This document refers to personal data, this is defined as information concerning any living person (a natural person who hereafter will be called the Data Subject) that is not already in the public domain. The Data Protection Act (DPA), Privacy and Electronic Communications Regulations (PECR) and The General Data Protection Regulation (GDPR) which is EU wide and far more extensive, seek to protect and enhance the rights of data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU. It should be noted that GDPR does not apply to information already in the public domain such as Companies House data.
Property Base confirm the following information in relation to GDPR:
Who we are
Property Base is a letting agent dealing with the letting and management of residential and commercial property.
Property Base uses the information collected from you to provide property details, make telephone contact and to email you information which the agency believes may be of interest to you or will be useful with regards to your involvement in the letting of property.
Lawful basis for processing any personal data
In the normal operation of our business Property Base will generally rely on one of the three following bases for processing personal data:
Consent: the individual has given clear consent for Property Base to process their personal data for a specific purpose. For example requesting to go on a mailing list.
Contract: the processing is necessary in order to fulfil a contract Property Base has with you, or because you have asked us to take specific steps before entering into a contract. For example an agency or letting agreement with the individual.
Legal obligation: the processing is necessary for Property Base to comply with the law (not including contractual obligations). For example Anti Money Laundering ID Checks.
Through agreeing to this privacy notice you are consenting to Property Base processing your personal data for the purposes outlined. You can withdraw consent at any time by emailing email@example.com or by phoning +44 (0) 0116 255 6420 or writing to us, see last section for full contact details.
Property Base may on occasion pass your Personal Information to third parties exclusively to process work on our behalf. We require these parties to agree to process this information based on our instructions and requirements consistent with this Privacy Notice and GDPR. We do not broker or pass on information gained from your engagement with us without your consent. However, we may disclose your Personal Information to meet legal obligations, regulations or valid governmental request. Property Base may also enforce its terms of business, including investigating potential violations of our terms of business to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of the firm, our clients and/or the wider community.
Property Base will process personal data during the duration of any contract and will continue to store only the personal data needed for the minimum time period required after the contract has expired to meet any legal obligations. After this time period has elapsed any personal data not needed will be deleted.
To the best of our knowledge electronic data is held in the United Kingdom using different (multiple) servers. We do not store personal data outside the EEA. Hard copy data is stored on site in indexed filing systems and is available for retrieval upon request.
Your rights as a data subject
At any point whilst Property Base are in possession of or processing your personal data, all data subjects have the following rights:
Right of access – you have the right to request a copy of the information that we hold about you.
Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
Right to restriction of processing – where certain conditions apply you have a right to restrict the processing.
Right of portability – you have the right to have the data we hold about you transferred to another organisation.
Right to object – you have the right to object to certain types of processing such as direct marketing.
Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling.
In the event that Property Base refuse your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge. At your request we can confirm what information we hold about you and how it is processed.
You can request the following information
Identity and the contact details of the person or organisation (Property Base) that has determined how and why to process your data.
Contact details of the data protection officer or those ultimately responsible for your data security, where applicable.
The purpose of the processing as well as the legal basis for processing.
If the processing is based on the legitimate interests of Property Base or a third party such as one of its clients, information about those interests.
The categories of personal data collected, stored and processed.
Recipient(s) or categories of recipients that the data is/will be disclosed to.
How long the data will be stored.
Details of your rights to correct, erase, restrict or object to such processing.
Information about your right to withdraw consent at any time.
How to lodge a complaint with the supervisory authority (ICO).
Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
The source of personal data if it wasn’t collected directly from you.
Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.
To access what personal data is held, identification will be required
Property Base will accept the following forms of ID when information on your personal data is requested: a copy of your driving licence, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If we are dissatisfied with the quality, further information may be sought before personal data can be released. All requests should be made to firstname.lastname@example.org or by phoning +44 (0)116 255 6420 or writing to us at the address further below.
In the event that you wish to make a compliant about how your personal data is being processed by Property Base or its associated partners, you have the right to complain to Property Base’ directors. If you do not get a response within 30 days you can complain to the ICO. The details for each of these contacts are:
5 Wellington Street,
Telephone +44 (0) 116 255 6420
ICO Wycliffe House,
Telephone +44 (0)303 123 1113 or