Hunt Frame Estate Agents Customer Privacy Notice

This privacy notice tells you what to expect us to do with your personal information.

Contact Details

Post:
Cornfield Road, Eastbourne, East Sussex, BN21 4QE, GB

Telephone:
01323 737373

Email:
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What Information We Collect, Use, and Why

To provide and improve products and services for clients:

• Names and contact details
• Addresses
• Gender
• Payment details (including card or bank information for transfers and direct debits)
• Financial data (including income and expenditure)
• Transaction data (including details about payments to and from you and details of products and services you have purchased)
• Usage data (including information about how you interact with and use our website, products and services)
• Employment details (including salary, sick pay and length of service)
• Credit history and credit reference information
• Information relating to compliments or complaints
• Account access information

For the operation of client or customer accounts:

• Names and contact details
• Addresses
• Purchase or service history
• Account information, including registration details
• Marketing preferences

For the prevention, detection, investigation or prosecution of crimes:

• Names and contact information
• Client accounts and records

For information updates or marketing purposes:

• Names and contact details
• Addresses
• Marketing preferences

To comply with legal requirements:

• Name
• Contact information
• Identification documents
• Client account information
• Any other personal information required to comply with legal obligations

To protect client welfare:

• Names and contact information
• Client account information

For dealing with queries, complaints or claims:

• Names and contact details
• Addresses
• Purchase or service history
• Photographs
• Customer or client accounts and records
• Financial transaction information
• Correspondence

Lawful Bases and Data Protection Rights

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are set out in brief below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.
• Your right to erasure - You have the right to ask us to delete your personal information.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.
• Your right to object to processing - You have the right to object to the processing of your personal data.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our Lawful Bases for the Collection and Use of Your Data

To provide and improve products and services for clients:

• Consent - We have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.
• Legal obligation – We have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – We’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interest is: We need to collect personal information in order to satisfy our customer demands.

For the operation of client or customer accounts:

• Consent - We have permission from you after we gave you all the relevant information.
• Contract – We have to collect or use the information so we can enter into or carry out a contract with you.
• Legal obligation – We have to collect or use your information so we can comply with the law.
• Legitimate interests – Our legitimate interest is: It is necessary for us to have personal information so as we can make rent payments and other financial payments.

For the prevention, detection, investigation or prosecution of crimes:

• Consent - We have permission from you after we gave you all the relevant information.
• Contract – We have to collect or use the information so we can enter into or carry out a contract with you.
• Legal obligation – We have to collect or use your information so we can comply with the law.
• Legitimate interests – Our legitimate interest is: Clients give us their personal information so as we can help them move house.
• Recognised legitimate interests - We need to share personal information with a public authority or another organisation because they need it for their public tasks or official functions (the ‘public task disclosure response condition’).

For information updates or marketing purposes:

• Consent - We have permission from you after we gave you all the relevant information.
• Contract – We have to collect or use the information so we can enter into or carry out a contract with you.
• Legal obligation – We have to collect or use your information so we can comply with the law.
• Legitimate interests – Our legitimate interest is: We use the personal information in order to send out details of suitable property.

To comply with legal requirements:

• Consent - We have permission from you after we gave you all the relevant information.
• Contract – We have to collect or use the information so we can enter into or carry out a contract with you.
• Legal obligation – We have to collect or use your information so we can comply with the law.
• Legitimate interests – Our legitimate interest is: By law we have to comply with anti-money laundering regulations.
• Recognised legitimate interests - Public task disclosure response condition.

To protect client welfare:

• Consent, Contract, and Legal obligation as defined above.
• Legitimate interests – Our legitimate interest is: To prevent fraud and comply with anti-money laundering regulations.
• Recognised legitimate interests - Public task disclosure response condition.

For dealing with queries, complaints or claims:

• Consent, Contract, and Legal obligation as defined above.
• Legitimate interests – Our legitimate interest is: We gather information in order at assist our clients in finding a new home.
• Recognised legitimate interests - Public task disclosure response condition.

Where We Get Personal Information From

Directly from you.

Who We Share Information With

Data processors:

• Goodlord referencing: This data processor references our applicants for us.

Others we share personal information with:

• Insurance companies, brokers or other intermediaries
• Professional or legal advisors
• Organisations we’re legally obliged to share personal information with
• Publicly on our website, social media or other marketing and information media

How to Complain

If you have any concerns about our use of your personal information, you can make a data protection complaint to us using our contact details above.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:

Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint