At Lex Allan and Lex Allan Grove we are committed to respecting and protecting your privacy. We want to be completely transparent about how we deal with our client’s data and have developed this policy so that you can feel confident about the privacy and security of the personal information that you provide to us.
Who Are We?
This is the privacy notice of Lex Allan Limited (trading as Lex Allan, Lex Allan Estate Agents, Lex Allan Lettings, Lex Allan Commercial & Lex Allan Land & New Homes) and Lex Allan & Grove Limited (trading as Lex Allan Grove & Lex Allan Grove Land & New Homes). In this document, "we", "us" or “our” refers to both Lex Allan Limited & Lex Allan & Grove Limited.
Lex Allan Limited registered office is 15-17 Church Street, Stourbridge, West Midlands DY8 1LU and the Registered Number is: 07145987. Lex Allan & Grove Limited registered office is The Auction House, 87/88 St Johns Road, Stourbridge, West Midlands DY8 1EH and the Registered Number is: 05895523
For the purposes of the Data Protection Act 1998 (The Act) we are what is known as the “Controller” of any personal data that you provide to us.
Whilst using our website, emailing us or making direct contact with one of our offices, you may be invited to provide personal information (i.e. name, address, email, telephone, etc). This information will be used to administer our website, applications, client database, marketing material and perform our contractual obligations. We will ensure that all personal information is held securely in accordance with the Data Protection Act 1998. By supplying telephone, address or email details, you consent to us contacting you using that method.
You don't have to register to access our website; however, we want to help you find exactly what you require as quickly and smoothly as possible. Therefore the more we know about your property preferences the easier it is for us to help you. For this reason we encourage you to register with us. Once registered we are in a better position to recommend specific properties or services that may be of potential interest to you.
If you do not register, the personal data we collect from you will be limited to the specific enquiry you have made and we will use that data for no other purpose than to facilitate that enquiry.
How do we collect information from you?
You may provide information about yourself by:- completing forms on our website, completing an Agency Agreement, filling out a tenancy application form or by corresponding with us by telephone, email or otherwise. The information you provide may include (but is not limited to) your name, title, date of birth, address, email address, phone number or other contact information, financial details including your financial history, employment details and the records and contents of any correspondence and communications you have with us or any feedback which you leave for us.
When you visit our website we may automatically collect information about your computer, including your IP address, information about your visit, your browsing history and how you engaged with our website.
How we use your information?We understand that you trust us with your personal information. Generally, we will only collect, use and hold your information for the following purposes:
To assist you with any property related service we are required to comply with the “Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017”. We are required by law to obtain certain information from you to comply with these regulations. The information provided will only be used by us in relation to complying with the Regulations and will not be shared with any other party outside of the company unless we are required to do so under law.
We reserve the right to employ third party electronic verification for the purpose of verifying identity. Such searches will not affect your credit rating.
How we store and protect your personal information?
The security of your personal information is very important to us and we are committed to protecting the information we collect. We have in place administrative, technical and physical safeguards designed to protect the personal information you provide against accidental, unlawful or unauthorised destruction, loss, alteration, access, disclosure or use. We use a third party payment service that uses SSL encryption to take payments by credit or debit card. We do not store your card details if you use this service.
Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.
Personal data that we hold will only be retained for as long as it is necessary for the fulfilment of the purpose for which the personal information was obtained, unless otherwise required or authorised by law. We take measures to destroy or remove personal information that is no longer required for the purpose for which we collected it.
How long do we keep your data for?
We will keep information for a reasonable amount of time in order to perform our services or obligations as identified above.
We only keep your information for as long as necessary. As part of our affiliation with The Royal Institution of Chartered Surveyors (RICS) we are bound by their code of conduct and as such we may keep personal information for up to 7 years after our last contact with you.
Who might we share your personal data with?
Whilst arranging appointments between clients certain information may be shared in order to perform our contractual obligations.
Whilst carrying out our contractual obligations under our property management services personal information may be passed to third parties. This may include, (but is not limited to), contractors, utility suppliers, local authorities, insurance providers, mortgage providers and freeholders or their representatives. Your consent is not required for this purpose and cannot be unreasonably withheld.
If your are making a payment by credit or debit card then your payment and the data you provide in relation to that payment will be processed by a third party payment service such as SagePay or WorldPay.
Our Estate Agency software is a cloud based software solution. By us inputting your personal data it will be transferred over the internet to the software supplier using 128 bit encryption. The software supplier will store this personal data but will not use it in any way other than providing us with a software solution.
In certain circumstances we may offer you other ancillary services from our recommended partners. These providers include Financial Advisors, solicitors and surveyors. We would only pass your details onto these service providers with your direct consent.
We may pass your information to a third party if we consider that we need to in order to comply with any law or regulation, where we suspect that any criminal offence may have been committed, to protect our rights, property or safety or that of others and in any circumstances where we consider that we are permitted to do so by law or regulation
Transfer of information outside the European Economic Area (EEA)
Your use of the website may result in personal data provided by yourself being transferred across national boundaries. By visiting our website and communicating with us electronically, you consent to the transfer of your personal data outside of the EEA
Job Applications and Employment
If you make an application for employment or express and interest in employment we may retain that information for up to 2 years in case we wish to contact you regarding possible employment opportunities.
If you are employed by us we will collect information about you and your work at intervals during your employment. This information will only be used for purposes which relate directly to your employment. Following the termination of your employment this data will be held for six years before it is destroyed or deleted.
If your information or data changes
You must ensure that any information you provide to us is correct and complete. You can ask us to rectify or update your personal information at any time by email to firstname.lastname@example.org or writing to us at Lex Allan, The Auction House, 87/88 St Johns, Road, Stourbridge DY8 1EH
What are your rights?You may have the right to:
The right to access personal information could, in some circumstances, be limited by statutory law requirements.
If you feel that the information we hold about you in incorrect or inaccurate you can contact us outlining the information you feel is incorrect of inaccurate.
If you would like to object to us processing any of your information you can contact us outlining what processing of information you would like to object to.
If you would like us to delete, block or anonymise information we hold about you, please contact us outlining the specific information you would like amended.
If you wish to exercise any of these rights, please contact us at email@example.com
Our website, or an embedded component from a trusted partner may automatically create a 'cookie' when you visit us. A 'cookie' is a piece of information that is held on your PC, which enables our website to recognise you on subsequent visits and allows us to tailor your visit to your specific requirements.As the 'cookie' is based on your PC we are unable to recognise you if you visit any of our websites from a different PC. Our use of 'cookies' does not include the collection of any personal information regarding the use of your PC or internet browsing in any way. If you do not want a cookie to be created on your PC, web browsers such as Internet Explorer, Safari, Chrome and Firefox provide the option to disable them. Please note that some personalised services on this site may not be available if you choose to disable cookies. You can read more about cookies and their use at: www.allaboutcookies.org
Links to other websites
In addition, if you linked to our website from a third party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.
What if you feel that your data has not been dealt with in the right way?
If you wish to make a complaint about how we have handled your personal data then please contact us firstname.lastname@example.org or by writing to us at Lex Allan, The Auction House, 87/88 St Johns Road, Stourbridge, West Midlands DY8 1EH.
If you are not satisfied with our response or believe that we are not processing your personal data in accordance with the law you can complain to the Information Commissioners Office