website uses cookies. 'Cookies' are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns.

Cookies allow us to provide important site functionality so you don’t have to re-enter lots of information. They also allow us to remember what links and pages you have been or viewed during a session. This helps us deliver a better, more personalised service to you.

It is possible to switch off cookies by setting your browser preferences. For more information on the Cookies we use, visit our Cookies Policy http://www.davidballagencies.co.uk/cookie-policy  

 

Links to other websites

Our website may contain links to other websites run by other organisations. We are not responsible for the privacy practices of those organisations or the content of their websites. You should read the privacy policies of these organisations before providing them with any personal information.

 

Transferring your information outside of European Economic Area (“EEA”)

We do not knowingly transfer your data outside of a EEA unless you have provided us with information relevant to you as a legitimate business purpose i.e. you reside overseas.

 

Review of this Policy

We keep this Policy under regular review. This Policy was last updated on 15.05.18

If we change our Privacy Policy we will post the changes on this page and may place notices on other sections of the website and/or notify you by email.

 

Further information

You can obtain further information about data protection laws by visiting the Information Commissioner's Office website at www.ico.org.uk.

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