This Website collects some Personal Data from its Users.
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The Partners of Hannah James Estate Agents
Andrew Durman and James Manchester
19-21 Limpsfield Road
Sanderstead
South Croydon CR2 9LA
Email: James@ManchesterDurman.com
Tel. 020 8651 3118
Hannah James Estates is a trading name of Manchesters Solicitors authorised and regulated by the SRA under
SRA no. 58391
Hannah James Estates Privacy Policy
Introduction
Hannah James Estates is a trading name of Manchesters Solicitors, authorised and regulated by the SRA (Solicitors Regulation Authority) under No.58391 and for purely estate agency related activity by the Property Redress Scheme (PRS) under no. 4386.
We are dedicated to safeguarding your personal data in line with UK data protection regulations, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.
This policy outlines our approach to managing your information when you engage with us, whether via our website, as a client for property services, or through other interactions. Should you have queries, please reach out to our Data Protection Officer using the contact information at the policy's end.
What is personal data?
Personal data encompasses any details that can identify you individually, either on its own or when linked with other information. This covers everyday details such as your name or contact information, along with more detailed elements like financial status or property-related data.
What personal information do we collect about you?
As an estate agency focusing on property sales, purchases, and lettings, we gather essential personal data to deliver our services. This may include your name, address, email address, telephone numbers, date of birth, nationality, financial details (such as bank statements or proof of funds, and proof of source of funds and wealth), identification documents (like passports or driving licenses), proof of address (e.g., recent utility bills), and address history.
For marketing purposes, we may also handle photographs of properties, which could include incidental personal elements.We source this information directly from you, from involved third parties (with your permission, such as referrers or family), or from public records as needed. Our website might automatically capture usage data, including IP addresses or device information, through cookies or comparable tools—see our Cookie Policy for details.
How do we collect data?
We acquire data via direct engagements, like completing online forms, emailing us, calling our office, or instructing us for property-related services. This encompasses initial enquiries, booking viewings, signing agreements, supplying details during transactions, or participating in meetings. We could also obtain data from external sources, such as credit reference agencies for checks or regulatory entities, ensuring compliance with data protection standards.
How will we use the information that we collect?
We utilise your data mainly to offer our estate agency services, handle your requests, and meet professional duties. This involves arranging viewings, negotiating offers, conducting identity and anti-money laundering verifications, processing payments, and managing lettings or sales. We might also employ it for internal tasks like record-keeping, service enhancement, or notifying you of property market updates relevant to your preferences, subject to your opt-out choice. Note that, as an entity regulated by the Property Redress Scheme (PRS), and the Solicitors Regulation Authority (SRA) we may need to permit the PRS and SRA access to client and applicant records and data for oversight activities, including complaint resolutions or audits.
What is the legal basis for processing your personal data?
Our data processing relies on various lawful foundations:
To execute our agreement with you or prepare for one (e.g., issuing a valuation and to market and negotiate a sale or letting, and to conduct a sale or letting).
To adhere to legal duties, encompassing PRS and SRA guidelines, anti-money laundering requirements, and statutory obligations.
With your approval, for particular activities like direct marketing or handling sensitive details.
For our valid interests, such as maintaining transaction logs for quality assurance or addressing potential disputes, as long as this doesn't infringe on your rights.
For any sensitive data, we depend on explicit consent or alternatives like fulfilling legal requirements.
Marketing
We could use your contact information to update you on our offerings, property listings, or market insights we think you'll find useful. You may withdraw consent anytime by contacting us, and we won't process your data for marketing without your agreement or if you revoke it.
We maintain marketing records briefly to respect your preferences.
Do we disclose your information to anyone else?
We share data only as required, for instance with potential buyers, sellers, landlords, tenants, or professionals like surveyors, mortgage advisors, or conveyancers linked to your transaction. We may involve external providers for services such as IT, storage, or compliance verifications, with the PRS, SRA or HM Revenue and Customs, with agreements ensuring data security. Occasionally, we release information to regulators like the PRS, or SRA, authorities, or during business transitions. We never sell your data and apply UK GDPR protections for any overseas transfers.
How do you keep my information secure?
We employ strong safeguards, such as data encryption, secure file storage, restricted access, and ongoing staff education on privacy. We confirm identities prior to disclosures and watch for breaches. Although absolute security isn't possible, we work to reduce threats and alert you plus regulators if a high-risk incident happens.
How long will you retain my data for?
We hold data solely for the duration needed for its original purposes, factoring in legal and regulatory needs. For property transaction records, we generally keep information for a minimum of 6 years post-completion, or extended periods for certain documents to align with PRS expectations and future necessities like queries. After this, we safely erase or anonymize it. Contact us for specifics on retention timelines.
What are your rights?
Pursuant to UK GDPR, you possess rights over your data, such as:
Access: Obtain a copy of your data.
Rectification: Amend incorrect details.
Erasure: Seek deletion under specific conditions (legal mandates might restrict this).
Restriction: Pause processing during resolutions.
Portability: Get your data in a portable form.
Objection: Contest processing on legitimate interest grounds or for marketing.
These aren't unlimited and vary by situation. To invoke them, contact our Data Protection Officer—we reply within a month, at no cost unless requests are unreasonable.
If unhappy, you can escalate to the Information Commissioner's Office (ICO) via www.ico.org.uk.
Review
We periodically assess this policy to account for operational or legal shifts. Revisions appear on our website, noting the last update date below. Major alterations may prompt direct notifications if we have your details.
Who are we and how to contact us?
Hannah James Estates (a trading name of Manchesters Solicitors) is a partnership estate agency regulated by the Property Redress Scheme (PRS) under membership number 4386.for purely estate agency regulated activity and by the SRA for AML purposes.
The partners are James Manchester and Andrew Durman. We serve as the data controller for your personal data. Address: 19 to 21 Limpsfield Road, Sanderstead, South Croydon, Surrey CR2 9LA, UK.Data Protection Officer: James Manchester
Email: james@manchesterdurman.com
and telephone: 020 8651 3118
For concerns or additional guidance, reach out to the ICO.Last updated: February 14, 2022
Owner contact email: James@ManchesterDurman.com
Among the types of Personal Data that this Website collects, by itself or through third parties, there are: Usage Data; Trackers; answers to questions; clicks; keypress events; motion sensor events; mouse movements; scroll position; touch events; Data communicated while using the service; country; first name; last name; phone number; physical address; email address; ZIP/Postal code; budget; house number; company name; device information.
Complete details on each type of Personal Data collected are provided in the dedicated sections of this privacy policy or by specific explanation texts displayed prior to the Data collection.
Personal Data may be freely provided by the User, or, in case of Usage Data, collected automatically when using this Website.
Unless specified otherwise, all Data requested by this Website is mandatory and failure to provide this Data may make it impossible for this Website to provide its services. In cases where this Website specifically states that some Data is not mandatory, Users are free not to communicate this Data without consequences to the availability or the functioning of the Service.
Users who are uncertain about which Personal Data is mandatory are welcome to contact the Owner.
Any use of Cookies – or of other tracking tools — by this Website or by the owners of third-party services used by this Website serves the purpose of providing the Service required by the User, in addition to any other purposes described in the present document and in the Cookie Policy.
Users are responsible for any third-party Personal Data obtained, published or shared through this Website.
The Owner takes appropriate security measures to prevent unauthorised access, disclosure, modification, or unauthorised destruction of the Data.
The Data processing is carried out using computers and/or IT enabled tools, following organisational procedures and modes strictly related to the purposes indicated. In addition to the Owner, in some cases, the Data may be accessible to certain types of persons in charge, involved with the operation of this Website (administration, sales, marketing, legal, system administration) or external parties (such as third-party technical service providers, mail carriers, hosting providers, IT companies, communications agencies) appointed, if necessary, as Data Processors by the Owner. The updated list of these parties may be requested from the Owner at any time.
The Data is processed at the Owner's operating offices and in any other places where the parties involved in the processing are located.
Depending on the User's location, data transfers may involve transferring the User's Data to a country other than their own. To find out more about the place of processing of such transferred Data, Users can check the section containing details about the processing of Personal Data.
Personal Data shall be processed and stored for as long as required by the purpose they have been collected for.
The Data concerning the User is collected to allow the Owner to provide its Service, comply with its legal obligations, respond to enforcement requests, protect its rights and interests (or those of its Users or third parties), detect any malicious or fraudulent activity, as well as the following: Advertising, Displaying content from external platforms, SPAM protection, Traffic optimisation and distribution, Interaction with live chat platforms, Commercial affiliation, Contacting the User, Registration and authentication provided directly by this Website, Handling activities related to compliance, Building and running this Website, Managing data collection and online surveys, Platform services and hosting, Backup saving and management and Managing contacts and sending messages.
For specific information about the Personal Data used for each purpose, the User may refer to the section “Detailed information on the processing of Personal Data”.
Personal Data is collected for the following purposes and using the following services:
In addition to any opt-out feature provided by any of the services listed in this document, Users may learn more on how to generally opt out of interest-based advertising within the dedicated section of the Cookie Policy.
This Website uses Trackers. To learn more, Users may consult the Cookie Policy.
The Owner may process Personal Data relating to Users if one of the following applies:
In any case, the Owner will gladly help to clarify the specific legal basis that applies to the processing, and in particular whether the provision of Personal Data is a statutory or contractual requirement, or a requirement necessary to enter into a contract.
Personal Data shall be processed and stored for as long as required by the purpose they have been collected for.
Therefore:
The Owner may be allowed to retain Personal Data for a longer period whenever the User has given consent to such processing, as long as such consent is not withdrawn. Furthermore, the Owner may be obliged to retain Personal Data for a longer period whenever required to fulfil a legal obligation or upon order of an authority.
Once the retention period expires, Personal Data shall be deleted. Therefore, the right of access, the right to erasure, the right to rectification and the right to data portability cannot be enforced after expiration of the retention period.
Users may exercise certain rights regarding their Data processed by the Owner.
In particular, Users have the right to do the following, to the extent permitted by law:
Users are also entitled to learn about the legal basis of Data transfers to a country outside the European Union or to any international organisation governed by public international law or set up by two or more countries, such as the UN, and about the security measures taken by the Owner to safeguard their Data.
If any such transfer takes place, Users can find out more by checking the relevant sections of this document or enquire with the Owner using the information provided in the contact section.
Where Personal Data is processed for a public interest, in the exercise of an official authority vested in the Owner or for the purposes of the legitimate interests pursued by the Owner, Users may object to such processing by providing a ground related to their particular situation to justify the objection.
Users must know that, however, should their Personal Data be processed for direct marketing purposes, they can object to that processing at any time, free of charge and without providing any justification. Where the User objects to processing for direct marketing purposes, the Personal Data will no longer be processed for such purposes. To learn whether the Owner is processing Personal Data for direct marketing purposes, Users may refer to the relevant sections of this document.
Any requests to exercise User rights can be directed to the Owner through the contact details provided in this document. Such requests are free of charge and will be answered by the Owner as early as possible and always within one month, providing Users with the information required by law. Any rectification or erasure of Personal Data or restriction of processing will be communicated by the Owner to each recipient, if any, to whom the Personal Data has been disclosed unless this proves impossible or involves disproportionate effort. At the Users’ request, the Owner will inform them about those recipients.
The User's Personal Data may be used for legal purposes by the Owner in Court or in the stages leading to possible legal action arising from improper use of this Website or the related Services.
The User declares to be aware that the Owner may be required to reveal personal data upon request of public authorities.
In addition to the information contained in this privacy policy, this Website may provide the User with additional and contextual information concerning particular Services or the collection and processing of Personal Data upon request.
For operation and maintenance purposes, this Website and any third-party services may collect files that record interaction with this Website (System logs) or use other Personal Data (such as the IP Address) for this purpose.
More details concerning the collection or processing of Personal Data may be requested from the Owner at any time. Please see the contact information at the beginning of this document.
The Owner reserves the right to make changes to this privacy policy at any time by notifying its Users on this page and possibly within this Website and/or - as far as technically and legally feasible - sending a notice to Users via any contact information available to the Owner. It is strongly recommended to check this page often, referring to the date of the last modification listed at the bottom.
Should the changes affect processing activities performed on the basis of the User’s consent, the Owner shall collect new consent from the User, where required.