Privacy Policy
How we collect, use and protect your personal information.
Introduction
We at Empire Chase are committed to respecting your privacy and recognise your need for appropriate protection and management of any personally identifiable information ("Personal Information") you share with us. This privacy policy is issued by Empire Chase Limited. We are registered as a Data Controller with the Information Commissioner's Office under number Z3103364. Company registration number 07924071.
The Scope of This Policy
This Privacy Policy applies to your use of our website at www.empirechase.co.uk and our services through the telephone, in person and our offices. Our website and services may contain links to other independent websites which are not provided by us. We have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them. We may change this Privacy Notice from time to time. Any changes will be immediately posted on our website.
What is Personal Data
Personal data is defined by GDPR and Data Protection Act 2018 as any information relating to an identifiable person who can be directly or indirectly identified.
What Type of Data We Collect and Why
As a business we collect, use and store personal data depending on the type of service you are interested in. We collect information about you when you register with us to use our services. We also collect information when you voluntarily complete customer surveys and provide feedback. Website usage information is collected using cookies. Some calls to our office may be recorded for training purposes.
| Information We May Collect From You | Why We Collect It |
|---|---|
| Your name, address, phone number, email address and details of your requirements | To provide you with our services and to respond to your queries/services you require |
When entering a sale or letting agreement Your identification documents such as passport copy, proof of address, tax status, data of birth, previous address history | To perform "KYC" and Anti Money Laundering checks, Right to Rent check as required by law |
When you have made an offer to purchase a property Your identification documents such as passport copy, proof of address, proof of funds, source of funds, mortgage documents and financial status | To perform "KYC", Anti Money Laundering checks required by law and to ensure you have the means to support your proposed purchase |
Where you are a landlord looking to let your property We will require your identification documents such as passport copy, proof of address, property ownership details and evidence that you have right to let your property | To perform KYC |
Where you are a tenant interested to reserve a property and enter into an agreement We will require your employment details/references, previous landlord details/references, credit history, marital status, bank statements, payslips, passport copy, visa copies/BRP card, Right to Rent share codes | To carryout tenancy referencing, credit check, Right to Rent checks and tenant verification checks |
Where you are a landlord or seller Photographs of your property, floor plans, videos, virtual tours, and inventory condition reports | To deliver our services to market your property to find a buyer or tenant and to deliver our full service |
Where you are a landlord, and we collect rent Your bank details | To transfer any rents, we collect from the tenants |
Where you are a tenant renting a property from us Your contact details, next of kin details, emergency contact details, passport copies, right to rent checks, visa copies, references, bank statements, proof of address and any other related information | To enable us to deliver and offer our full service |
| Your communication and marketing preference | To ensure we only send you details of products and services you are interested in through your preferred communication channel |
How Do We Collect Your Data
Most of the personal information we collect is provided to us directly by you
Direct interaction
Personal data you disclose when you fill an online form, through a phone call to our office, through text/WhatsApp messages, social media, through property portals such as Zoopla and Rightmove, job application etc
Indirect interactions
Data you provide to third parties such as our tenancy referencing agent Homelet, Rightmove, Zoopla, information from publicly available registers such as Companies House, Land Registry, referral from an existing client
How Do We Use Your Data
- To provide you with estate agency services which you had requested including but not limited to helping you find a property, valuing your property, carrying out viewings and finding a property to purchase
- To provide full lettings and property management services to tenants and landlords
- To arrange viewings
- To protect against and prevent fraud, unauthorised transactions, money laundering, tax evasion, claims, other liabilities and manage risk exposure and agent, integrity, compliance, and security of business processes
- To contact you about services we think may be of interest to you
- To contact you to discuss about other suitable properties
- Personalise your experience on our websites by presenting products and information tailored to you.
Disclosure of Data
We may share your data with trusted companies such as referencing agencies (Homelet), tenancy deposit schemes (The Deposit Protection Services, My Deposits, TDS etc), Anti Money Laundering verification providers (Veriphy), utility providers, local authorities, Home Office for the Right to rent checks, Rent guarantee insurance providers, Landlords, tenants, guarantors, managing agents, e-sign, police, credit reference agencies, fraud prevention agencies, government law enforcement agencies, HMRC, inventory clerks, surveyors, trade contractors for day to day property managements, CRM system (Vebra Alto), Mailchimp, debt collection agencies, courts for legal issues, solicitors, landlords/tenants and other related parties.
Data Retention
We will retain your personal data whilst you use our services and/or are in communication with us. We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected.
Your Legal Rights
Under data protection law, you have rights including:
Your right of access
You have the right to ask us for copies of your personal information.
Your right to rectification
You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure
You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing
You have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing
You have the the right to object to the processing of your personal information in certain circumstances.
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, in certain circumstances. You are not required to pay any charge for exercising your rights. Please contact us at [email protected] if you wish to make a request.
How to Make a Complaint
If you have any concerns about our use of your personal information, you can make a complaint to us at:
You can also complain to the ICO if you are unhappy with how we have used your data. The ICO's address: Information Commissioner's Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF Helpline number: 0303 123 1113 ICO website: https://www.ico.org.uk