We take your privacy very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.
When we use your personal data we are regulated under the General Data Protection Regulation (GDPR) which applies across the European Union (including in the United Kingdom) and we are responsible as ‘controller’ of that personal data for the purposes of the GDPR. Our use of your personal data is subject to your instructions, the GDPR, other relevant UK and EU legislation and our professional duty of confidentiality.
It would be helpful to start by explaining some key terms used in this policy:
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We, us, our |
Highlands Properties Ltd t/a Ayers & Cruiks |
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Our data protection officer |
Mr Kevin Cruiks 86 – 88 Baxter Avenue Southend on Sea Essex SS2 6HZ Tel: 01702 343060 |
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Personal data |
Any information relating to an identified or identifiable individual |
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Special category personal data |
Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs or trade union membership Genetic and biometric data Data concerning health, sex life or sexual orientation |
The table below sets out the personal data we will or may collect in the course of advising and/or acting for you.
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Personal data we will collect |
Personal data we may collect depending on why you have instructed us |
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Your name, address and telephone number Information to enable us to check and verify your identity, eg your date of birth or passport details Electronic contact details, eg your email address and mobile phone number Information relating to the matter in which you are seeking our advice or representation Information to enable us to undertake a credit or other financial checks on you Your financial details so far as relevant to your instructions, eg the source of your funds if you are instructing on a purchase transaction |
Your National Insurance and tax details Your bank and/or building society details Details of your professional online presence, eg LinkedIn profile Details of your spouse/partner and dependants or other family members, Your employment status and details including salary and benefits, Your nationality and immigration status and information from related documents, such as your passport or other identification, and immigration information Details of your pension arrangements, Your employment records eg where we may have to take up references from employers to show to landlords |
This personal data is required to enable us to provide our service to you. If you do not provide personal data we ask for, it may delay or prevent us from providing services to you.
We collect most of this information from you direct. However, we may also collect information:
Under data protection law, we can only use your personal data if we have a proper reason for doing so, eg:
A legitimate interest is when we have a business or commercial reason to use your information, so long as this is not overridden by your own rights and interests.
The table below explains what we use (process) your personal data for and our reasons for doing so:
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What we use your personal data for |
Our reasons |
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To provide Property Management services to Landlords & Tenants To provide Property Management services to Tenants |
For the performance of our contract with you For the performance of our contract with the landlord (our client) acting as their agent, to hold tenants information in order to conduct your contractual obligation to our clients |
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Conducting checks to identify our clients and verify their identity Screening for financial and other sanctions or embargoes Other processing necessary to comply with professional, legal and regulatory obligations that apply to our business, eg under health and safety regulation or rules issued by our professional regulator and money laundering obligations. |
To comply with our legal and regulatory obligations |
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Gathering and providing information required by or relating to audits, enquiries or investigations by regulatory bodies |
To comply with our legal and regulatory obligations |
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Ensuring business policies are adhered to, eg policies covering security and internet use |
For our legitimate interests or those of a third party, ie to make sure we are following our own internal procedures so we can deliver the best service to you |
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Operational reasons, such as improving efficiency, training and quality control |
For our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service for you at the best price |
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Ensuring the confidentiality of commercially sensitive information |
For our legitimate interests or those of a third party, ie to protect our intellectual property and other commercially valuable information To comply with our legal and regulatory obligations |
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Statistical analysis to help us manage our practice, eg in relation to our financial performance, client base, work type or other efficiency measures |
For our legitimate interests or those of a third party, ie to be as efficient as we can so we can deliver the best service for you at the best price |
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Preventing unauthorised access and modifications to systems |
For our legitimate interests or those of a third party, ie to prevent and detect criminal activity that could be damaging for us and for you To comply with our legal and regulatory obligations |
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Updating and enhancing client records |
For the performance of our contract with you or to take steps at your request before entering into a contract To comply with our legal and regulatory obligations For our legitimate interests or those of a third party, eg making sure that we can keep in touch with our clients about existing and new services |
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Statutory returns |
To comply with our legal and regulatory obligations |
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Ensuring safe working practices, staff administration and assessments |
To comply with our legal and regulatory obligations For our legitimate interests or those of a third party, eg to make sure we are following our own internal procedures and working efficiently so we can deliver the best service to you |
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Marketing our services and those of selected third parties to:
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For our legitimate interests or those of a third party, ie to promote our business to existing and former clients |
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Credit reference checks via external credit reference agencies |
For our legitimate interests or a those of a third party, ie for credit control and to ensure our clients are likely to be able to pay for our services |
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External audits and quality checks, eg for RICS, Property Ombudsman ISO or Investors in People accreditation and the audit of our accounts |
For our legitimate interests or a those of a third party, ie to maintain our accreditations so we can demonstrate we operate at the highest standards To comply with our legal and regulatory obligations |
The above table does not apply to special category personal data, which we will only process with your explicit consent.
We may use your personal data to send you updates (by email, text message, telephone or post) about property or services that we can offer that might be of interest to you and/or information about our services, including exclusive offers, promotions or new services or products.
We have a legitimate interest in processing your personal data for promotional purposes (see above ‘How and why we use your personal data’). This means we do not usually need your consent to send you promotional communications. However, where consent is needed, we will ask for this consent separately and clearly.
We will always treat your personal data with the utmost respect and never sell OR share it with other organisations outside Ayers & Cruiks for marketing purposes.
You have the right to opt out of receiving promotional communications at any time by:
We may ask you to confirm or update your marketing preferences if you instruct us to provide further services in the future, or if there are changes in the law, regulation, or the structure of our business.
As mentioned above, we use cookies on www.ayerscruiks.co.uk primarily as a way to offer our customers a better user experience. By using our website, with your browser set to enable cookies, you agree and consent to our use of cookies as set out in this policy.
Types of cookies we use:
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Type of Cookie |
Functionality |
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Strictly necessary cookies |
These are essential in order to enable you to move around the website and use its features. Because these cookies are strictly necessary we do not need to ask for your consent to use them. |
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Functionality cookies |
These allow the website to remember choices you make and provide a personalised experience. |
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Performance cookies |
Performance cookies collect aggregated and anonymous information about traffic to our website and how
visitors use our website. This may include the number of visitors to our website, the websites that
referred them to our website, the pages that they visited, what time of day they visited, whether they
have visited our website before, and other similar information. Google Analytics uses its own cookies, to collect statistical data regarding user demographics, counting visits and traffic sources so we can measure and improve the performance of our website. |
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Targeted advertising cookies |
We use these to deliver adverts which are more relevant to you and your interests. They are also used to limit the number of times you see an advertisement as well as to help measure the effectiveness of the advertising campaign. We use Facebook Custom Audiences and Facebook Connect to deliver advertisements to website visitors on Facebook via the Facebook pixel. |
If you wish to remove these cookies from your computer, or to disable the use of cookies completely you can do this at any time via the settings in your browser. Please remember that this may adversely affect other functionality on the website.
For more information on advertising cookies, please visit the AdChoices website.
We routinely share personal data with:
The following third parties will receive your personal data for the following purposes as a part of processing activities:
We only allow our service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on service providers relating to ensure they can only use your personal data to provide services to us and to you.
We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.
We may also need to share some personal data with other parties, such as potential buyers of some or all of our business or during a re-structuring. The recipient of the information will be bound by confidentiality obligations.
Information may be held at our offices, third party agencies, service providers, representatives and agents as described above (see ‘Who we share your personal data with’).
Some of these third parties may be based outside the European Economic Area. For more information, including on how we safeguard your personal data when this occurs, see below: ‘Transferring your personal data out of the EEA’.
We will keep your personal data after we have finished advising or acting for you. We will do so for one of these reasons:
We will not retain your data for longer than necessary for the purposes set out in this policy. Different retention periods apply for different types of data.
When it is no longer necessary to retain your personal data, we will delete or anonymise it.
To deliver services to you, it is sometimes necessary for us to share your personal data outside the European Economic Area (EEA), eg:
These transfers are subject to special rules under European and UK data protection law.
If you would like further information please contact our Data Protection Officer (see ‘How to contact us’ below).
You have the following rights, which you can exercise free of charge:
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Access |
The right to be provided with a copy of your personal data |
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Rectification |
The right to require us to correct any mistakes in your personal data |
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To be forgotten |
The right to require us to delete your personal data—in certain situations |
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Restriction of processing |
The right to require us to restrict processing of your personal data—in certain circumstances, eg if you contest the accuracy of the data |
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Data portability |
The right to receive the personal data you provided to us, in a structured, commonly used and machine-readable format and/or transmit that data to a third party—in certain situations |
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To object |
The right to object:
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Not to be subject to automated individual decision-making |
The right not to be subject to a decision based solely on automated processing (including profiling) that produces legal effects concerning you or similarly significantly affects you |
For further information on each of those rights, including the circumstances in which they apply, please contact us or see the Guidance from the UK Information Commissioner’s Office (ICO) on individuals’ rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please:
We have appropriate security measures to prevent personal data from being accidentally lost, or used or accessed unlawfully. We limit access to your personal data to those who have a genuine business need to access it. Those processing your information will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place to deal with any suspected data security breach. We will notify you and any applicable regulator of a suspected data security breach where we are legally required to do so.
We hope that our Data Protection Officer can resolve any query or concern you may raise about our use of your information.
The General Data Protection Regulation also gives you right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) state where you work, normally live or where any alleged infringement of data protection laws occurred. The supervisory authority in the UK is the Information Commissioner who may be contacted at https://ico.org.uk/concerns or telephone: [0303 123 1113].
This privacy policy was published on 20th May 2018 and last updated on 4th June 2018
We may change this privacy policy from time to time; when we do we will inform you by email or post.
Please contact us and/or our Data Protection Officer by post, email or telephone if you have any questions about this privacy policy or the information we hold about you.
Our contact details are shown below:
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Our contact details |
Our Data Protection Officer's contact details |
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86 – 88 Baxter Avenue Southend on Sa Essex SS2 6HZ |
Kevin Cruiks 86 – 88 Baxter Avenue, Southend on Sea Essex SS2 6HZ Email kevin@ayerscruiks.co.uk |
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