Privacy Policy

At Wainwright and Edwards, we respect the privacy of our Clients and Visitors. This policy is
concerned with how we collect information, what we do with it and what rights you have.

Your Privacy

At Wainwright and Edwards, we are passionate about property and providing excellent levels of customer service whether that be selling your property, renting or helping to find your dream home.
We take our role in processing your data very seriously and we will never sell or rent your personal information to any other organizations.
We reserve the right to change this document at any stage to conform with latest guidelines or regulations.
Below are the guidelines of how and why we use your personal data.

Who are we?

In this policy references to Wainwright and Edwards are to Shore Properties Limited who are registered in England 07192202 at 5 Stocks Lane, Heskin, Chorley, Lancashire, PR7 5LT.

What personal data we collect and how we use it

What we need

At Wainwright & Edwards we obtain basic personal data (like your name/s, address, telephone number/s and Email address/s) that you provide to us through emails, telephone calls and documents you provide to us when you visit our office, for example;

• When you ask us to value your property.
• Enquire about properties for sale or rent

If you are buying or selling a property with us, we are required to collect further information from you to satisfy Money Laundering Regulations 2017, this will be to allow us to prove your identity and your address. We will at the time be clear with you why we needed this information and would only collect such information with your specific consent and permission.
Any Credit/Debit card payments taken by Wainwright and Edwards are processed over either a cloud-based system or using a card machine. In both systems the information is not retained by Wainwright & Edwards. Any receipts which are produced do not show full card details and are disposed of safety and securely.
We collect your personal data in connection with activities such as property updates, communications with vendors regarding the marketing of their property. Communicating with vendors and purchasers regarding ongoing property sales, property feedback requests, communications between landlords and tenants.
The information is either needed to fulfil your request or enable us to provide you with a more tailored service to your needs. You don’t have to provide any of this information to browse or properties for sale or let. However, if you choose to withhold certain information from us we may not be able to provide you with certain services.

Our marketing

Occasionally, with your consent we will process your personal data to provide you with information about our properties or services that you have requested or are expecting, For example,

• Matches to properties for sale/let that meet your requirements may be emailed to you, from time to time.
• When new properties are listed and may be of interest to you we may follow this with an email or telephone call.
• We will call/email to gain feedback for properties you have viewed with us.
• We will call/email vendors to pass on feedback given to us from viewers.
• We will call/email to arrange appointments inline with tenancy agreements, and then pass any paperwork regarding the appointment onto the landlord. E.g. Inspection reports.

Wainwright and Edwards also process your data when it is our legitimate interests to do this and when these interests do not override your rights. Those legitimate reasons include providing you with information on our services, feedback, matching properties and those of other carefully selected organisations.

How we obtain your details

We will also hold information about your details so that we can respect your preferences for being contacted by us;
We collect your personal data in several ways:

• When you provide it to us directly.
• When you have given it to a third party and you have provided permission to pass on your information to us, i.e., Rightmove.
• From publicly available sources to keep your information up to date

When providing permission for 3rd party organisations to share your data you should always check their privacy policies carefully, to understand how they will process your data.
If you would like to change the way you hear from us or no longer wish to receive direct marketing communication i.e., Property updates via Email, then please call the office on 01772 814863. Email us at heskethbank@we-estateagents.com  or click the unsubscribe section in any of our email communications.
All the personal data we collect is processed by our staff in the UK. Data will remain resident of the UK for the purposes of IT hosting and maintenance.
Sometimes, some of our third-party hold data outside the European Economic area (EEA). Where this takes place, the relevant company adhere to the EU-U.S. privacy shield framework, which ensures personal data can be transferred outside the EU in compliance with the GDPR’s data transfer requirements.

Sharing your information

We only disclose information to third parties or individuals when consent has been previously given or when obliged to by law, for the purposes of national insurance, security, taxation, criminal investigations and the following;

• If you have agreed, we may do so.
• When we use other companies to provide services on our behalf, e.g. processing, communicating with clients regarding properties or services, sending mail and emails, sending appointment confirmations, customer feedbacks, analysis and assessments, when using auditors/advisors or processing credit/debit card payments.
• We work closely with our 3rd party providers to ensure they are working within the guidelines provided by GDPR.

Please note that this sharing of your information does not entitle such third parties to send you marketing or promotional messages. It is shared for the purpose of ensuring we can adequately fulfil our responsibilities to you, I.e. If a tenant has an issue with a leak, we will pass your details (Name, Address, Telephone number) across to a third party to arrange to fix the issue, this does not then entitle them to contact you for marketing.

Accuracy of Data

All data is confirmed at the point of collection, should your information change at any time, please notify us by either email heskethbank@we-estateagents.com or 01772 814 863.

Email preference service

If you do not wish to receive emails from us for i.e., property updates please communicate this when registering with us, alternatively you can un-subscribe at any time by clicking the button provided on any of our emails or you can call us 01772 814863 or email heskethbank@we-estateagents.com

Retaining your information

We hold your information for as long as necessary for each purpose we use it, below are the examples of some of the retentions to give you an idea of how long we hold data for;

• Personal information relating to the purchase/sale of a property

This will be held securely for a period of 7 years in line with the property ombudsman’s current guidance.

• When purchasing or selling a property with us personal information proving your name and address which will be held securely for a period of 5 years in line with the Money Laundering Regulations 2017

If you decide to request that we have no further contact with you, we will delete your records from our system, although we will keep some basic information to avoid sending you unwanted materials in the future, and to ensure we don’t accidently duplicate information. This information is stored in an ARCHIVE file on our system.

How do we protect your data?

All data is held securely on our systems which are designed and maintained following industry best practice for storing and securing personal information.
All our client software packages are password protected, on all devices.
Any paper files we may hold are held in locked offices for your security.
All our staff are trained in the data protection process and are aware of our internal procedures should a security breech be identified. Employees of Wainwright and Edwards have data protection training renewed annually to ensure the highest level of security and compliance are maintained.

What are your rights?

A new data protection law, starting in MAY 2018 gives you a few very important rights, these are:

• Transparency over how we use your personal information (right to be informed).
• Request a copy of information we hold about you, which if requested will be provided to you within 1 month (right of access).
• Update or Amend the information we hold about you if it is incorrect (right of rectification).
• Ask us to stop using your information (right to restrict processing).
• Ask us to remove your personal data from our systems (Right to be ‘Forgotten’).
• Object to the processing of your information for marketing purposes (Right to data portability).
• Not to be subject to a decision when it is based on automated processing (automated decision making and profiling).

Please be aware that at any time you may change the way you here from us, withdraw your permission for us to process your personal data or exercise any of your rights at any time by using one of the following, click the un-subscribe function on our emails, call the office on 01772 814863 or email us at heskethbank@we-estateagents.co.uk  we would be more than happy to help with your request.

Third Party Companies

Wainwright and Edwards work with a selection of 3rd party companies in order to ensure we are able to provide you with the highest level of services.

Company Name: Jupix
This is a cloud-based estate agency software, we use this software to market properties, provide matches of properties, communicating with vendors, tenants, landlords and purchasers, all whilst assisting with the progression of property transactions. For example, your name, address, email address, property search criteria and proof of id will be held on this system.
Company Name: Rightmove
Enquiries are sent to us when you fill in details on RIGHTMOVE i.e., for a viewing on a property, these details are only stored on the above system when we have contacted you to fulfil your request, if no contact is made Rightmove enquiries are disposed of securely.  Please visit www.rightmove.co.uk for details on their individual privacy policy.

Company Name: Lettings Hub
We use lettings hub to gain references when you choose to apply for a rental property with ourselves, Lettings hub require Names and Email addresses to process your application. The rest of the details i.e. passport is obtained by themselves, a report is then sent back to us in the office. For details on how lettings hub processes your information please contact them for a copy of their privacy policy.

Company Name: Microsoft Outlook/Gmail
We use these services to send emails to our users i.e. vendors, purchasers third party companies, tradesmen solicitors, tenants and landlords. Our email accounts are all password protected, and only accessible by our staff members within our office. Details given within these emails are private and confidential and adhere to this privacy policy. Please contact Microsoft/Google Mail for a copy of their individual privacy policies.

Company Name: Barclays PLC
Payments made to us via Barclays PLC i.e., for rental payments. Are securely managed by our accountant. Account details are not kept by ourselves and are not stored within our offices. Any payment invoices kept for our records do not contain any bank details i.e., sort code or account numbers. Please contact Barclays PLC for a copy of their privacy statement if required.
Where required, with your permission we may pass details of name and contact number to tradesmen in the instance that you require them. I.e., in a rental property. Please inform us if you do not wish for us to do this you can do this by emailing us at wandelettings@gmail.com

How to contact us

If you’d like to talk through anything regarding our policy, find out more about your rights or obtain a copy of information we hold on you, please contact the office details can be found below. If you wish to raise a complaint about how we have handled your personal data, you can contact us for us to investigate the matter. If you are not satisfied with our response or believe we are not processing your personal data in accordance with the law, you can complain to the Information commissioner’s office (ICO).

Wainwright & Edwards Office

Lee Wainwright
Wainwright and Edwards
3a Station Road
Hesketh Bank
Preston
PR4 6SN

T: 01772 814 863
E: Heskethbank@we-estateagents.co.uk

 Information Commissioners Office

T: 0303 123 1113
E: casework@ico.org.uk
W: https://ico.org.uk/

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