PRIVACY AND LEGAL POLICY FROM HANNELLS ESTATE AGENTS
Website Terms and Conditions
Please note that calls to Hannells may be recorded for training and quality purposes.
Please read these terms and conditions carefully. If you are unsure of your rights or responsibilities under them or you would like an explanation of any of them, please contact us at:
Tel: 01332 556633
We may change these terms and conditions at any time by updating this page. You should check this website from time to time to review these terms and conditions to ensure you are happy with any changes. Using this website indicates your acceptance of these terms and conditions. If you do not accept these terms and conditions, please do not continue to use this website.
Information About Us.
Registered office 55 – 57 High Street Chellaston Derby DE73 6TB.
Our company registration is 04865503 Registered in England
Hannells Lettings Ltd.
Registered office 55 – 57 High Street Chellaston Derby DE73 6TB.
Our company registration is 09254810 Registered in England
Your use of this website and our intellectual property rights
We have made this website available to you for your own personal, non-commercial use. We may modify or withdraw access to this website at any time, including introducing charges or other restricted access.
This website and all the materials contained in it are protected by intellectual property rights, including copyright, and belong to Hannells Ltd. Materials include, but are not limited to, the design, layout, look, appearance and graphics on the website, as well as other content such as articles, stories and other text, product or service descriptions or pricing information.
You may not copy, redistribute, republish or otherwise make the materials on this website available to third parties for a commercial purpose without our consent in writing.
You may print or download materials from this website for your own personal, non-commercial use or copy the content to individual third parties for their personal information provided that:
- no documents or graphics are modified in any way;
- no graphics are used separately from accompanying text; and
- our copyright and trade mark notices and this permission notice appear in all copies and you acknowledge this website as the source of the material.
Our Liabililty to You
These terms and conditions do not exclude our liability (if any) to you for personal injury or death resulting from our negligence, for fraud or for any matter which it would be illegal for us to exclude or to attempt to exclude our liability.
We do not guarantee that this website will be compatible with all hardware and software which you may use. We also do not guarantee that this website will be available all the time or at any specific time or that the site and its servers are free of computer viruses and we recommend that before you make use of any software downloads from this website that you run a virus checker and in the event that you are installing any software on a networked computer, please consult your network administrator. We reserve the right to withdraw this website at any time.
We are only liable to you for losses which you suffer as a result of a breach of these terms and conditions by us. Our liability to you shall not in any event include losses related to any business, including but not limited to lost data, lost profits or business interruption. We are also not responsible for any losses which you may incur which we could not foresee when you accessed this website.
Information on this website
The information contained on this website is given for general information and interest purposes only. Whilst we try and ensure the product, pricing and specification information contained on the website is accurate and up to date, we cannot be responsible for any inaccuracies in the information. As a result, you should not rely on this information, and it does not constitute any form of advice or recommendation, nor does it constitute an offer for the sale or charter of any particular craft.
Governing Law and Jurisdiction
These terms and conditions shall be construed and interpreted in accordance with English Law and the English Courts shall have non-exclusive jurisdiction to settle any disputes which may arise out of or in connection with these terms and conditions or use of the website.
At Hannells we are committed to ensuring that your privacy is protected. This privacy notice, together with our Terms and Conditions and any other notice referred to in it, explains how we will collect your personal data and how we use your personal data when you visit our website.
Hannells Ltd is data controller in respect of the personal data processed when you visit our website. If you have any questions or concerns in relation to this Privacy Notice you can contact our Data Protection Officer at firstname.lastname@example.org or by writing to the Data Protection Officer, Hannells, 502 Duffield Road, Allestree, Derby, DE22 2DL.
This website is not intended for children.
This privacy notice was last amended in June 2018. It supersedes any earlier version.
How do we collect personal information about you?
We obtain personal information about you that you provide to us through our website, emails, phone conversations, documents you provide to us or when you visit one of our branches, for example when you:
• Enquire and request information about specific properties and land for sale or for rent
• Arrange for us to provide a valuation on your property
• Register for our email newsletters
• Participate in one of our surveys
• Interact with us on our social media sites
We also obtain personal information relating to you using automated technical means when you visit our website.
What type of personal information is collected?
The information we collect from you might include (but is not limited to) your name, address, email address, phone number, date of birth, financial details and any other information you choose to provide to us.
The information we collect through our website using automated technical means includes: the Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, identification number, online identifier and location data.
We also collect information about your website visit including which website pages are accessed, page response times and length of visits to pages.
How long do we retain your personal information?
We review our retention periods for personal data on a regular basis. We are legally required to hold some types of information for certain prescribed periods to fulfil our statutory obligations.
Outside of specific statutory obligations, we will hold your personal data on our systems for as long as is necessary for the relevant purposes for which we use it, or in accordance with any retention periods set out in any relevant contract you hold with us.
In some cases it is not possible for us to specify in advance the periods for which we will retain your personal information. In such cases, we will determine the period of retention based on the following criteria:
1. The period of retention of your name and contact details will be determined based on legitimate business interest or until such time as you request that it be deleted.
2. Our requirement to retain records to meet our legal obligations.
How do we process your data?
• Performance of a contract: where you enter into a contract with Hannells and we need to process your information as part of this contract
• Legitimate interests: some information is processed by Hannells as part of its legitimate interests which include: fraud, risk assessment, due diligence, network and information security, suppressions and managing opting out of communications, profiling, direct marketing, monitoring, web analytics, cloud storage, acquisitions, updating customer details, lettings, sales, financial services and other core products and services provided by the data controller
• Public interest: some information is processed in accordance with public interest such as relocations
• Consent: where we process information under consent we will seek you clear and unambiguous consent prior to processing your data
How do we use your personal information?
We may use the information that you directly provide to us in the following ways:
• We may use your name, address and contact details for the purpose of carrying out our obligations arising from any contracts entered into by you and Hannells, such as providing you with products and services you have requested, visiting and arranging viewings of your property. Our legal basis for this use is that it is necessary for the performance of a contract to which you are party.
• We may use your name, email address and postal address to provide you with information, you have requested from us, respond to enquiries or requests from you, communicate with you in relation to those enquiries or requests and arranging visits to property by our staff. Our legal basis for this use is our legitimate interests, namely carrying out activities in the course of Hannells’ business in response to customer enquiries or requests.
• We may use your name, email address and postal address to provide you with information regarding similar goods and services to those you have already enquired about or purchased. Our legal basis for this use is our legitimate interests namely the ongoing marketing of our goods and services to individuals with whom we have an existing relationship in connection with our goods and services and/or who have expressed an interest in those goods and services;
• If you are a tenant and have chosen to rent a property where the Landlord has opted for our “Find Tenant Only” service, your name, email address and contact number will be passed on to the Landlord as they will be your point of contact throughout your duration in the property. We are not responsible for their use of your personal data and cannot control it. Our legal basis for this use is that it is necessary for the performance of a contract to which you are party.
• Where you have entered into a contract with us or we have provided you with services, we may use your name, email address, postal address or phone number to ask for your feedback about the services we have provided to you. Our legal basis for this use is our legitimate interests, namely evaluating and where necessary improving the quality of our service provision with a view to promoting the success of our business and positive customer relationships.
• Where you are a party to an existing contract with us or regularly enter into contracts with us for our goods and services, we may use your name, email address, postal address or phone number to notify you of changes to the terms and conditions of our services. Our legal basis for this use is our legitimate interests, namely the administration and management of our business contracts and relationships.
• We may use your name, address and personal documentation including but not exclusively passport, driving license, statements and account details to verify your identity where you are buying, selling, letting or renting a property through us. Our legal basis for this use is compliance with a legal obligation to which we are subject, our legitimate interests, namely ensuring the security of our systems, network and information and those of third parties.
In addition to help you with a property related service we have to comply with certain regulations including the “Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 (referred to as “the Regulations).”
Hannells are required to obtain certain information from you to comply with regulations. The information provided will only be used by Hannells in relation to complying with the Regulations and will not be shared with any other party outside Hannells unless we are required to do so under law.
If you decide to enter in to a business relationship with Hannells, to comply with certain regulations we will require two separate Identification documents one primary and one secondary document even if it appears on both lists.
The information may be required at various stages of the process depending whether you are Purchasing or Selling:
Primary documents – Evidence Of Name
- Current full signed passport – must not be expired and photo must be recognisable
- Current UK/EU photo driving licence (old paper license and new photocard license accepted)
- Resident permit issued to EU nationals by Home Office
- Inland Revenue tax notification
- State pension or benefits book/notification letter
Secondary documents – Evidence Of Address
- Current UK/EU photo driving licence (old paper license and new photocard license accepted)
- Current local authority tax bill
- State pension or benefits book/notification letter
- Local authority rent card or tenancy agreement
- Most recent mortgage statement
- Bank, building society or credit union statement or passbook
- Utility bill (not a mobile phone bill)
We reserve the right to employ third party electronic verification for the purpose of verifying identity. This search will not affect your credit rating.
We may use the information that we automatically collect using technical means through our website to:
• Administer our website and for troubleshooting, testing, research and statistical purposes. We use Google Analytics, a third-party website monitoring tool. Our legal basis for this is our legitimate interests, namely monitoring the use of our software and IT systems and improving our website.
• Measure or understand the effectiveness of our own advertising activity. Our legal basis for this use is our legitimate interests, namely improving the relevancy of our advertising.
• Measure or understand the effectiveness of our marketing emails. Our legal basis for this use is legitimate interest.
We may analyse the personal information we collect directly from you and obtain using automated technical means to create a profile of your interests and preferences so that we can contact you with information relevant to you (if you have chosen to receive marketing communications from us).
We may make use of additional information about you when it is available from external sources to help us do this effectively. These sources include Briefyourmarket our email marketing provider which is not a publicly accessible source.
We may also use your personal information that we collect from you directly and additional information about you from external sources where necessary to detect and reduce fraud and credit risk. These sources include Let Alliance Referencing. Our legal basis for this use of your personal information is our legitimate interests in preventing our business or clients being subject to fraud or credit risk.
Who has access to information?
We will not sell or rent your information to third parties.
We may pass your information to third party service providers, including but not limited to:
Business partners, suppliers and sub-contractors working on our behalf for the purposes of completing tasks and providing services to you.
These include Expert Agent our Agency Software provider, Briefyourmarket our email marketing partner, Alt-Design our website hosts, our current conveyancing partners; Flint Bishop, Simpson Jones and John M Lewis, Safe and Secure Insurance Brokers, our mortgage and financial services partner Mortgage Expert Ltd, an MAB Regional Partner, Derby Removals our removals partner, Virgin Media, Homeshift our utilities swapping partner, Let Alliance our referencing partner and Clients’ legal representatives in relation to conveyancing progress.
When we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and otherwise use your information in accordance with applicable data protection law.
We may disclose your personal information to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.
In addition to the specific disclosures set out in this section, we may disclose your personal information where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person, or for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative out-of-court procedure.
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:
• To object to us processing your personal information for marketing purposes. If you object, we will stop processing your personal information for this purpose. When we collect your data, you can choose whether you wish to receive marketing communications from us. If you wish to stop receiving marketing communications, you can opt out at any time by clicking an ‘unsubscribe’ link at the bottom of one of our emails.
• To access the information we hold about you and certain information about our processing of it and your rights in relation to it.
• In certain circumstances, to obtain erasure of the personal information we hold about you, subject to certain exceptions.
• To amend the information we hold about you.
• In certain circumstances, to restrict our processing of your personal information or object to us processing it. If you object, we will stop processing your personal information unless certain exceptions apply.
• Where our legal basis for processing your personal information is your consent or the performance of a contract and we process it by automated means, to be provided with the personal information we hold about you in structured, commonly used and machine-readable format and to transmit the information to another controller.
• To not be subject to a decision based solely on automated processing, including profiling, that produces legal effects concerning you or similarly affecting you, subject to certain exceptions.
• Where our processing of your personal information is based on your consent, to withdraw that consent at any time. If you withdraw your consent, we will stop the relevant processing, but it will not affect the lawfulness of our processing before the withdrawal.
To exercise any of these rights, you can contact our Data Protection Officer at email@example.com or by writing to the Data Protection Officer, Hannells, 502 Duffield Road, Allestree, Derby, DE22 2DL.
In addition, you can exercise your right to object to direct marketing at any time by clicking an ‘unsubscribe’ link at the bottom of one of our emails.
If you consider that our processing of your personal information infringes data protection laws, you have the right to lodge a complaint to a supervisory authority responsible for data protection.
You may do this in the EU member state of your habitual residence, your place of work or the place of the alleged infringement. More information about lodging a complaint with the Information Commissioner’s Office (the relevant UK supervisory authority) can be found at https://ico.org.uk/concerns/
Security precautions in place to protect your information
We take appropriate technical and organisational precautions to secure your personal information and prevent its loss, misuse or alteration. All information you provide to us is stored on our secure servers. Where we have given (or where you have chosen) a password which enables you to access certain parts of our websites, you are responsible for keeping this password confidential. We ask you not to share your password with anyone.
The transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and for this reason, we cannot guarantee the security of data sent between us over the internet.
‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit.
They collect statistical data about your browsing actions and patterns.
Cookies allow us to provide important site functionality so you don’t have to re-enter lots of information.
They also allow us to remember what links and pages you have been or viewed during a session. This helps us deliver a better, more personalised service to you.
It is possible to switch off cookies by setting your browser preferences. For more information on the Cookies we use, visit our Cookies Policy
Links to other websites
Our website may contain links to other websites run by other organisations. We are not responsible for the privacy practices of those organisations or the content of their websites. You should read the privacy policies of these organisations before providing them with any personal information.
Transferring your information outside of European Economic Area (“EEA”)
If you use our services while you are outside the EEA, your information may be transferred outside the EEA in order to provide you with those services.
Review of this Policy
We keep this Policy under regular review. This Policy was last updated on Jan 13rd 2021.
You can obtain further information about data protection laws by visiting the Information Commissioner’s Office website at www.ico.org.uk.