Privacy Statement

This privacy policy sets out how James Douglas Sales and Lettings uses and protects any information that you give James Douglas Sales and Lettings when you use this website. James Douglas Sales and Lettings is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement. James Douglas Sales and Lettings may change this policy by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy has been updated as of 20th November 2020.

What we collect

We may collect the following information:

• Name and title.
• Contact information including email address and anything relevant to the delivery of the product or service you request.
• Demographic information such as postcode, preferences, work details and interests.
• Social media identifiers, should you choose to engage with us on a social media platform we may record your Twitter name, your Facebook address, your Linkedin profile name or such information as required to identify you on the social media platform.
• Other information relevant to customer surveys and/or offers.
• Other information. We may request other information from you for purposes not noted in this policy. We will be as clear as practical at the point of collection what information we are collecting and why we are collecting it. We will also make it clear if the information is essential for the efficient delivery of the product or service you require.

Responsible Person – Data Controller

The person responsible for all matters concerning the privacy and processing of any personal data, also known as the Data Controller, is:

Miss Celyn Evans

Seraph Estates (Cardiff) Ltd T/A James Douglas Sales & Lettings

1 St.Martin’s Row

Albany Road

CARDIFF

CF24 3RP 

The Data Controller can be contacted at [email protected] or you can write to the above address.

Your Rights

Under the General Data Protection Regulation (GDPR), you have certain rights regarding your data. You have the right to:

• Ask us for a copy of any data we hold about you.
• Have any data that is incorrect, corrected.
• Object to the use of your data.
• Have your data provided to you to take elsewhere in a suitable format
• Have your data deleted in certain circumstances.

If you wish to exercise any of these rights then please contact our Data Controller. 

You also have the right to lodge a complaint about the use of your data with the Information Commissioner’s Office (ICO). Details for the ICO and making a complaint can be found on their website at www.ico.org.uk 

Use of your data

Sellers

We collect your name, address, postcode, telephone number and email address. When we take your property on we will require proof of your identity and proof of your right to sell the property. 

Your details are stored in our customer database and when we are successful in selling our property, in our accounts package. 

We require this data so that we can meet legal requirements in relation to anti-money laundering legislation; to help you to sell your property and record the transaction in our company’s accounts. We are processing this data on the basis of a contract with you.

We will only share your details with relevant specialists such as the Solicitor, Surveyor or Mortgage Advisor relating to the sale or purchase of your property. Our legal basis for this use is that it is necessary for the performance of a contract to which you are party. We have formal data sharing agreements in place with our referral partners to ensure your data is handled appropriately when we share it. We will also need to share your details with the Purchaser relating to the sale of your property.

Details of the property you wish to sell will be published via property and social media channels that will be agreed with you and documented in the contract. 

Once we have helped you to sell your property, we keep your details for seven years to meet our legal obligations in relation to financial record keeping.

Your records are hosted in the EU or in countries with EU equivalency. 

Buyers (and prospective buyers)

When you subscribe to our newsletter we collect your name and your email address, which will be stored in our email marketing system. 

We need this data to be able to send you details of properties that may be of interest to you and we are processing this data with your consent. You may withdraw your consent at any time by clicking on the unsubscribe link at the bottom of the newsletter.

Prior to you viewing a property, in addition to your name and email address, we will require your address, postcode and contact telephone numbers. Your details are stored in our customer database. We require this data so that we can meet legal requirements in relation to anti-money laundering legislation. Details may need to be shared with Solicitors, Surveyors and Mortgage/Financial Advisors in relation to the purchase of the property. We have formal data sharing agreements in place with our referral partners to ensure your data is handled appropriately when we share it. Details may also need to be shared with the Seller relating to the purchase of the property. 

Your records are hosted in the EU or in countries with EU equivalency.  

Landlords

We collect your name, address, postcode, telephone number and email address. When we take your property on we will require proof that you have registered with Rent Smart Wales, which is a legal requirement as well as proof of ownership.   

Your details are stored in our customer database and in our accounts package. 

We require this data so that we can meet legal requirements in relation to housing and anti-money laundering legislation; to help you to let your property and record financial transactions in our company’s accounts. We are processing this data on the basis of a contract with you.

When you subscribe to our newsletter we collect your name and your email address, which will be stored in our email marketing system. We keep this information for the duration of your custom. We are processing this data with your consent. You may withdraw your consent at any time by clicking on the unsubscribe link at the bottom of the newsletter. 

Tenants

When you subscribe to our newsletter we collect your name and your email address, which will be stored in our email marketing system. We need this data to be able to send you details of properties that may be of interest to you and we are processing this data with your consent. You may withdraw your consent at any time by clicking on the unsubscribe link at the bottom of the newsletter.

Prior to you moving into a property, we will require you to complete an Application Form which will require you to provide information relating to your ability to pay for the property and we will need to carry out referencing checks. Full details of what information is required are detailed in the application form.  Your details are stored in our customer database. We require this data so that we can meet legal requirements in relation to housing and anti-money laundering legislation.

Once a let has been agreed, your details will be added to our accounts system so that we can process financial records relating to your tenancy. This information will be kept for seven years to meet our legal obligations in relation to financial record keeping.

During the course of your tenancy we may pass your details to relevant specialist trades in order to help ensure that your property remains legally compliant (for example, annual gas checks) or to ensure that reactive maintenance can be provided in a timely manner. This information will be shared on the basis of the tenancy agreement which forms a contract. We will ensure data is shared with professional service providers who have signed an appropriate data sharing agreement.

Your records are hosted in the EU or in countries with EU equivalency.  

CCTV Policy

This Policy seeks to ensure that the Close Circuit Television (CCTV) system used by James Douglas Sales and Lettings is operated in compliance with the law relating to data protection (currently the General Data Protection Regulation (“GDPR”) and the Data Protection Act 2018 (“DPA 2018”))

We seek to ensure compliance with privacy law and take into account best practice as set out in codes of practice issued by the Information Commissioner. We, therefore, use CCTV only where it is necessary in pursuit of a legitimate aim.

We use CCTV in order to:

• promote a safe community and to monitor the safety and security of its premises;
• assist in the prevention, investigation and detection of crime in and around our premises;
• assist in the investigation of breaches of its codes of conduct and policies by staff, customers and contractors and where relevant and appropriate investigating complaints. 

CCTV images will not be retained for longer than necessary, taking into account the purposes for which they are being processed. Data storage is automatically managed by the CCTV digital records which overwrite historical data in chronological order to produce an approximate 28-day rotation in data retention. All retained CCTV images will be stored securely.

Third-party requests for access will usually only be considered in line with the GDPR and DPA 2018 in the following categories:

• legal representative of the Data Subject;
• law enforcement agencies including the Police;
• disclosure required by law or made in connection with legal proceedings.

Website and Security

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

Social Media Policy

You may interact with employees or representatives of James Douglas Sales and Lettings speaking on behalf of James Douglas Sales and Lettings on Twitter, Facebook and other social media. When interacting on those platforms you are subject to the terms and conditions of those platforms as well as any privacy policies of those platforms.

Should you choose to interact with James Douglas Sales and Lettings on these platforms,

• you agree that your contributions, including your comments, photos or other media you share are able to be used by James Douglas or other members of the Seraph group for the purposes of continuing the social media dialogue or for other marketing purposes, for instance as a customer testimonial, or as a quote in a press release, or in another sympathetic manner.
• you assert that you are the creator or copyright holder, (or that you have permission from the copyright holder) to share and distribute any material you share with us, and you give us permission (or that you have sought permission from the copyright holder for us) to share and distribute this material.

Should we use your material in this way, James Douglas will not misrepresent or change the meaning of your material, though we may edit for brevity or clarity.