Percy Real Estate LTD TA Percy Estates: Privacy Policy
This privacy statement pertains to Percy Real Estate LTD TA Percy Estates, herein referred to as "Percy Estates" or "We". Percy Estates operates as a private company, registered under company number 15525233, with its registered office located at 18 The Greenway, Orpington, London, BR5 2AY.
As per the Data Protection Act 2018 and the General Data Protection Regulation 2016/679 (GDPR), Percy Real Estate LTD TA Percy Estates is the data controller.
At Percy Estates, we are committed to safeguarding and respecting your privacy. This policy outlines how we process any personal data collected directly or indirectly from you. Please review this document to understand our practices regarding personal data and how we handle it.
You can contact Percy Estates at +44 20 4520 4961 or via email at [email protected].
The General Data Protection Regulation 2016/679
In this statement, we utilize terms defined in the General Data Protection Regulation 2016/679 (GDPR), such as:
Personal data: Information concerning an identified or identifiable natural person (data subject). An identifiable natural person is someone who can be directly or indirectly identified.
Controller: The entity determining the purposes and means of personal data processing.
Processor: The entity processing personal data on behalf of the controller.
Processing: Any operation or set of operations performed on personal data.
What We Do
Percy Estates operates as an online letting agent, providing services and tools to make renting fairer, safer, and more cost-effective for everyone involved.
We assist property owners and landlords (Landlords) in finding tenants, creating tenancies, and offer various services related to renting out and managing rental properties.
We also aid prospective and actual tenants (Tenants) in finding rental properties, creating tenancies, and provide related rental services.
For the purposes of this Privacy Policy, Landlords and Tenants are collectively referred to as Users.
Our Status Under GDPR
Depending on the nature of the interaction, we may act as either a processor, following instructions from our Users when providing services, or as a controller, when determining the purposes and means of personal data processing, such as processing our employees' personal data.
Lawful Reasons for Processing Personal Data
Percy Estates processes personal data based on the lawful reasons outlined in Article 6 of the GDPR. These include:
Consent: Processing data subject to consent, ensuring it is freely given, specific, and informed.
Contract Performance: Processing necessary for executing or preparing a contract.
Legal Obligations: Processing required by law.
Legitimate Interest: Processing necessary for our legitimate interests, balanced against the data subject's rights and freedoms.
Currently, we rely on Article 6.1(f) of the Regulation, considering our data processing practices to provide adequate protections for data subjects.
Sensitive Personal Data
Where Percy Estates processes sensitive personal data on behalf of a User, we do so based on the lawful exceptions established by the User under Article 9 of the Regulation. For instance, when processing sensitive personal data of employees, we do so pursuant to our employment relationship with them, using the exception set out in paragraph 2(b) of Article 9.
Percy Estates' Use Of Personal Data: Overview
The collection and use of personal data by Percy Estates vary based on the nature of the interaction with the individual whose data we are processing. For example, personal data provided by a prospective Tenant registering on our website may be used differently depending on the services we are providing. Similarly, we've outlined how personal data may be processed in the context of our commercial services for Landlords and Tenants, as well as other services requiring the processing of personal data of third parties. Our aim is to be transparent and consistent with the requirements of the Regulation.
Landlords
How personal data is collected: Landlords interested in our services can provide their details on our website, through email, or by phone. This could be for purposes such as entering into a relationship with Percy Estates, requesting information, or seeking support. Additionally, we may interact with Landlords at events or through social media, particularly in a business-to-business capacity.
Type of personal data collected: We may collect a range of personal data from Landlords, including name, contact details, company information, property-related details, and IP addresses. We do not knowingly collect sensitive personal data. Information about website usage may also be collected through cookies and similar technologies.
Who controls the personal data: When a Landlord enters into an agreement with Percy Estates, they control the purposes of the processing of personal data under the agreement and act as a controller.
Who processes the personal data: Percy Estates acts as a processor when following the instructions of the Landlord as per their agreement. Additionally, we process Landlord personal data through our website, email, CRM, marketing platforms, and third-party contractors, in compliance with regulations.
Where personal data is stored; how personal data is used: Landlord personal data is stored in our databases and used primarily to deliver services, send relevant information, improve our services, and for internal operations. This includes troubleshooting, data analysis, and ensuring website security.
How long personal data is stored: Landlord personal data is retained for the duration of the contract with the Tenant and thereafter in accordance with applicable laws. If consent is withdrawn or data is no longer necessary, it will be deleted or archived to maintain records.
Tenants
How Personal Data is Collected: Tenants interested in Percy Estates' services can provide their details through our website at https://www.percyestates.co.uk/ or any landing pages hosted by us. They may also reach out to us via email or phone using the contact details provided on our website or elsewhere. Personal data is collected for the purpose of accessing our services, and tenants may disclose additional information during the provision of our services.
Type of Personal Data Collected: Data collected from tenants may include name, telephone number, home address, past addresses, employment status, employment history, email address, IP address, online identifiers, location data, and occasionally sensitive personal data. Additionally, data related to tenancy details, council tax status, and other relevant information may be collected during the provision of our services.
Who Controls the Personal Data: When tenants disclose personal data to Percy Estates for the purpose of using our services, the control of data disclosed to landlords is managed by Percy Estates. However, once data is disclosed to the landlord for further communication regarding renting the property, the landlord becomes the controller of the data.
Who Processes the Personal Data: Tenant personal data is processed by Percy Estates through our website, email, CRM, marketing platform providers, and third-party contractors. We ensure that all processing activities are consistent with the Regulation and the ePrivacy Directive.
Where Personal Data is Stored; How it is Used: Tenant personal data is stored in our databases and primarily used to deliver our services. It may also be utilized for communication, service improvement, troubleshooting, data analysis, and internal operations. Anonymized bank data may be stored for anti-fraud checks.
How Long Personal Data is Stored: Tenant personal data is stored for the duration of the tenant's contract with the landlord and thereafter in line with prescribed limitation periods under English law. Upon withdrawal of consent or when retention is no longer necessary, data is either deleted or archived.
Referencing: In providing referencing services, we may undertake soft credit checks through Equifax Limited and assess financial account information through TrueLayer Limited, with tenant consent. We process the received data and compile reports to be sent to the landlord, acting as a processor under the landlord's instruction.
Payment Data
How Personal Data is Collected: Users provide payment details to Percy Estates during the onboarding process to purchase our services or set up automatic payments.
Type of Personal Data Collected: Payment data includes name, address, bank account details, and payment card information.
Who Controls the Personal Data: Payment data is controlled by users and processed by Percy Estates under user instruction.
Who Processes the Personal Data: Payment data is processed by Percy Estates and third-party payment gateways.
How Personal Data is Used: Payment data is used to charge for services and facilitate transactions between landlords and tenants.
Employees
How Personal Data is Collected: Percy Estates employees provide their personal data through email, digital exchanges, or paper documentation as part of the employer-employee relationship.
Type of Personal Data Collected: Employee data may include contact information, address, photo, postcode, and health-related information as necessary.
Who Controls the Personal Data: Employee personal data is controlled by Percy Estates.
Who Processes the Personal Data: Percy Estates processes employee data and may use third-party platforms for standard employment requirements.
How Personal Data is Used: Employee data is used to manage the employer-employee relationship and ensure compliance with legal obligations.
How Long Personal Data is Stored: Employee data is stored for the duration of the employment contract and thereafter in accordance with our data retention policy.
Job Candidates
How Personal Data is Collected: Candidates provide their personal details through email or our job application platform when applying for a role at Percy Estates.
Type of Personal Data Collected: Candidate data includes contact information, education, work history, and skills.
Who Controls the Personal Data: Job candidate data is controlled by Percy Estates.
Who Processes the Personal Data: Candidate data is processed by our software providers and consultants involved in recruitment.
How Personal Data is Used: Candidate data is used for managing job applications and communication regarding roles at Percy Estates.
How Long Personal Data is Stored: Candidate data is stored for as long as necessary and archived or deleted according to our data retention framework.
Third Party Contractors
How Personal Data is Collected: Personal data of third parties connected to contractors is collected as part of our service delivery process.
Type of Personal Data Collected: Data may include contact information, work history, and skills.
Who Controls the Personal Data: Third-party personal data is controlled by Percy Estates.
Who Processes the Personal Data: Processing of third-party personal data is done by our suppliers and third-party contractors under our instruction.
How Personal Data is Used: Third-party personal data is used to assist in the provision of services and ensure contractors have necessary information.
How Long Personal Data is Stored: Data is stored for as long as necessary and then archived or deleted as per our data retention policy.
Sharing Information
We may share information with third parties to assist us in providing our services. Selected third parties could include:
Other Percy Estates Users: For example, we may supply your details to another user advertising a property if you request to view that property.
Suppliers and Sub-contractors: We may share your details with suppliers or sub-contractors for the performance of a contract. For instance, we may provide your details to a gas engineer to allow them to contact you and arrange a visit to the property for a service.
Analytics and Search Engine Providers: We may share information with analytics and search engine providers to assist us in improving and optimizing our website.
Additionally, we may disclose your personal information to third parties:
In the Event of Acquisition: If Percy Estates or substantially all of its assets are acquired by a third party, personal data held by Percy Estates may be transferred as part of the acquisition.
Legal Obligations: We may disclose or share personal data to comply with any legal obligation or to enforce or apply our terms and other agreements. This includes exchanging information with other companies and organizations for purposes such as fraud protection and credit risk reduction.
We are committed to ensuring that any sharing of personal data is conducted in accordance with applicable laws and regulations, and with due consideration for the privacy and security of our users' information.
Transferring Out Of The EEA
At Percy Real Estate LTD TA Percy Estates, we utilize cloud providers to store personal data. On occasion, personal data may be transferred to and stored in destinations outside the European Economic Area (EEA).
Storing Personal Data: We adhere to compliance mechanisms identified by the European Commission, such as the use of EU model contract clauses or conformity to US Privacy Shield, to ensure the security of data transferred outside the EEA.
Processing Personal Data: When utilizing third parties to assist in delivering our services, and if they are based outside the EEA, we ensure that they also adhere to compliance mechanisms identified by the European Commission.
Where We are the Processor: In cases where we are a processor, personal data may be transferred to non-EEA (and non-adequate) jurisdictions pursuant to the instructions of a third-party controller, such as a Landlord. However, it is the responsibility of the third party to ensure that such transfers are consistent with GDPR.
Data Retention Periods
Percy Real Estate LTD has a data retention policy aligned with Article 5 of the Regulation, which governs how long personal data is stored. We retain personal data only for as long as necessary. Certain information may need to be retained in accordance with general law, such as for income tax and audit purposes. Personal data may be held beyond these periods depending on our business needs, balanced against regulatory requirements and individual rights.
Controller: We retain personal data for as long as necessary, with consideration for legal or statutory obligations.
Processor: Personal data is stored as instructed by Landlords in accordance with their retention policies, provided it complies with the Regulation.
Security Measures
We have implemented robust security measures to protect the personal data we collect or receive. Encryption techniques and password protection are employed to safeguard data. While we strive to ensure the security of information, no transmission or storage method can be guaranteed to be completely secure.
Cookies
We use cookies on our website to enhance user experience and improve our services. By continuing to browse the website, you agree to our use of cookies. These cookies include:
Strictly Necessary Cookies: Required for the operation of our website.
Analytical/Performance Cookies: Enable us to analyze website usage and improve functionality.
Functionality Cookies: Personalize content and remember user preferences.
Targeting Cookies: Customize website content based on user interests.
First Party Cookies: Users can block first-party cookies through browser settings, though this may limit website functionality.
Third Party Cookies: While we may use third-party services like Google Analytics, we do not collect personal information that can identify individuals. Users can block third-party cookies through browser settings.
Further Information
For more information about cookies, please visit:
Your Right To Complain
If you have concerns about how we process your personal data, you can register your complaint with the Information Commissioner's Office (ICO) or contact us directly at [email protected].
Contacting You
We employ rigorous measures to protect personal data and will notify supervisory authorities and affected data subjects if required under Regulation.
Changes To This Privacy Statement
Any changes to this privacy statement will be communicated by publishing the updated version on our website.
Your Rights
At Percy Real Estate LTD TA Percy Estates, we respect your rights regarding your personal data. As a data subject, you have the following rights under applicable data protection laws:
Identity and Contact Details: You have the right to know the identity and contact details of the person or organization responsible for processing your personal data. In some cases, this may include a representative in the EU.
Contact Details of the Data Protection Officer: If applicable, you have the right to know the contact details of the Data Protection Officer responsible for overseeing data protection within our organization.
Purpose and Legal Basis for Processing: You have the right to know the purpose of processing your personal data, as well as the legal basis for such processing.
Legitimate Interests: If the processing is based on the legitimate interests of Percy Real Estate LTD or a third party, you have the right to know the nature of those interests.
Categories of Personal Data: You have the right to know the categories of personal data collected, stored, and processed by Percy Real Estate LTD.
Recipients of Personal Data: You have the right to know the recipients or categories of recipients to whom your personal data is or will be disclosed.
International Data Transfers: If Percy Real Estate LTD intends to transfer your personal data to a third country or international organization, you have the right to know how we ensure the security of such transfers.
Data Retention: You have the right to know how long your personal data will be stored by Percy Real Estate LTD.
Rights to Correct, Erase, Restrict, or Object: You have the right to request corrections to inaccurate or incomplete data, erasure of your personal data under certain circumstances, restrictions on the processing of your data, and to object to such processing.
Withdrawal of Consent: If processing is based on your consent, you have the right to withdraw that consent at any time.
Complaint Procedure: You have the right to lodge a complaint with the supervisory authority if you believe that Percy Real Estate LTD has violated your data protection rights.
Statutory or Contractual Requirement: You have the right to know whether the provision of your personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, and the possible consequences of failing to provide such data.
Source of Personal Data: You have the right to know the source of your personal data if it was not collected directly from you.
Automated Decision Making and Profiling: You have the right to information about any automated decision-making processes, including profiling, the logic involved, and the expected consequences of such processing.
Forms of ID for Accessing Information:
When requesting information about your personal data, Percy Real Estate LTD accepts the following forms of identification:
Passport
Driving Licence
Birth Certificate
Utility Bill from the previous 3 months
We reserve the right to request further information if your identification is not clear.
Contact Details:
If you have any questions, concerns, or requests regarding your personal data or this privacy policy, please contact our Data Protection Officer:
Contact Name: Data Protection Officer
Address: Percy Real Estate LTD TA Percy Estates, 18 The Greenway, Orpington, London, BR5 2AY
Email: [email protected]
Summary of Data Processors by Type:
Percy Real Estate LTD works with carefully selected third parties to provide our services. These third parties may include hosting providers, SMS providers, financial management software providers, email service providers, banking services, reference services, payment services, and marketing and customer service management systems.
Date of Last Update: This privacy policy was last reviewed and updated on 25th May 2024. Please visit this page periodically to check for updates.
