Who are we?
Scorah Property Ltd is a registered in England with the registered number: 15595948 with the registered address being 420 Wilmlsow road, Withington, M20 3BW. Scorah Property Ltd is registered with the ICO under the registration number ZB736954. We have produced this privacy notice to keep you informed of how we handle your personal data. All handling of your personal data is done in compliance with the UK Data Protection Act 2018 and the General Data Protection Regulation (EU) 2016/679 (“Data Protection Legislation”).
This Privacy Notice page will remain updated if is there are any changes to the way in which your personal information is used.
Definitions
The phrases “us”, “we” or “our” will mean Scorah Property Ltd.
Any reference to “you” or “your” refers to anyone whose personal information we process.
Personal data is any information that tells us something about you. This could include information such as name, contact details, date of birth, bank account details or any information about your needs or circumstances which would allow us to identify you.
Directly obtained information is personal information you disclose when you fill in forms, surveys, or correspond with us by post, phone, email, live chat, web, social or otherwise; or through portals when you enquire about any of our services, products or promotions.
Indirectly obtained information is personal information you disclose to third parties, or which is available through publicly available sources or registers such as Land Registry, Companies House, the Electoral Register, Government or Police Databases, etc.
How we use your personal information
Under Data Protection Legislation, there must be a ‘lawful basis’ for the use of personal data. The lawful bases are :
Consent
In circumstances where we process information under consent we will seek your clear and unambiguous consent before processing your data.
Performance of a contract
In certain cases the collection and processing of your personal information is necessary for the performance of a contract to which you are a party, or in order to take steps at your request prior to entering into a contract.
Compliance with legal obligation
This is where the collection and processing of your personal information is necessary for compliance with a legal obligation
Legitimate interests
Legitimate interests are a flexible basis upon which the law permits the processing of an individual’s personal data. To determine whether we have a legitimate interest in processing your data, we balance the needs and benefits to us against the risks and benefits for you of us processing your data. This could include web analytics, updating customer details, lettings and other core services, and direct marketing.
What information do we collect?
We will collect your full name and necessary contact details (such as phone number, email address and address) from you when you engage with us.
Depending on the service we provide you (or on your behalf) we may also collect additional personal information as detailed in the table below.
| What information do we process? | Why we collect this data | How we obtain this data |
Such as: Your name, postal address, phone number, email address and details of your requirements Previous names, previous addresses, information about your status and dependents Your marital status, gender, date of birth, nationality and tax status Employment details, national insurance number, residential status, bank details and credit history
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To provide the services required for estate agency, or lettings.
To offer alternative properties related to your search criteria.
To carry out referencing and credit checks and the results of those checks.
To enable you to create and manage any accounts or associated authentication criteria (such as ID logins and passwords) you may have.
To provide customer surveys.
|
Directly from the client |
Such as: Proof of identity to include, but is not limited to, passport, driving licence, and address documents. We may also need to collect information on other individuals who have an interest in the property who are not considered to be our customers.
Details of your mortgage arrangements, confirmation of how long you have owned the property and details of the source of monies invested in the property
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To perform ‘know your client’, Right to rent checks, anti-money laundering, and counter terrorist financing requirements as required by law.
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Directly from our clients or indirectly obtained through a client’s website (notice given at the point of collection). |
Such as: Your bank account details or payment card information. Proof that you have sufficient funds to support any offer that you may wish to make Financial information, for example, a copy of your bank statement or an agreement in principle from your mortgage provider
|
Processing payments and transactions including: Accounting, Authorisation, Clearing, Chargebacks, Auditing, Billing, Reconciliation, Collection, Credit Checks and related dispute resolution activities | Directly obtained from client |
Such as: Evidence that you have the right to let a property Details of any mortgage or insurance, licensing documentation and service contracts which you have in place in relation to a property you wish to let Details relating to your property including photographs, floor plans, energy performance certificate ratings/ home reports, property description and survey results
|
Where you are a landlord and you instruct us to assist you with letting or we are providing you with letting services
To deliver our service to you when you engage us to market a property for you |
Directly from our clients or indirectly obtained through a client’s website (notice given at the point of collection). |
Such as: Photographs of your property, an inspection report and inventory, to record the condition of your property at the start or end of a tenancy Move in and move out dates, utility meter serial number and meter readings before a tenant moves into a property and when the tenant moves out Your move in and move out date and details of the deposit paid where you are a tenant when registering or releasing any deposit from a deposit protection scheme
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To deliver our service to you when you engage us to let a property on your behalf | Directly Obtained |
Such as: Communication and marketing preferences
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To ensure we only send you details of products and services you are interested in through your preferred communication channel.
To improve our services provided to customers through insight. |
Directly obtained |
We may, during the course of your relationship with us, request additional information from you which is relevant to the provision of specific services.
Any telephone calls either to or from our us may be recorded for training, monitoring, compliance and security purposes.
Who might we share information with?
We will share personal information with our regulators, governmental or quasi-governmental organisations, law enforcement authorities and with courts, tribunals and arbitrators as may be required from time to time to comply with our regulatory and legal obligations.
Where we engage third party service providers to provide products or other business services and operations on our behalf, we provide them with only the personal information they need to perform the service we request. We contractually require them to securely protect information, and not to use it for any other purpose. Some examples are noted in the table below.
Please note that although Scorah Property Ltd is based within the UK, however some of the third parties we work with may be based outside of the European Economic Area (EEA). Whenever we transfer your personal information outside of the EEA, we will always ensure it is protected by making sure we have safeguards in place. This might mean only transferring your personal information to a country that has been deemed by the European Commission to provide an adequate level of protection, or by using specific contractual protections
| Third party | Why we share it |
| Vendor, buyer, house builder, other estate agents and parties involved in the sale and purchase of a property we are letting or have let | To support a sale progression |
| Approved contractors and suppliers | To appoint managing agents and building maintenance contractors; and arrange for contractors providing safety & statutory tests and to take inventories. To arrange EPC visits. |
| Surveyors | To undertake a structural or Homebuyers survey |
| Referencing Companies, Credit and Risk agencies a list of which is available on request |
To run automatic checks on your creditworthiness and to help prevent fraud and money laundering.
For fraud prevention, anti-money laundering checks and identity verification. |
| Rent and Legal insurance providers | To set up landlord insurances, and in the event of a claim. |
| Solicitors and lawyers | To pursue a claim for breach of tenancy |
| Debt collection companies | To assist us in recovering any monies which we are owed and overdue. |
| Law enforcement bodies including the police, HMRC and local authorities | To comply with court orders or legal obligations |
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The Property Ombudsman
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Where they are providing a dispute resolution service in connection with letting services |
| Land Registry Office | For conveyancing services |
What profiling or automated decision making do we perform?
Scorah Property Ltd does not perform any profiling or automated decision making based on your personal data. However, some of the services provided by third parties may involve an automated decision, matching and/or credit scoring process. Any credit scoring methods used by third parties are regularly tested to ensure they remain fair, effective and unbiased.
Your rights
It is important to us that everyone is aware of their rights and can exercise those rights regarding their personal data. If you would like to make a request, please see the contact details at the end of this notice.
- The right to be informed of how your Personal Data is used (through this notice);
- The right to access any personal data held about you.
- The right to rectify any inaccurate or incomplete personal data held about you
- The right to withdraw consent at any time
- The right to erasure where it cannot be justified that the information held satisfies any of the criteria outlined in this policy, or where you have withdrawn consent.
- The right to prevent processing for direct marketing purposes
- The right to object to processing that results in decisions being made about you by automated processes
You can exercise your right to access personal data held about you by contacting Manchester@scorahproperty.co.uk . When you submit a request, you will need to provide confirmation of your identity by including a photocopy of your driver’s license or passport.
What if I refuse to allow Scorah Property to process my personal data?
The information about you that we have collected for the performance of our contracts is required for us to successfully fulfil our obligations to you. If you choose not to provide the personal data requested, we will not be able to enter a contract with you. If we are already processing your personal information under a contract, you must end our contractual relationship (as/where permitted) in order to exercise some of your rights.
How we store data securely
The security of your personal information is extremely important to us, and we therefore have measures in place to ensure it stays safe, is not damaged, destroyed or misused, and prevents unauthorised access. The measures include, but are not limited to:
Client software systems
All systems have protections in place to protect against both unauthorised access, and other external factors that could cause damage to, your personal data. There are strict access requirements in place and access is restricted to those absolutely necessary.
Hard copy paper files
We avoid holding paper copies of any documentation and in most cases these are scanned to the client software system and then securely discarded, in the rare case we do store a physical copy these are stored in a secure facility with restricted physical access.
All employees that will need to access you personal information are provided with data protection training.
All third parties we may share information with use similar security measures.
How long is your information kept?
We will keep your information for as long as is reasonably necessary for the purposes set out in this privacy notice, and to fulfil our legal and regulatory obligations.
The time period may vary depending on type of service or product you have requested from us. In certain circumstances we have a statutory obligation to keep your personal information for a set period of time, for example, financial information (normally 7 years) for financial auditing purposes. Information is always retained in line with its purpose of processing and only for as long as necessary usually, information is kept for 7 years after last contact with you. However, the retention period may be extended dependent upon any legal or contractual obligations we may be required to comply with, as well as any overriding business legitimate interests.
Contact us
If you have any questions, comments or requests regarding any aspect of this Privacy Notice, or how we handle your personal information, please do not hesitate to contact us by sending an email to Manchester@scorahproperty.co.uk or writing to:
Scorah Property Ltd
420 Wilmslow Road,
Withington,
M20 3BW
If you have a complaint about the way in which your personal information has been processed please follow our complaints procedure so we can address your concerns.
