Privacy Policy and Notice – May 2021

Please read the following information carefully. This Privacy Notice contains information about what data we collect and store about you and why. It also tells you who we share this information with, the security mechanisms we have put in place to protect your data and how to contact us if you have a complaint. We will not share your personal information with any other third parties without your consent, other than as confirmed in this Privacy Policy/Notice.

Who we are:

Data Controller:

Wilkinson Land & Consulting Limited.

Old City Library, Castle Steet, Exeter EX4 3PT

(a company registered in England & Wales with registration number 11208104).

Email: mailto:daniel@wilkinsonland.co.uk

Tel: 01392 240340

Wilkinson Land & Consulting Limited collects, uses and is responsible for personal information about you. When we do this, we are the ‘controller’ of this information for the purposes of the General Data Protection Regulation and other applicable data protection laws.

Our Data Protection Officer is:

Daniel Wilkinson:

Email: daniel@wilkinsonland.co.uk

Tel: 01392 240340

What we do with your information, collected by us;

When carrying out business activities in relation to the valuation, sale or purchase of property and/or land we collect the following personal information that you will need to provide to us:

Your full legal name
Your telephone contact numbers
Your home address and the property address, if different
In the case of a Company your registered office address and the address we should contact
you at on a daily basis, if different
Your email address
Proof of identity documentation to comply with the current Money Laundering Regulations.
Usually, we need to take our own copies of your passport and photo driving licence, and we
will often ask to take copies of recent bank statements and council tax/utility bills.

Information collected from other sources:

In order to identify the legal owners of properties and land that we market, and properties we let, we obtain from the Land Registry office copy entries to verify the legal names of the legal owners. This information is already a matter of public record.

When we take instructions from a Company to sell, buy, or let a property/land we will usually cross check information provided to us with what is available on the Companies House database. Again, this is a matter of public record.

Property portals such as: Rightmove, Zoopla, OnTheMarket, Primelocation, The Guild of Professional Estate Agents, Nethouseprices, recommendedagents.co.uk, and getanagent.co.uk send us your personal data when you have requested them to do so. Additionally, other Estate Agency businesses send us your personal data when you have requested them to do so. Where we appoint a sub-agent or a joint agent (such as Wilkinson Grant & Co. Limited) to act with us on your behalf we are likely to be required to share your personal data with them. If you would like to see a full list, please do not hesitate to ask for a copy.

How we use your personal information:

We use your personal information for the following purposes:
When carrying out business activities in relation to the valuation, sale or purchase or property and/or land, we collect the following personal information that you provide to us:

Your property address when arranging a valuation/market appraisal
our email address to send you our Privacy Policy/Notice, our Agency Agreement and Terms
of Business (when you are selling/letting) and property details (when you and buying/renting)
and general correspondence that occurs within the nature of our business.
Your communications with us, including a record of the emails and telephone correspondence
created between us both.
Where you are not the legal owner of the property, we will request details from you as to your
ability to sell or let the property, such as a Power of Attorney, Grant of Probate or
Guardianship Order.
As a Seller/Vendor when you accept an offer on your property, we pass your name and
address and the property address (if different) to both your lawyer and to the buyers lawyer.
As a Buyer when you have made an offer on a property which is accepted by the
seller/vendor we pass your name and your contact address to both your lawyer and the
sellers lawyer.

Whether information has to be provided by you, and why:

In order to comply with the current money laundering regulations, we are obliged to obtain from you and also verify, copies of your photo identification, such as a valid passport or a valid photo driving licence, together with proof of address documentation, such as a recent bank statement or utility bill. We will ask to see original documents, make our own copy, which we will then certify as a true copy of the original and which we will store electronically. For security reasons we arrange to securely destroy paper copy documents that we have made. In the case of a purchase under the regulations we often require to see ‘proof of funds’ and if we take a copy again, we will store this electronically and then securely destroy the paper copy.

This proof of identity personal information must be provided by you to us, to enable us to comply with law, and we will inform you whether you are required to provide this information to us. When selling a property this will be at an early stage, and well before the property being launched to the market. When buying a property, we must have your proof of identity documentation before we can issue a Sales Memorandum.

Our legal basis for processing and using of your personal information:

The legal basis which relates to our use and other processing of your personal data under the applicable GDPR/Data Protection laws may include:

Processing that is necessary for the performance of a contract: this includes such things as
administering and managing your account, where you sign up online with WG, on the
telephone or in person and the services relating to that;
Processing that is necessary for our own ‘legitimate interests’ or those of our nominated third
parties such as:
- For management and audit of our business operations;
- For market research and analysis, developing statistics; and
- For our own direct marketing communications which we send to you about our own
- products and services, which we will send to you from time-to-time to ‘keep in touch’.

Processing that is necessary to comply with a legal obligation such as:
- To process your request for personal data or when you seek to exercise your rights under GDPR/Data Protection or
- For compliance with legal and regulatory requirements
Processing that is based on your ‘consent’ – such as:
- When we collect your data for our direct marketing communications about products and services available from WG or form other nominated third parties.
- Where in very limited circumstances you provide us with special categories of data.

Who will we share your personal information with:

We will also pass your details to the following organisations (our “data processors”) who carry out certain activities on our behalf as part of us providing our services:

SmartSearch: As part of our Anti-Money Laundering Policy, we will usually undertake electronic verification of your proof of identity documentation via SmartSearch, who hold a bank of data linked to Experian. Any checks made in this way do not affect your credit rating.
Reapit Limited: Our supplier of ‘Software for Property Professionals’, which is used to manage the property data and client information that we store.
An outsourced switchboard service trading as Moneypenny, and owned by Callitech Limited, is used by WG as a message taking service. Those messages are sent direct to Wilkinson Land & Consulting Limited, and not to a third party.
Social Media: On occasion we will advertise properties For Sale, Sold, To Let, and Let on social media, such as Facebook, Instagram, etc.
ActivePipe: Automated Marketing and Communication Software used for multiple marketing emails and Newsletters.
Bluesoup Communications Limited: Marketing communications agency.
Think-IT and ICT Professionals: Providers of IT, network security and communications
support.

We will not share your personal information with any other third parties without your consent, other than as confirmed in this Privacy Policy/Notice.

Sales – Sellers and Buyers:

Before a property is launched to the market an EPC will be required and a legal pack will be commissioned, and we will pass your contact and property details to our approved third-party providers. Both Sellers and Buyers contact details will be provided where necessary to third parties to enable viewings to be arranged, and took to place. During the course of any bid, offer, negotiation, agreeing the sale of property and/or land, it is very likely that the buyer and/or their mortgage lender will need to gain access to your property to undertake a valuation and/or survey. We will provide them with the minimum of your details such as the full property address and the contact telephone number for you so that they can arrange a mutually convenient appointment. Buyers – during the course of any offer negotiation or when a sale is agreed we will pass both seller and buyer personal details to their respective solicitors.

Transfer of your information outside the European Union (EU) / European Economic Area (EEA):

We are not aware of any reason where it may be necessary to transfer your personal information outside the EU/EEA or to an international organization. Should a request for such information be sent to us by a law enforcement agency we would only ever do so at the insistence of the UK’s National Crime Agency.

How long will we store your personal data – Consent:

We are relying on your explicit consent to process and store your personal data in order that we can ‘keep in touch’ and from time-to-time provide you with property details and general market information. You provided this consent either when you initially registered with us.

You have the right to withdraw this consent at any time, but this will not affect the lawfulness of any processing activity we have carried out prior to you withdrawing your consent. You can opt-out by clicking the link to ‘unsubscribe’ in our email footer, or on our web site home page, or by emailing us at: daniel@wilkinsonland.co.uk or by writing to: Data Protection Officer, Wilkinson Land & Consulting Limited, Old City Library, Castle Steet, Exeter EX4 3PT.

We will retain your personal data for different periods of time depending on the service you have chosen to use us for, and which may be for a longer period than that for which we need to hold your data to provide those services, i.e. where we are under a regulatory or statutory duty to hold your data for a longer period or need to retain it in the event of a legal claim or complaint.

In addition to this we will also store your data as follows:

Sales:

When selling a property and you are the seller/vendor, the length of time we will retain your personal information:

2 years after the date the relationship has ended	When we value your property and you decide not to bring it to the market	When we value your property and launch it to the market but a sale is not affected
5 years after the date the relationship has ended	When we value your property and agree a sale which does not conclude	When we value your property and agree a sale which does transact and exchange/complete

Sales:

When you are the buyer of a property we are selling, the length of time we will retain your personal information:

2 years after the date the relationship has ended	When you register as an applicant/buyer with us to view properties, and you do not make an offer or you make an offer which is not accepted
5 years after the date the relationship has ended	When you register as an applicant/buyer with us to view properties, and you make an offer which is accepted but the purchase does not exchange	When you register as an applicant/buyer with us to view properties, and you make an offer which is accepted and the purchase exchanges/completes

Your Rights:

Under the General Data Protection Regulations, you have a number of important rights that you can exercise free of charge. In summary, these rights are:

Transparency over how we use your personal data and fair processing of your information;
Access to your personal information and other supplementary information;
Require us to correct any mistakes or complete missing information we hold on you;
Require us to erase your personal information in certain circumstances;
Receive a copy of the personal information you have provided to us or have this information be sent to a third party, this will be provided to you or the third party in a structured, commonly used and machine-readable format;
Object at any time to processing of your personal information for direct marketing;
Object in certain other situations to the continued processing of your personal information;
Restrict our processing of your personal information in certain circumstances;

If you want more information about your rights under the GDPR please see the Guidance from the Information Commissioners Office:

https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/

If you want to exercise any of these rights, please: Email, ‘phone or write to our Data Protection Officer (see ‘Get in touch’ below). Please be prepared to provide additional information so that we can identify you, and we are very likely to contact you to request further information to verify your identity. For security reasons we must be sure it is you who are requesting the right or rights that you wish to exercise.

We will respond to you within one month from when we receive your request. Please note if you wish to unsubscribe from any email, you can do so by clicking the link to unsubscribe in the email footer or on our web site home page or by contacting us (see ‘Get in touch’ below). It may take up to 5 working days for this to become effective.

How to make a complaint:

We hope that you are happy with our service and that our Data Protection Officer can resolve any issues or complaints that arise. Please get in touch if you have any concerns (see ‘Get in touch’ below).

The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) this will be in the country/state where you work, normally live or where the alleged infringement of data protection laws occurred. The UK supervisory authority is the Information Commissioner’s Office who can be contacted at https://ico.org.uk/concerns/

Automated Decision Making

We do not use Automated Decision Making in the course of our business.

Our Security

The security of information is very important to us and we have measures in place which are designed to prevent unauthorized access to your personal information. These include, but are not limited to:

Electronic data files are stored in two ways – the first being on a UK “cloud” based secure client management system and the second being stored on a secure server in the South-West of England. Hard copy files are kept to a minimum and are stored in locked cabinets before being securely destroyed.

Future Processing

We do not intend to process your personal information for any reason other than stated within this privacy notice. If this changes, we will inform you by email.

Changes to this privacy notice

This Privacy Notice was published in May 2021. We constantly review our internal privacy practices and this policy will be reviewed as a minimum, six-monthly and we may change this policy from time to time. You can access a copy of the current policy at any time by clicking the link in our email footers.

Cookies Policy

You can find our Cookie Policy by clicking into the link in the email footer, or on our web site home page, or by contacting (see ‘Get In Touch’).

Get in touch

If you have any questions about this privacy notice or the information we hold about you, please contact our Data Protection Officer.

The best way to reach us is to email: daniel@wilkinsonland.co.uk alternatively, please telephone 01392 240340, and ask to speak to Daniel Wilkinson. Or write to him at: Data Protection Officer, Wilkinson Land & Consulting Limited, Old City Library, Castle Steet, Exeter EX4 3PT.

Alternative formats

If it would be helpful to have this notice provided in another format (for example: in another language, audio, braille) please contact us (see ‘Get in touch’ above).