PRIVACY POLICY

Chamberlain Estates Ltd & Charles Russell Estate Agents with registered number 2405145 whose registered address is 10 High Street, Wealdstone, Harrow, Middlesex, HA3 7AA.

PRIVACY POLICY & GDPR COMPLIANCE

(From here on, both companies will be referred to as Charles Russell)

Charles Russell aims to maintain the trust and confidence of our clients and the visitors to our website.

We do not trade, rent or sell our email lists to other companies and businesses for marketing purposes.

This Privacy Policy will provide information on why and when we collect your personal information, how we use it and keep it secure. We will also explain the limited conditions under which we may disclose it to others.

Your personal information & our access

You have the right to be forgotten and are entitled to revise and delete the personal information that we hold about you.

Email your request to [email protected] with the Subject “GDPR Request” followed by your full name.

As part of our registration process you may want to opt in for our property updates.

You can unsubscribe to general calls/mailings at any time by emailing your request.

Please understand that even though you can exercise your right to be forgotten, we must maintain certain records in order to fulfil our legal obligations. An example would be the Anti-Money Laundering Act or Consumer Protection Regulations.

Changing the way, we contact you

If you would like to amend our method of contact, you can do this at any time by contacting our office.

Storing clients’ data

The data is collected on a cloud and is owned by Charles Russell.

An Estate Agency Software is used to store all out Landlords, Tenants and contractor’s data. It is called Decorus for Sage which is a purchased-out software with monthly support.

Securing data

Personal and unique data is stored on encrypted Decorus computer servers.

Decorus abides by the GDPR rules and is password protected by all our users.

Decorus’ s Privacy Policy can be found here: https://www.decorus-pms.com/terms-conditions

The Decorus system allows us to maintain a general record of activities and is in line with GDPR.

Any paper copies of personal or unique data which is no longer needed is shredded on site or incinerated.

Occasionally it is necessary to store paper copies of data. These are kept secure and locked away.

The data is also collected on a cloud and is owned by Charles Russell.

Who we share it with

In order to provide certain services, we may need to share your personal data with our service partners.

We will always ask for your consent and will not sell your data to third parties.

We may share your data with government bodies and law enforcement agencies.

This is to comply with our legal obligations such as:

  • exercising our legal rights regarding the security of our customers and employees
  • to prevent, detect and investigate crimes.
  • the prosecution of offenders.

Processing client data and why

The processing of any clients’ data is necessary for the legitimate interests of Charles Russell

These include:

  • Supplying and selling services to our clients.
  • Contacting our clients about relevant services and occasionally promotional communications.
  • Regulatory and legal compliance.
  • Working with law enforcement particularly regarding anti-social behaviour or fraud.
  • Handling client complaints, disputes, queries and contacts.

Reasons we store data and for how long

We do not store your data any further than the time which is necessary to service you as a client.

We will only use the client’s data as needed to fulfil our legal compliance obligations or to service their requirements as our client.

An example would be our Anti-Money Laundering obligations. In this case we must store identification documents for anyone we do business with for five years.

What do we use it for?

  1. Service your needs as a client.
  2. Relevant products and services.

Primarily it will be to communicate with you for which we will obtain your consent.

Data security breaches

All data will be stored as described previously and the security of our clients’ data is a serious matter.

If there is a serious data security breach which could result in a risk to our clients, then all parties effected will be contacted.

The ICO will be notified within 72 hours.

How we obtain consent

When clients contact Charles Russell they will be asked for their consent to be contacted.

There are contact options which can be amended or withdrawn at any time as mentioned previously.