Pinewood Property Estates Privacy Notice
The Pinewood Property Estates privacy notice provides information on how
Pinewood Property Estates and any of its subsidiaries, branches or
representative offices and any 3rd party providers collect , use , secure,
transfer and share your information.
Pinewood Property Estates has its head office at
33 Holywell Street
Chesterfield
Derbyshire
S41 7SA
Property Services
Pinewood Property Estates specialises in property sales and management,
providing leasehold, and estate management services as well as property
sales and residential lettings.
1. Types of Information Collected.
Typically Pinewood Property Estates may collect:
|
1. First Name |
21. How many Dependants |
41. Personal /Secure Loan Details |
61. IP Address |
|
2. Middle Name |
22. Dependants Name |
42. Personal Debt Details |
62. Cookies |
|
3. Surname |
23. Dependants DOB |
43. Personal Expenditure |
63. Marital Status |
|
4. Previous Name |
24. Primary ID * |
44. Existing Mortgage Details |
64. Salary |
|
5. Date of birth |
25. Address ID * |
45. Existing Insurance Details |
65. Accountant Details |
|
6. Present Address |
26. Bank Statements * |
46. Email Address |
66.Previous employers details |
|
7. Residential Status |
27. Credit Card Statements * |
47. Phone Numbers |
67. Employers Address |
|
8. Previous Addresses |
28. Mortgage Statements * |
48. New Property Details |
68. Employers Phone number |
|
9. Landlord Details |
29. Proof of Deposit |
49. Solicitor Details |
69. Health |
|
10. Nationality |
30. Payslips * |
50. Estate Agent Details |
70. Ethnicity |
|
11. NI Number |
31. Self Employed Accounts * |
51. New Mortgage Details |
71. Credit Card Details |
|
12. UK National |
32. Employers Name |
52. New Insurance Details |
72. Bank Details |
|
13. Doctors Details |
33. Gender |
53. Criminal Offences /Convictions |
*Copies
1.1. Methods of Collection
In the general conduct of business, Pinewood Property Estates collects
information relevant to the services being sought across the range of
services it offers (listed previously) from:
• Yourself
• Next of kin
• Spouse / partner / family member
• Business associates
• Employers
• “Trusted” sources including:
• Government / Land / Police registers
• Credit / Default Agencies
• Financial Institutes (Banks, Building Societies, Loan Agencies, Credit
Card
companies)
• Insurance Companies
• Other Law firms
• Health providers
• Through consent to third parties disclosing information about you to us
that they
have collected
Such information will generally be collected directly via the use of any of
our standard forms,
over the internet, via email, in our branches or through a telephone
conversation with you.
We may also collect personal information through our affiliates or
suppliers.
In addition, you may choose to submit information directly to us via
several methods, including:
• Through Pinewood Property Estates and affiliates websites
• In response to marketing or other communications
• Through social media
• By signing up for a Pinewood Property Estates product or service
• Through participation in an offer, program or promotion
• In connection with an actual or potential business or employment
relationship
with us
You may also agree to third parties disclosing information about you to us
that those third parties have collected.
We, our service providers and partners collect certain information by using
automated means, such as cookies and web beacons, when you interact with
our advertisements, mobile applications, or visit our websites, pages or
other digital assets. The information we collect in this manner may
include: IP address, browser type, operating system, referring URLs and
information on actions taken or interaction with our digital assets.
We may use third-party web analytics services on our websites. The
analytics providers that administer these services use technologies such as
cookies and web beacons to help us analyse how visitors use our websites.
“Your Rights and Choices” section of this Privacy Notice specifies your
ability, to opt out or limit the usage of the information collected.
1.2. Purposes of Collection
Generally, we will collect, use and hold your information for the purposes
of:
•Assessing applications for and providing Pinewood Property Estates
products / services
•Conducting business, developing relationships with Pinewood Property
Estates and affiliates
•Process payments / transactions including: Accounting, Authorisation,
Clearing, Chargebacks, Auditing, Billing, Reconciliation, Collection,
Complaints, Enquiries, Credit Checks and related dispute resolution
activities
•Protect against and prevent fraud, unauthorised transactions, money
laundering
(please see below), tax evasion, claims, other liabilities and manage risk
exposure and agent /franchise quality, integrity, compliance and security
of business processes
•Create and manage any accounts, associated authentication criteria (id’s
and passwords) you may have with Pinewood Property Estates
•Provide, administer and communicate with you about Pinewood Property
Estates products, services, offers, programs and promotions, their issuers,
acquirers, retailers and partners.
• Compile business directories, including business contact information
•Operate, monitor, evaluate and improve our products, services, websites,
mobile applications, other digital assets and business
• Developing new products and services
• Managing communications, assess effectiveness and optimisation of
advertising
• Functionality of our websites, mobile applications other digital assets
•Evaluate your interest in employment and contact you regarding possible
employment opportunities
•Enforce Pinewood Property Estates “Terms of Use”, other legal rights as
may be required by applicable laws and regulations or requested by any
judicial process or governmental agency having or claiming jurisdiction
over Pinewood Property Estates or its affiliates.
•Comply with industry standards and Pinewood Property Estates policies
Anti-Money Laundering
In addition to help you with a property related service we have to comply
with certain regulations for example the “Money Laundering, Terrorist
Financing and Transfer of Funds (Information on the Payer) Regulations 2017
(referred to as “the Regulations).” Pinewood Property Estates and other
subsidiaries are required to obtain certain information from you to comply
with regulations. The information provided will only be used by Pinewood
Property Estates in relation to complying with the Regulations and will not
be shared with any other party outside of the companies wholly owned by
Pinewood Property Estates unless we are required to do so under law.
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 – proof of ID
• Valid Passport with MRZ
• Valid full UK photo driving licence
• Valid full UK Driving licence (Non photo, paper) issued before 1998
• Valid EU/EEA/Switzerland photo driving licence
• Valid EU/EEA/Switzerland national Identity Card
• Valid UK Armed Forces ID Card
• Valid UK Biometric Residence Permit (copy of both sides.)
• Valid Blue disabled drivers pass. (With photo)
• Valid Freedom Pass
• Valid Local Authority Bus pass.
• Department for Works & Pensions letter confirming pension details
including National Insurance Number dated within the last 12 months
Secondary documents – proof of residence (home.)
• Valid full UK photo driving licence
• Valid full UK Driving licence (Non photo, paper) issued before 1998
• Local authority council tax bill (dated within the last 12 months)
• UK Bank / Building societies statements/bills showing activity, dated
within the last six months. Including account number and sort code.
(Internet printed acceptable)
• UK mortgage statement (dated within the last 12 months.) (Internet
printed acceptable)
• Utility bill dated within the last 6 months including – Electricity bill
(with MPAN number), Landline, Gas, Satellite TV, Water. (Internet printed
acceptable.) (Not mobile phone bills.)
• Her Majesty’s Revenue and Customs (HMRC) Inland Revenue (IR) Coding /
assessment / statement (dated within the last 12 months) with National
Insurance number
• Department for Works & Pensions letter confirming pension details and
NI Number. (Dated within the last 12 months)
We reserve the right to employ third party electronic verification for the
purpose of verifying identity. This search will not affect your credit
rating
1.3. Lawful basis of processing
Pinewood Property Estates processes your information under the following
•Performance of a contract: where you enter into a contract with Pinewood
Property Estates and we need to process your information as part of this
contract
•Legitimate interests: some information is processed by Pinewood Property
Estates 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
service provided by the data controller
•Public interest: some information is processed in accordance 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
2. Information We Share
We do not sell or otherwise disclose personal information we collect about
you, except as described in this Privacy Notice or as indicated via the
consent process at the time the data is collected. We share the information
we collect with, but not limited to:
•Landlords and landlord associates and sub processors
•Vetted affiliates and partners / Financial Institutions / Insurance
Companies for business facilitation to provide required services, such as
mortgages, insurance cover etc
•Formally contracted service providers to perform services on our behalf:
• Hosting Datacentres, Infrastructure, Applications (Development /
Support), Cloud
Services (Software as a Service – SaaS, Platform as a Service – PaaS,
Infrastructure as a Service – IaaS)
• Helpdesk, Call Centres etc.
We contractually require these service providers to safeguard the privacy
and security of personal information they process on our behalf and
authorise them to use or disclose the information only as necessary to
perform services on our behalf or comply with legal requirements.
•Councils, health and care providers
•Other Law firms
•Credit agencies, Land Registry Office, Her Majesty’s Revenue and Customs
(HMRC),
Financial Conduct Authority (FCA) and other relevant regulatory bodies
•Additionally we may share information about you, if required legally, to
prevent harm of financial / reputation loss, for investigation of suspected
or actual fraudulent or illegal activities
•Perspective employers requesting references via your written consent
On websites, features can be accessed where we partner with other entities
that are not affiliated with Pinewood Property Estates. These include
social networking, geo-location tools etc. are operated by third parties
(indicated appropriately) who may use or share personal information in
accordance with their own privacy policies. It is recommended that you
review the third parties’ privacy policies if you use the relevant
features.
Pinewood Property Estates reserve the right to transfer your information in
the event of a sale or transfer (wholly or partially) of our business or
assets, with reasonable efforts for the acquirer protect / use your
information consistent with our Global Privacy Notice. You can exercise
your rights to contact the acquiring entity with questions concerning the
protection and processing of your information.
2.1 How long do we keep information for?
We will keep information for a reasonable amount of time in order to
perform the purposes listed above.
We only keep your information for as long as necessary. We generally keep
personal information for 7 years after last contact with you. However
Pinewood Property Estates reserves the right to keep information for longer
if we feel that this is in the legitimate interests of Pinewood Property
Estates.
2.2 International Data Transfers
Pinewood Property Estates may transfer the personal information collected
about you to recipients in countries other than the country in which the
information was originally collected. Those countries may not have the same
data protection laws as the country in which you initially provided the
information. When we transfer your information to other countries, we will
protect that information as described in this Privacy Notice or as
otherwise disclosed to you at the time the data is collected (e.g. via
program specific privacy notice).
2.3 Profiling
For the purposes of business conduct, enhancement, identification of fraud,
money laundering and other potential un-authorised activities, Pinewood
Property Estates engages profiling activities via direct use or
anonymisation of sensitive personal information.
2.3.1 Direct Profiling
Direct profiling is engaged for the fair and lawful purposes, to provide
Pinewood Property Estates the ability to enforce Pinewood Property Estates
“Terms of Use”, legal reporting as may be required by applicable laws,
regulations, policies / standards or requested by any judicial process or
governmental agency having or claiming jurisdiction over Pinewood Property
Estates or its affiliates; including, but not limited to:
•Benchmarking employees: appraisals, performance, bonus payments,
disciplinary actions, improvement plans, promotions and awards.
•Background checks for existing and new employees, clients, business
partners, affiliates
•Financial Viability analysis / reports
•Business partner / client portfolio position, performance, risk positions
•Anti-money laundering
•Tax reporting
•Credit defaulting / exposure
2.3.2 Indirect Profiling
Indirect profiling via anonymisation of personal information is also used
for preparing and furnishing aggregated data reports showing anonymised
information, including, but not limited to, the following:
•Compilations, analyses, analytical and predictive models and rules, and
other aggregated reports for the purpose of advising our partners /
affiliates and servicing institutions, retailers and other customers
regarding past and potential future patterns of service usage, spending,
fraud, and other insights that may be extracted from this data
•Compiling and communicating promotional and marketing information about
products and services that Pinewood Property Estates Group, affiliates and
other organisations that we have affiliations with have and that may be of
interest to you
•Conducting market research
•Facilitating our internal business operations, including the fulfilment of
any legal requirements
2.4 Your Rights and Choices
Your rights regarding the sensitive / personal information we maintain
about you enable you to exercise choices about what personal information we
collect from you, how we use that information, and how we communicate with
you.
Please complete the web form here subject access request form if you have
any problems completing this form please use contact details below.
2.5 Access and Correction
You may have the right to:
•Obtain confirmation that we hold personal information about you
•Request access to and receive information about the personal information
we maintain about you
•Receive copies of the personal information we maintain about you
The right to access personal information may be limited in some
circumstances by local law requirements.
To exercise these rights, please contact us as set forth below.
2.6 Update and correct inaccuracies in your personal information
If you feel that the information we hold about you in incorrect or
inaccurate you can contact us outlining the information you feel is
incorrect of inaccurate.
If we refuse to correct your personal information, we will provide you with
a written notice that sets out the reasons for our refusal (unless it would
be unreasonable to provide those reasons) and provide you with a statement
regarding the mechanisms available to you to make a complaint. We will
provide you with access to information we hold about you:
2.7 Object to the processing of your personal information
If you would like to object to any processing of your information by
Pinewood Property Estates you can contact us outlining what processing of
information you would like to object to.
2.8 Have the information blocked, anonymised or deleted
If you would like Pinewood Property Estates to delete, block or anonymise
information we hold about you, you can contact us outlining what
information you would like deleted, blocked or anonymised.
To update your preferences, ask us to remove your information from our
mailing lists or submit a request to access, update, correct or delete your
personal information, please contact us as specified in the “How To Contact
Us” section below.
2.9 Opting out of processing
You can opt out collection of personal information by automated means e.g.
when visiting our website or visit third-party websites and interact with
our adverts, by using the Cookie Consent tool displayed in the website (the
browser you use may provide options on how to opt out of receiving certain
types of cookies). However without cookies you may not be able to use all
of the website features and/or online services.
Pinewood Property Estates operate a cookie policy. Some of our service
providers and partners may collect information about your online activities
over time and across third-party websites to customise and target our
adverts.
You can at any time tell us not to send you marketing communications by
•E-mail info@pinewoodproperties.co.uk
•Unsubscribing via the “unsubscribe link” within the marketing e-mails you
receive from us, or
•Contacting Pinewood Property Estates as indicated below.
2.10 Withdrawal of consent
If we obtain your information by consent you have the right to withdraw any
consent you previously provided to us.
If we process your information under legitimate interest you can object at
any time on legitimate grounds, to the processing of your personal
information.
Pinewood Property Estates we will apply your preferences going forward.
Doing so will mean that you cannot take advantage of certain Pinewood
Property Estates and affiliate products, services and promotions.
The right to consent removal may be limited in some circumstances by local
law requirements and you will be informed appropriately.
3 How to Contact Us / Complaints and Feedback
If you:
•Make a complaint about a breach of your personal information, applicable
privacy laws / principles or a concern about Pinewood Property Estates
privacy practices
•Would like access and/or update information or preferences you provided to
us,
You also may e-mail us at:
info@pinewoodproperties.co.uk
Or write to us at:
Mr Stacey Davies-Bowler
Pinewood Property Estates
33 Holywell Street
Chesterfield
Derbyshire
S41 7SA
If we fall short of your expectations in processing your personal
information or you wish to make a complaint about our privacy practices,
please contact us via the details in the “How To Contact Us” section below.
To assist us in responding to your request, please give full details of the
issue. We attempt to review and respond to all complaints within a
reasonable time.
If we cannot for lawful reasons complete your request we will explain this
to you to the extent that we lawfully can.
3.1 How We Protect Personal Information
The security of your personal information is very important and Pinewood
Property Estates is committed to protecting the information we collect. We
maintain administrative, technical and physical safeguards designed to
protect the personal information you provide or we collect against
accidental, unlawful or unauthorised destruction, loss, alteration, access,
disclosure or use. We use SSL encryption on a number of our websites from
which we transfer certain personal information.
Pinewood Property Estates stores personal information only for as long as
it is necessary for the fulfilment of the purpose for which the personal
information was collected, unless otherwise required or authorised by
applicable law. We take measures to destroy or permanently de-identify
personal information if required by law or if the personal information is
no longer required for the purpose for which we collected it.
4 Updating this privacy statement
We will update this statement from time to time so we suggest that you
review this statement at regular intervals. Where we undergo substantial
changes to our privacy statement we will endeavour to inform you directly
about these changes.
May 2018