1. Scope

At Sure Property Group, we pledge that all data subjects’ personal data is collected, processed, stored and managed, transparently and fairly in line with the requirements of the GDPR.

2. Responsibilities

At Sure Property Group the Data Protection Officer / GDPR Owner is responsible for ensuring that this notice is made available to data subjects prior to the collecting/processing of their personal data.

All Employees/Staff/Franchisees of Sure Property Group who interact with data subjects are responsible for ensuring that this notice is drawn to the data subject’s attention and that there is a lawful purpose for processing their data or their consent to the processing of their data is secured.

3. Privacy notice

3.1 Who are we?

Sure Property Group was founded in 2002 offering local expert advice and support to both Tenants and Landlords throughout England and Wales. Soon developing it into a hugely successful franchise company, we also offer both industry experts and franchisee’s new to Sales & Lettings, the opportunity to enter the property industry with the background assistance to get them started. Sure Property Group now support up to 15 successful franchisee branches hosting a huge portfolio of properties and outstanding service to match.

Services include expert local knowledge, assisted viewings, financial advice, high spec brochures, carefully designed floor plans through to a fully tailored package to ensure our customers are provided with the perfect service they are seeking to help sell or let their home.

Our Data Protection Officer / GDPR Owner and data protection representatives can be contacted directly here;

  • GDPR@odosltd.co
  • 0800 038 8165

The personal data we collect from our clients for processing is:

Personal data type:  Source

Name

Staff Information Sheet

Address

Appraisal Form

Phone number/s

Landlord agreement

Email

Tenant application form

Bank Acc Details

Tenant enquiry card

Payment Card Details

Landlord & property details form

Personal ID

Guarantor application form

Personal ID

Online enquiry form

The personal data we collect will be used for the following purposes:

  • Identifying suitable properties as per your enquiry and contacting you with the related information
  • Entering into pre-contract negotiations
  • Conducting financial and Anti-Money Laundering checks
  • Preparation and execution of legal contracts
  • Maintenance and fulfilment of our contractual obligations to you
  • Our legal obligations as an Estate Agency and Registered Business

Our legal basis for processing for the personal data:

  • Consent
  • Contractual
  • Legal Obligation
  • Legitimate Interests

Any legitimate interests pursued by us, or third parties we use, are as follows:

  • Marketing of like products or services where we have consent from you, or where you have previously entered into a contract or talks about a contract and have not withdrawn your consent.

We do not process special categories of personal data.

3.2 Consent

By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified.

Sometimes consent is required for Sure Property Group to process personal data, but it must be explicitly given when this is the case. Where we are asking you for consent to process your personal data we will always tell you why and how the information will be used.

You may withdraw consent at any time by emailing us at k.chick@surepropertygroup.com

3.3 Disclosure

Sure Property Group will no pass on your personal data to third parties without prior disclosure that we intend to do this (where required for contractual purposes) or without your consent.

The following third parties will receive your personal data for the following purpose(s) as part of the processing activities:

  • Sure Sales & Lettings Birmingham
  • Sure Sales & Lettings Carmarthen
  • Sure Sales & Lettings Hemel Hempstead
  • Sure Lettings Newcastle
  • Sure Sales & Lettings Nottingham
  • Sure Sales & Lettings Watford
  • Sure Sales & Lettings Cheltenham
  • Sure Sales & Lettings Burton & Derby
  • Sure Sales & Lettings Gloucester
  • Sure Sales & Lettings Cardiff Central
  • Sure Franchising Ltd t/a Sure Property Group

3.4 Retention period

Sure Property Group will process personal data for the duration of the contract that we hold with you, or the services or products we are attempting to provide to you and for a necessary period whilst communication remains active between us following the activities referred to above.

If lawful processing is not a relevant purpose, personal data will be stored/archived for a period of 3 years from the day following our interaction for the purposes of your reference to it for Civil Redress if necessary or until you request that we destroy such data and it is not being lawfully stored/archived for any other such purpose.

We will also store personal data for financial reporting purposes for a period of 6 years plus the existing financial year.

3.5 Your rights as a data subject

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

  1. Right of access – you have the right to request a copy of the information that we hold about you
  2. Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete
  3. Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records
  4. Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
  5. Right of portability – you have the right to have the data we hold about you transferred to another organisation.
  6. Right to object – you have the right to object to certain types of processing such as direct marketing.
  7. Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
  8. Right to judicial review: if the Sure Property Group refuses your request under rights of access, we will provide you with a reason as to why. You have the right to complain as outlined in clause 3.6 below.

All the above requests will be forwarded on should there be a third party involved (as stated in 3.4 above) in the processing of your personal data.

3.6 Complaints

In the event that you wish to make a complaint about how your personal data is being processed by Sure Property Group (or third parties as described in 3.4 above), or how your complaint has been handled, you have the right to lodge a complaint directly with the supervisory authority and Sure Property Group’s data protection representatives Data Protection Officer / GDPR Owner.

The details for each of these contacts are:

Supervisory authority contact details

[Data Protection Officer (DPO)] / [GDPR Owner] contact details

Contact Name:

Information Commissioner’s Office

Kelly Chick

Address line 1:

Wycliffe House

The Lodge

Address line 2:

Water Lane

The Coombes

Address line 3:

Wilmslow

Westbury on Severn

Address line 4:

Cheshire

Gloucestershire

Address line 5:

SK9 5AF

GL14 1QX

Email:

casework@ico.org.uk

k.chick@surepropertygroup.com

Telephone:

0303 123 1113

01452 872060

3.7 Privacy statement

Personal data

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:

“any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

How we use your information

This privacy notice tells you how Sure Property Group will collect and use your personal data for exploring availability of suitable solutions to your property enquiries, entering into agreements with you for the provision of services and/or products and for contacting you about similar services and/or products. We will also process data (such as cookies) to improve your online experience with us and process data to fulfil any service requirement that you have of us, such as dealing with complaints, repairs or any other related matter.

Why does Sure Property Group need to collect and store personal data?

For us to provide you with our services/products, we need to collect personal data for correspondence purposes and for detailed service provision. In any event, we are committed to ensuring that the information which we collect, and use is appropriate for this purpose, and does not constitute an invasion of your privacy.

In terms of being contacted for marketing purposes, Sure Property Group would contact you for additional consent.

Will Sure Property Group share my personal data with anyone else?

We may pass your personal data on to third-party service providers contracted to Sure Property Group while dealing with you. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service that they provide to you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with Sure Property Group’s procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.

How will Sure Property Group use the personal data it collects about me?

Sure Property Group will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavor to keep your information accurate and up to date, and not keep it for longer than is necessary. Sure Property Group is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

Under what circumstances will Sure Property Group contact me?

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

Can I find out the personal data that Sure Property Group holds about me?

Sure Property Group, at your request, can confirm what information we hold about you and how it is processed. If we do hold personal data about you, you can request the following information:

  • Identity and the contact details of the person or organisation that has determined how and why to process your data. In some cases, this will be a representative in the EU.
  • Contact details of the data protection officer, where applicable.
  • The purpose of the processing as well as the legal basis for processing.
  • If the processing is based on the legitimate interests of Sure Property Group or a third party, information about those interests.
  • The categories of personal data collected, stored and processed.
  • Recipient(s) or categories of recipients that the data is/will be disclosed to.
  • If we intend to transfer the personal data to a third country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
  • How long the data will be stored.
  • Details of your rights to correct, erase, restrict or object to such processing.
  • Information about your right to withdraw consent at any time.
  • How to lodge a complaint with the supervisory authority.
  • Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
  • The source of personal data if it wasn’t collected directly from you.
  • Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

What forms of ID will I need to provide to access this?

Sure Property Group accepts the following forms of ID when information on your personal data is requested:

[Passport, driving licence, birth certificate, utility bill (from last 3 months), etc.]

Contact details of the Data Protection Officer / GDPR Owner:

Contact Name:

Kelly Chick

Address line 1:

The Lodge

Address line 2:

The Coombes

Address line 3:

Westbury on Severn

Address line 4:

Gloucestershire

Address line 5:

GL14 1QX

Email:

k.chick@surepropertygroup.com

Telephone:

01452 872060