This privacy notice details how we collect and use personal information about you during and after your working relationship with us, in accordance with the General Data Protection Regulation (GDPR).
The General Data Protection Regulation (the “GDPR”) seeks to protect and enhance the rights of data subjects. Hestia Property Professionals Limited is committed to protecting and respecting your privacy. Hestia Property Professionals Limited recognises the importance of the correct and lawful treatment of personal information and will only use personal information as set out in this Privacy Notice.
This Privacy Notice sets out how Hestia Property Professionals Limited collects and uses any information that you give us when you use our services. The expressions “we”, “us” and “our” refer to Hestia Property Professionals Limited.
We have appointed a Privacy Officer to oversee compliance with this Privacy Notice. If you have any questions about this Privacy Notice or how we handle your personal information, please contact the Privacy Officer at:
or by post to:
Hestia Property Professionals Limited
39 High Street
Surrey, GU6 8AS
We may change this Privacy Notice at any time by updating this page.
It is important that you read this Privacy Notice, so that you are aware of how and why we are using such personal information.
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your relationship with us.
Who are we?
We are an independent letting agent operating from our office in Cranleigh working across Surrey and the surrounding counties.
We use different methods to collect personal information from and about you.
- Directly from you: Typically, the personal information that we collect about you will be the personal information that is input into our database. In some instances, however, it could be provided in other electronic formats, on application forms, or in other communications which may be in writing, by telephone, via the internet or by any other means.
- From third parties: We will also gather personal information from other sources, including from Lenders, law firms, credit reference agencies and regulatory bodies.
The kind of information we hold about you
We collect, hold and use different types of personal information about you. Personal information is information about an individual from which that person can be identified.
We may collect, use, store and transfer various kinds of personal information about you, as follows:
- full name and title, gender and date of birth, current relationship status and dependants
- contact information including email addresses and postal addresses, telephone numbers and fax numbers
- practicing certificates, qualifications and employment history
- identification or supporting documents (such as passport, driving license, birth certificate, utility bill etc.)
- financial details, such as income or bank details and credit reports
- customer data (which in addition to the above may include mortgage account information and other data in respect of a conveyancing transaction)
How we use your personal information?
We will only use your personal information when the law allows us to.
We will use your personal data where we need to: (a) in order to meet our contractual obligations under our agreement with you; (b) where it is necessary for our legitimate interests (or those of a third party and your interests and fundamental rights do not override those interests; or (c) where we need to comply with a legal or regulatory obligation.
Purpose/Activity Lawful Basis
Internal record keeping (a) Performance of a contract with you
(b) Necessary to comply with a legal obligation
(c) Necessary for our legitimate interests
(d) Providing clarification or assistance in response to your communications.
Compliance with applicable laws and
Regulations (a) Necessary to comply with a legal obligation
Processing payment for the purchase
of products and/or services (a) Performance of a contract with you
If you fail to provide certain information when requested, we may not be able to perform the contract we have entered into with you (such as paying you or providing a benefit), or we may be prevented from complying with our legal obligations (such as safeguarding checks or to ensure the health and safety of our workers).
We will only use your personal information for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose. If we need to use your personal information for an unrelated purpose, we will notify you and we will explain the legal basis which allows us to do so.
How we will use sensitive personal information?
We do not need your consent to use sensitive personal information in accordance with our written policy to carry out our legal obligations. In limited circumstances, we may approach you for your written consent to allow us to process certain particularly sensitive data. If we do so, we will provide you with full details of the information that we would like and the reason we need it, so that you can carefully consider whether you wish to consent.
How do we share your data?
We may share your data with;
Credit referencing agencies
Professional advisors e.g. accountants
Financial institutions to effect any relevant payment services
Software support companies
HMRC and other statutory bodies
We require third parties to respect the security of your data and to treat it in accordance with the law.
We will share your personal information with third parties where required by law, where it is necessary to administer the working relationship with you or where we have another legitimate interest in doing so.
We may share your personal information with other third parties, for example in the context of the possible sale or restructuring of the business. We may also need to share your personal information with a regulator or to otherwise comply with the law.
We have put in place measures to protect the security of your information and procedures to deal with any suspected data security breach. Details of these measures are available upon request. We will notify you and any applicable regulator of a suspected breach where we are legally required to do so.
How long will you use my information for?
We will only retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.
In some circumstances we may anonymise your personal information so that it can no longer be associated with you, in which case we may use such information without further notice to you.
What are your responsibilities?
It is important that the personal information we hold about you is accurate and current. Please keep us informed if your personal information changes during your working relationship with us.
What are your rights?
Under certain circumstances, by law you have the right to:
- Request access to your personal information (commonly known as a “data subject access request”). This enables you to receive a copy of the personal information we hold about you and to check that we are lawfully processing it. We may charge a reasonable fee if your request for access is clearly unfounded or excessive, alternatively we may refuse to comply with the request in such circumstances.
- Request correction of the personal information that we hold about you. This enables you to have any incomplete or inaccurate information we hold about you corrected.
- Request erasure of your personal information. This enables you to ask us to delete or remove personal information where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal information where you have exercised your right to object to processing (see below). We will not be required to delete or remove personal information if your objection is not upheld.
- Object to processing of your personal information where we are relying on a legitimate interest as the reason for processing and there is something about your particular situation which makes you want to object to processing on this ground. We are not obliged to uphold your objection where the legitimate interest relied on outweighs the reason for your objection.
- Request the restriction of processing of your personal information. This enables you to ask us to suspend the processing of personal information about you, for example if you want us to establish its accuracy or the reason for processing it or while we are considering your objection to processing.
- Request the transfer of your personal information to another party.
- If you want to review, verify, correct or request erasure of your personal information, object to the processing of your personal data, or request that we transfer a copy of your personal information to another party, please contact our data protection contact in writing.
We may need to request specific information from you to help us confirm your identity and ensure your right to access the information (or to exercise any of your other rights). This is another appropriate security measure to ensure that personal information is not disclosed to any person who has no right to receive it.
In the limited circumstances where you may have provided your consent to the collection, processing and transfer of your personal information for a specific purpose, you have the right to withdraw your consent for that specific processing at any time. To withdraw your consent, please contact our data protection contact. Once we have received notification that you have withdrawn your consent, we will no longer process your information for the purpose or purposes you originally agreed to, unless we have another legitimate basis for doing so in law.
If you have any questions about this privacy notice or how we handle your personal information, please contact our data protection contact. You have the right to make a complaint at any time to the Information Commissioner’s Office (ICO), the UK supervisory authority for data protection issues.
Changes to this privacy notice
We reserve the right to update this privacy notice at any time, and we will provide you with a new privacy notice when we make any substantial updates. We may also notify you in other ways from time to time about the processing of your personal information.