Devonshire Estate Agents Ltd

Privacy Policy General Data Protection Regulation (GDPR)

The regulations that give us all more control over our data, what data is held and how the Data is held.

This Privacy Policy explains what personal information (Data) we collect, how we store it and what we use it for. All the Data we collect is to serve our clients, applicants, contractors, suppliers better and is not used for 3rd party marketing. We also hold Data on other Estate Agents whom we may trade with.

Our Data Protection Policy is intended to follow good practice as well as to comply with GDPR. It is here to protect the rights of our staff, partners, applicants, contractors and clients. It is open and transparent about our procedures and will be updated periodically.

We hold the following Data for all our Landlords:

• NAME
• ADDRESS
• CONTACT TELEPHONE NUMBER
• EMAIL ADDRESS PHOTO ID – PASSPORT OR A DRIVER’S LICENSE
• PROOF OF AN ADDRESS – A UTILITY BILL OR TWO OTHER OFFICIAL LETTERS TO SHOW YOUR PROOF OF ADDRESS.
• BANK DETAILS HMRC OVERSEAS LANDLORD SCHEME APPROVAL CERTIFICATE (if applicable)
• ANTI MONEY LAUNDERING (AML) COMPLIANCE INFORMATION

We hold all the information required on the property to be rented out.

We hold this information for at least 6 years or until you ask us to remove it. Where we rent your property, we hold this information for at least 6 years after the tenancy has ended.

We hold the following Data for all Lettings Applicants who register with Devonshire Estate Agents:

• NAME
• CONTACT TELEPHONE NUMBER
• EMAIL ADDRESS
• YOUR BUDGET
• WHEN YOU ARE LOOKING TO MOVE IN
• WHAT YOU DO FOR A LIVING AND HOW MUCH YOU EARN
• ANY OTHER INFORMATION RELEVANT TO YOUR PROPERTY SEARCH IF YOU ARE A STUDENT, WE WILL ALSO REQUIRE DETAILS ABOUT YOUR GUARANTOR

If a rental offer is made through Devonshire Estate Agents, the following additional data will be required for all Lettings Applicants:-

• 3 MONTHS OF BANK STATEMENTS – OR A 3RD PARTY REFERENCING AGENCY EQUIVALENT
• CURRENT WORK REFERENCE – OR A 3RD PARTY REFERENCING AGENCY EQUIVALENT
• CURRENT LANDLORD REFERENCE – OR A 3RD PARTY REFERENCING AGENCY EQUIVALENT
• PHOTO ID – PASSPORT OR A DRIVER’S LICENSE
• PROOF OF CURRENT ADDRESS – A UTILITY BILL OR TWO OTHER OFFICIAL
• LETTERS TO SHOW YOUR PROOF OF ADDRESS
• ENROLMENT INFORMATION (IF THE APPLICANT IS A STUDENT)
• RIGHT TO RENT INFORMATION
• IF YOU ARE A STUDENT OR DO NOT HAVE A SUFFICIENT INCOME, WE WILL ALSO ENQUIRE ABOUT DETAILS OF YOUR GUARANTOR

We hold this information for at least 6 years after the tenancy has ended.

If you do not rent a property through Devonshire Estate Agents you will have the option for us to delete your information or for us to retain your information and diarise to contact you at a later date.

We hold the following data for all Lettings Applicant Guarantors when registering with Devonshire Estate Agents:

• NAME
• CONTACT TELEPHONE NUMBER
• EMAIL ADDRESS
• YOUR RELATIONSHIP WITH THE PERSON YOU ARE LOOKING TO GUARANTEE
• WHAT YOU DO FOR A LIVING AND HOW MUCH YOU EARN/SALARY
• IF YOU LIVE IN THE UK

If a rental offer is made through Devonshire Estate Agents, the following additional Data will be required for all Guarantors:

• 3 MONTHS OF BANK STATEMENTS – OR A 3RD PARTY REFERENCING AGENCY EQUIVALENT
• CURRENT WORK REFERENCE – OR A 3RD PARTY REFERENCING AGENCY EQUIVALENT
• CURRENT LANDLORD REFERENCE – OR A 3RD PARTY REFERENCING AGENCY EQUIVALENT
• PHOTO ID – PASSPORT OR A DRIVER’S LICENSE
• PROOF OF AN ADDRESS – A UTILITY BILL OR TWO OTHER OFFICIAL LETTERS TO SHOW YOUR PROOF OF ADDRESS. WHETHER YOU ARE A HOMEOWNER OR RENTING.

We hold this information for at least 6 years after the tenancy has ended.

If the person you are acting as a Guarantor for does not rent a property through Devonshire Estate Agents, you will have the option for us to delete your information or for us to retain your information and diarise to contact you at a later date.

We hold the following Data for all our Vendors:

• NAME
• ADDRESS
• CONTACT TELEPHONE NUMBER
• EMAIL ADDRESS
• PHOTO ID – PASSPORT OR A DRIVER’S LICENSE
• PROOF OF AN ADDRESS – A UTILITY BILL OR TWO OTHER OFFICIAL LETTERS
• TO SHOW YOUR PROOF OF ADDRESS.
• ANTI MONEY LAUNDERING (AML) COMPLIANCE INFORMATION
• SOLICITOR’S DETAILS UPPER/ LOWER CHAIN DETAILS

We hold all the information required on the property to be sold

We hold your information for 6 years after we have sold your property. If you have not sold your property through Devonshire Estate Agents, you will have the option for us to delete your information or for us to retain your information and diarise to contact you at a later date.

We hold the following data for all Sales Applicants who register with Devonshire Estate Agents:

• NAME
• CONTACT TELEPHONE NUMBER
• EMAIL
• ADDRESS
• YOUR BUDGET
• WHETHER YOU HAVE A PROPERTY TO SELL
• A COPY OF YOUR MORTGAGE OFFER IN PRINCIPLE
• PROOF OF FUNDS
• ANTI MONEY LAUNDERING INFORMATION
• WHEN YOU ARE LOOKING TO MOVE BY
• ANY OTHER INFORMATION RELEVANT TO YOUR PROPERTY SEARCH

If a sales offer is made through Devonshire Estate Agents, the following additional Data will be required for all Sales Applicants:

• PHOTO ID – PASSPORT OR A DRIVER’S LICENSE
• PROOF OF AN ADDRESS – A UTILITY BILL OR TWO OTHER OFFICIAL LETTERS TO SHOW YOUR PROOF OF ADDRESS.
• ANTI MONEY LAUNDERING (AML)
• COMPLIANCE INFORMATION
• SOLICITOR’S DETAILS

If you do not buy a property through Devonshire Estate Agents, you will have the option for us to delete your information or for us to retain your information and diarise to contact you at a later date.

We hold the following Data for all our Contractors:

• NAME
• ADDRESS
• CONTACT TELEPHONE NUMBER
• EMAIL ADDRESS
• TRADE REFERENCES
• TRADE BODY REGISTRATION (IF APPLICABLE) PUBLIC LIABILITY INSURANCE
• BANK DETAILS

We hold information electronically and in some cases in paper form. All paper information is secured in our office which is locked when unattended. Electronic Data is stored in our Server. All are Firewall and password protected.

We hold the information that is necessary for us to conduct our business. We only pass on information to 3rd parties for the change of utility bills, when arranging contractor visits (if applicable) and where we are required by current legislation to do so. We do not sell any Data to any 3rd parties for any form of marketing. All the references taken before a tenancy are sent to the Landlord for their approval. If the Landlord lives outside of the European Union then some of your Data will be sent outside of the zone covered by GDPR.

You have the right to request whatever information we hold on you and unless we are obligated to retain this information or part of the information to meet our legal obligation, you have the right for this information to be deleted. Please contact our team – Chirag Solanki by email to info@devonshireestateagents.co.uk

We communicate by telephone, SMS, WhatsApp, email and post. You have the right to amend how we contact you at any time by contacting our team – Chirag Solanki by email to info@devonshireestateagents.co.uk

We are members of:

The Property Ombudsman - https://www.tpos.co.uk/

HMRC – Anti Money Laundering

Client Money Protect – www.clientmoneyprotect.co.uk

Contacting Us:

Devonshire Estate Agents Unit 4,

201-211 Northfield Avenue Ealing,

London

W13 9QU

info@devonshireestateagents.co.uk