Freeman Real Estate Privacy Notice
1. Introduction
At Freeman Real Estate, we prioritise your privacy and are committed to protecting your personal data. This Privacy Notice outlines how we collect, use, and protect your data in compliance with the General Data Protection Regulation (GDPR) and the Data Protection Act 2018. By engaging with our services, you acknowledge that you have read and understood this Privacy Notice.
2. Who We Are
Freeman Real Estate is a letting agency specialising in housing and care services. As a data controller, we are responsible for deciding how we collect, use, and store your personal data. Our registered office is located at 46 Belwell Lane, Sutton Coldfield, B744TR. For any queries regarding your personal data, please contact our Data Protection Officer (DPO) at team@freemanrealestate.co.uk.
3. Data We Collect
We may collect, use, store, and transfer various types of personal data, including but not limited to:
• Identity Data: Name, title, date of birth, gender, and identification documents.
• Contact Data: Address, email, phone number, and emergency contact details.
• Financial Data: Bank account details, payment card information, and transaction history.
• Transaction Data: Details of payments, property rental agreements, and services you have engaged.
• Technical Data: IP address, login data, browser type, and other details collected through cookies.
• Profile Data: Usernames, passwords, preferences, and feedback.
• Usage Data: Information on how you interact with our website and services.
• Marketing and Communications Data: Preferences for receiving communications and marketing materials.
4. How We Collect Your Data
Data is collected through the following methods:
• Direct Interaction: Via forms, contracts, and direct communication (phone, email, etc.).
• Automated Technologies: Through cookies, server logs, and other technologies when you interact with our website.
• Third Parties and Public Sources: From credit reference agencies, government bodies, and other publicly available sources.
5. Legal Basis for Processing Your Data
We process your personal data under the following lawful bases:
• Contractual Necessity: To fulfil our contractual obligations to you.
• Legal Compliance: To comply with legal and regulatory requirements.
• Legitimate Interests: For the legitimate interests of Freeman Real Estate in providing and improving our services, except where such interests are overridden by your rights and interests.
• Consent: Where you have provided explicit consent for specific processing activities.
6. How We Use Your Data
Your personal data is used for the following purposes:
• Service Delivery: To provide property letting and management services, including tenant placement and rental transactions.
• Compliance: To meet legal obligations, such as anti-money laundering checks.
• Customer Support: To manage inquiries, complaints, and service requests.
• Marketing: To send you information about our services that may be of interest to you, provided you have consented to receive such communications.
• Improvement of Services: To analyse service use and improve the quality of our offerings.
7. Data Sharing and Third Parties
We may share your data with:
• Service Providers: Companies that provide services on our behalf, including IT support, payment processing, and legal advice.
• Professional Advisors: Accountants, lawyers, and insurers where necessary.
• Regulatory Authorities: HMRC, law enforcement, and other authorities as required by law.
• Housing Providers: Where necessary to facilitate property management and tenant arrangements.
We ensure that all third parties with whom we share your data are bound by confidentiality agreements and are compliant with GDPR.
8. International Transfers
We may transfer your data outside the European Economic Area (EEA). Such transfers are only made when appropriate safeguards are in place, such as binding corporate rules or EU standard contractual clauses, to ensure your data is protected.
9. Data Security
We implement stringent security measures to protect your personal data, including:
• Encryption: Data is encrypted both in transit and at rest.
• Access Controls: Only authorized personnel have access to your data, with multi-factor authentication required.
• Regular Audits: We conduct regular security audits to identify and mitigate potential risks.
While we strive to protect your personal data, no system is entirely fool proof. You acknowledge that the security of your data also depends on your own precautions, such as safeguarding your login credentials.
10. Data Retention
We retain your data only as long as necessary to fulfil the purposes for which it was collected, including any legal or reporting requirements. Once your data is no longer needed, it will be securely deleted or anonymized.
11. Your Rights
You have the right to:
• Access: Request a copy of the data we hold about you.
• Correction: Correct any inaccurate or incomplete data.
• Erasure: Request the deletion of your data, subject to certain conditions.
• Restriction: Request that we limit the processing of your data under specific circumstances.
• Portability: Request the transfer of your data to another service provider.
• Objection: Object to our processing of your data based on legitimate interests.
• Withdraw Consent: Where we rely on your consent to process your data, you can withdraw it at any time.
To exercise these rights, please contact our DPO at team@freemanrealestate.co.uk We may require proof of identity before fulfilling any requests.
12. Data Breach Response
In the event of a data breach, we will:
• Notify the ICO: Report the breach to the ICO within 72 hours if required.
• Inform Affected Individuals: Notify you if the breach poses a high risk to your rights and freedoms.
• Mitigate Impact: Take immediate action to minimize any potential harm.
13. Liability and Legal Protections
Freeman Real Estate takes data protection seriously and complies with all applicable laws. However, we limit our liability to the fullest extent permissible by law for any direct, indirect, incidental, consequential, or punitive damages arising from any unauthorized access to or use of your data. You agree that our liability will not exceed the amount you have paid us for our services.
14. Cookies and Tracking Technologies
Our website may use cookies and similar technologies to enhance your browsing experience. For detailed information on how we use cookies and how you can manage them, please refer to our Cookie Policy.
15. Third-Party Links
Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party websites you visit.
16. Changes to This Privacy Notice
We may update this Privacy Notice periodically to reflect changes in our practices or legal requirements. The updated notice will be posted on our website, and significant changes will be communicated to you directly.
17. Contact Us
If you have any questions, concerns, or requests regarding this Privacy Notice or your personal data, please contact our Data Protection Officer:
• Email: team@freemanrealestate.co.uk
• Phone: 0121 752 1654
• Address: 46 Belwell Lane, Sutton Coldfield, B744TR