Personal information we collect about you:
We may collect and use the following personal information about you:
This personal information is required to provide our services to you. If you do not provide personal information we ask for, it may delay or prevent us from providing services to you.
How your personal information is collected:
We collect most of this personal information directly from you—This is the most common source of your personal data. You may give us personal data when you fill in forms of correspond with us by post, phone, email or otherwise.
However, we may on rare occasions also collect information from publicly accessible sources, e.g. Companies House or HM Land Registry. We may also collect information from other publicly accessible sources such as:
How and why we use your personal information
Under data protection law, we can only use your personal information if we have a proper reason for doing so, e.g.:
We use your personal information under the legitimate interest basis for using and processing. Legitimate Interest may be used as a basis for processing when we have a business or commercial reason to process your information, so long as this is not overridden by your own rights and interests.
When we use and process your personal information for our legitimate interest, we will consider and balance any potential impact on you and your rights under data protection and any other relevant laws. Our legitimate business interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your valid consent or are otherwise required or permitted to by law).
The table below explains what we use (process) your personal information for and our reasons for doing so:
|What we use your personal information for||Our reasons|
|To provide services to you||For the performance of our contract with you or to take steps at your request before entering into a contract|
|To prevent and detect fraud against you or Inner Estate Agents||For our legitimate interests or those of a third party|
|Conducting checks to identify our customers and verify their identity Screening for financial and other sanctions or embargoes Other processing necessary to comply with professional, legal and regulatory obligations that apply to our business, e.g. under health and safety regulation or rules issued by our professional regulator||To comply with our legal and regulatory obligations|
|Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies||To comply with our legal and regulatory obligations|
|Ensuring business policies are adhered to, e.g. policies covering security and internet use||For our legitimate interests or those of a third party|
|Operational reasons, such as improving efficiency, training and quality control||For our legitimate interests or those of a third party|
|Ensuring the confidentiality of commercially sensitive information||For our legitimate interests or those of a third party|
|Statistical analysis to help us manage our business, e.g. in relation to our financial performance, customer base, range of services or other efficiency measures||For our legitimate interests or those of a third party|
|Preventing unauthorised access and modifications to systems||For our legitimate interests or those of a third party|
|Updating and enhancing customer records||For the performance of our contract with you or to take steps at your request before entering into a contract to comply with our legal and regulatory obligations and for our legitimate interests or those of a third party|
|Ensuring safe working practices, staff administration and assessments||To comply with our legal and regulatory obligations and for our legitimate interests or those of a third party|
|Marketing our services to: – existing and former customers; – third parties who have previously registered with us or expressed an interest in our services; – third parties with whom we have had no previous dealings||For our legitimate interests or those of a third party and contacts and forour legitimate interests, when such information is in the public domain|
|Credit reference checks via external credit reference agencies which include but are not limited to Let Alliance||For our legitimate interests or those of a third party|
We may use your personal information to send you updates (by email, telephone calls, SMS or post) about our services or to reach out to you with any matters relating to your tenancy.
We have a legitimate interest in processing your personal information for marketing purposes (see above ‘How and why we use your personal information’). This means we do not usually need your consent to send you marketing communications. However, where consent is needed, we will ask for this consent separately and clearly.
We will always treat your personal information with the utmost respect and never sell or share it with other organisations for marketing purposes. You have the right to opt out of receiving promotional communications from us at any time by:
Who we share your personal information with:
We routinely share personal information with:
We only allow our service providers to handle your personal information if we are satisfied that they take appropriate measures to protect your personal information. We also impose contractual obligations on service providers (where possible) to ensure they can only use your personal information to provide services to us and to you.
We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.
Where your personal information is held
Information may be held at our offices and those of our third party agencies, service providers, representatives and agents as described above (see above: ‘Who we share your personal information with’).
How long your personal information will be kept
Inner Estate Agents retain personal information you have provided for as long as is needed to provide you with an appropriate level of service, or until you request that it is deleted. Even if we delete your personal information, it may persist on back-up or archival media for legal, tax and regulatory reasons. We will not retain your personal information for longer than necessary for the purposes set out in this policy.
Where your data is stored
The data that we collect from you is stored on servers. We do not store or process individuals data outside of the European Economic Area (“EEA”).
What information is automatically collected when you visit this site:
When you browse on this site your e-mail address is not automatically collected but our server may automatically gather and store the following information about your visit:
We analyse our website logs to constantly improve the value of the materials available on this website. Our website logs are not personally identifiable, and we make no attempt to link them with the individuals who browse the site. We use your IP address to help diagnose problems with our server, and to administer our website. An IP address only provides information about who your Internet service provider is. It cannot be used to personally identify you.
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:
Keeping your personal information secure
We have appropriate security measures in place to prevent personal information from being accidentally lost, used or accessed unlawfully. We limit access to your personal information to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
Review of this Policy
We keep this Policy under regular review. This Policy was last updated on 7th October 2020
Contacting us about this website
If you have any questions about this privacy statement, the practices of this site, or your dealings with this website, you can contact:
105 High Rd, Willesden Green, London, NW10 2SL
Email: [email protected]
Comer Business & Innovation Centre North London Business Park, Oakleigh Road South, London, United Kingdom, N11 1GNCompany Registration No: 07174802