Peepal Estate Agents Limited (and other Peepal Group of Companies)- hereafter “Peepal”, “We”, “Us” – aim to provide our customers & clients with the best possible safe and secure service. We are committed to protecting and respecting your privacy. We use the personal information you share with us to tailor our Services to your requirements, and to provide the best possible user experience when dealing with our staff or when using our company website www.peepal.co.uk (hereafter “Website”).
Our “Services” include property Residential Sales and Lettings Management. For the purpose of the Data Protection Act 1998 (the Act) and the General Data Protection Regulation (GDPR), the Data Controller is Peepal Estate Agents Limited, 47 Lynchford Road, Farnborough and other Peepal Group of Companies.
- In person via our branch office network
- By telephone
- By post
- By SMS
- By Email
- Live Webchat
- Social media such as Facebook and Instagram
- Via our Website
- Via third parties such as Contractors, CRMs
- Via property portals such as www.rightmove.co.uk, www.zoopla.co.uk, www.primelocation.com
These are collectively known as our “Communication Channels”.
By engaging the services of Peepal Estate Agents or by visiting our Website you are accepting and consenting to the practices described in this policy.
For the purpose of the Data Protection Act 1998 (the Act) and the General Data Protection Regulations (GDPR), the Data Controller is Peepal Estate Agents Limited, 47 Lynchford Road, Farnborough, Hampshire, GU14 6EG and other Peepal Group Companies.
Personal Information we Collect from you
“Personal information” is any information that relates to you and identifies you personally, either alone or in combination with other information available to us.
We may collect and process the following personal information about you. Information that you provide by:
- Registering a password-protected account on our website and performing functions using your account e.g. saving properties, specifying property criteria
- Filling in forms on our websites, third party websites and portals which send information to us
- In person via our office
- Via telephone calls, emails, live webchat, and social media
This information can include, but is not limited to, name, address, email address and telephone number; financial or employment information that you disclose when agreeing to register as an applicant or enter into a transactional relationship with us.
Information required to help us ensure our staff are safe when attending external appointments such as viewing and market appraisals; for example, contact details for the client or customer, including a residential address in the UK.
Information required to comply with legislation such as Right to Rent checks required under Section 22 of the Immigration Act 2014 if you are renting a property and The Money Laundering, Terrorist Financing and Transfer of Funds (Information of the payer) Regulation 2017 which is a legal requirement for a number of our services.
Information to enable us to tailor our marketing and communications to you, based on your personal preferences, such as the types of service you are looking for, the location of your search area, the budget you are willing to spend, etc.
We may also ask you to complete surveys, either on our own website or through a third-party provider, which we use for research purposes; although you do not have to respond to them.
When you visit or otherwise access our website, details including but not limited to:
- Information about the device and browser you are using to success the website e.g. browser type, version, operating system, etc
- Traffic data including the URL of the website that referred you to our website if applicable
- Weblogs and other communication data
- The resources that you access including social media interaction
- Your Internet Protocol address.
- The date and time of the visit and how long you remained on our website
- The pages visited on our website and interactions performed
You consent to any information concerning you which we collect and process being used, stored and processed in accordance with this policy.
Following the COVID-19 pandemic, we will be required to ask some basic health questions in relation to any appointments being arranged to ensure the health and safety of our staff, any occupiers n the properties being visited and viewers attending. We may also require some additional information in relation to Covid-19 and the symptoms where there is a potential application for lettings properties.
Our marketing services
Where you contact us via our website, in branch or by phone, or via online portals such Rightmove or Zoopla we will use the details you have supplied to us to provide you with properties by email. You can choose to unsubscribe at any time.
We may contact you to offer information about our other products and services which we believe may be of interest to you. We use several methods of communication, including:
We only send you promotional emails, mail, text messages or contact you by telephone, if you agree to each method of communication. You can stop receiving promotional mail, text messages or telephone calls by contacting your local branch. If you would like to unsubscribe from our email service please contact firstname.lastname@example.org Email communications will stop within 7 days.
- By email
- By post
- Mobile Text Messages
Downloads and Media
Any downloadable documents, files, images, video files etc. on our Website are provided to you at your own risk. We take all reasonable precautions to ensure that such files are free of viruses but we recommend that you use anti-virus software as a precaution. We accept no responsibility for downloads and media provided by external third-party websites.
How we use your Personal Information
The personal information we collect when you first contact us will be used for identification and authentication purposes in addition to creating a profile for you with the information needed to provide you with our relevant products or services. We use and analyse this personal information where necessary for the following purposes detailed below:
Improving our products and services: we will use your personal information to build a profile on you in order to understand your requirements, to improve our Website, as well as to personalise the properties and Services we offer you. We process your personal information in this way as it is necessary for the purposes of our legitimate interests in providing better products and Services for you and our other customers.
Processing your transaction: we use relevant personal information described above (including your name, address and financial details) to enable us to complete a transaction with you when you are using any of our Services. This information may require to be passed on to third parties, including but not limited to solicitors, surveyors, financial advisors etc.
Preventing fraud: we will also use your personal information to assess your creditworthiness (in the case of buying or renting a property) and to prevent fraud. For this purpose, we may need to share your personal information with our referencing providers and/or solicitors (see “how we share your personal information” below). This is necessary for the purposes of our legitimate interests in ensuring we are not the victim of fraud and to protect our legal rights.
To provide customer support: if you contact our team (or vice versa), we will use personal information such as your email address, phone number and residential address as well as your contact history to process your request and provide you with the best service possible. We will process your personal information in this way if it is necessary for the performance of a contract or if it is required for us to comply with any legal obligations. If it is not necessary to process your personal data for either of these reasons, we will process it as it is necessary for the purposes of our legitimate interests in ensuring we can provide the best service possible.
Marketing: When you register your details with us for any of our Services, or enter in to a transaction with us, provide feedback on our service online or use our Website; we will use your personal information to create a profile based on the information we hold about you. This is necessary for the purposes of our legitimate interests in ensuring we have accurate information about you in one place. We create your profile in accordance with your preferences in order to provide you with the best personalised experience, to send you relevant and personalised information, property updates, Service information and for opinion research purposes. Below you can find a more detailed description of the ways in which we will use your personal information for these purposes.
Website user experience: if you are logged in to your Account on our Website, we may alter the way the website works to improve and/or enhance the information displayed to you, or to optimise the way you interact with the Website. We may show personalised content based upon your previous interactions with the website.
Who we share your information with
We may share information within the Leaders Romans Group to provide you with an agreed product or service, for example planning advice or mortgage services or for any other purpose agreed by you.
Third Party service providers
Where we engage third party service providers to provide products (such as mortgages, home/contents insurance or utility services) or business services, (such as credit reference checks) we provide them with the minimum personal information needed to perform the service or provide the product we have requested. We ensure all third-party service providers understand they are required to protect your information, and not to use it for any other purpose.
If you would like to see the third party organisations we share your information with and why, please see below:-
|Third Party||Why we share your personal information|
|Approved contractors||To install for sale or to let boards, to appoint managing agents and building maintenance contractors, to arrange EPC visits, to arrange for contractors to provide safety & statutory tests and to take inventories|
|Surveyors||To undertake a structural or Homebuyers survey|
|Solicitors or conveyancers||To provide home conveyancing services|
|Mortgage lenders/Banks||To progress your enquiry or application for a residential or buy to let mortgage application|
|Insurance Companies||To progress your enquiry or application for buildings and contents insurance, critical illness cover or rent guarantee|
|Rent and Legal insurance providers||To set up landlord insurances, and in the event of a claim|
|Solicitors||To pursue a claim for breach of tenancy agreement|
|Referencing Companies||To check your creditworthiness, obtain a tenant references and to help prevent fraud and money laundering|
|Local Authority||For the payment of Council Tax|
|Law enforcement bodies including the police, HMRC and local Council||To comply with court orders or legal obligations|
|Landlord, tenant or guarantor||To comply with our legal obligations where we are providing a lettings service|
|The parties whose property you have viewed or on whose property you have submitted an offer||To communicate your offer or feedback on the viewing|
|Utility Companies||For payment of utility bills|
|Debt collection companies||To assist us in recovering any monies which are owed|
|Deposit Protection Scheme providers||To provide a Tenancy Deposit Protection Scheme|
|ARLA Propertymark, a professional body responsible for raising professional standards amongst letting agents||If information relating to you is requested by them in order to protect your interests|
|The Property Ombudsman||Where they are providing a dispute resolution service in connection with letting services|
What kind of information
The way you interact with us across all the different channels described above (e.g. our Website, social media and marketing messages we send you) and the information we collect in that regard from each of these channels provides us valuable information about your current circumstances and preferences. This insight gives us the opportunity to offer you the best customer service experience possible.
To learn about you and your interests, we analyse your interactions with our company using various kinds of information, as set out above. If you have registered your details with Us or engaged one of our Services by entering into a transaction with Us, or if We are permitted by law to send such communications without obtaining your consent, We use the information that you have provided to us when interacting with us for sending you personalised marketing messages about our products or services, events and promotions.
In some instances, we will also aggregate your personal information with that of other individuals, to create comprehensive reports about how clients and customers use our products and services. This is necessary for the purposes of our legitimate interests in analysing our brand and determining how to improve our services.
What kind of messages
The messages we will send you will be personalised and tailored to your individual preferences and requirements. We use analytics in order to generate such personalised messages. These analytics will process your personal information and place you in categories, which determine the content of the messages you will receive from us. These direct marketing messages may contain information about our products and Services, events or promotions and other company news.
We personalise these messages on the basis of that it is necessary for the purposes of our legitimate interests in ensuring that we provide the most appropriate information. We will, in certain circumstances, also use the channels for opinion research (such as to ask if you would like to participate in a survey) and to learn about your experience and improve your experience with Peepal Estate Agents Ltd, including by sending you personalised messages.
Analysing our business
We will use your personal information for lettings and sales to determine how Peepal Estate Agents Ltd is performing and where improvements can be made and where necessary to report back to our parent or affiliate group companies. This is necessary for the purposes of our legitimate interests in understanding how our business is performing, and considering how to improve our performance.
We will ask for your consent if we wish to use your personal information for purposes other than those listed in this privacy statement and as required to do so under applicable law. We will not use your personal information for other purposes before we have received such consent.
How we share your personal information
We treat your personal information with care and confidentiality and do not share it with third parties other than as set out below:
We may disclose your personal information to any member of our group, which means our subsidiaries, our ultimate holding company and its subsidiaries.
With Service Providers
Where required we may share limited personal information you provide when you register with us or enter in to a transaction with us, as necessary and only for the purposes and on the lawful grounds described above with various third parties who process your personal information on our behalf (Data Processors), such as;
Including but not limited to tenant referencing agencies, other estate agents or landlords, contractors and property maintenance services, gas and electrical contractors, utility companies and insurance providers.
Including but not limited to Solicitors/Conveyancers, Surveyors, Financial/Mortgage advisors, other estate agents in a chain, Developers where a purchase is agreed, contractors and property maintenance services.
Software and system providers including but not limited to Jupix CRM, Samaya Inventories, Warner inventories, GHP services, Rightmove, Zoopla, Rightmove, Brief Your market and Homesearch.
Website Hosts and analytics platform providers including but limited to Google Analytics, Google AdWords Remarketing, Google Display Network and Brief the market.
We require that these service providers and other third parties adhere to strict rules when processing your personal information, including to only use your personal information in accordance with our specific instructions (such as for the purposes of completing referencing or contacting you to arrange access to carry out necessary repairs) and the applicable laws.
With Legal and Law Enforcement
Peepal Estate Agents will disclose personal information where required by law or legal process, for the administration of justice, to protect your vital interest, for investigations by law enforcement or regulatory bodies, to protect and defend Peepal Estate Agents property and legal rights, to protect the personal safety of our website users or by order of a valid injunction from a court or law enforcement agency.
In Relation to Business Interests
In the event that we sell or buy any business or assets, we may disclose your personal data to the prospective seller or buyer of such business or assets.
If Peepal Estate Agents or all of its assets are acquired by a third party, personal data held by us about our customers will be one of the transferred assets.
Personal information of others
How long do we store your information for?
The length of time we hold your information for will vary dependent on lawful basis for collecting and processing the data.
Peepal Estate Agents will hold data supplied where there is a legitimate interest in doing so (such as where a client or customer has registered with us, expressing an interest in in any of our Services such as buying, selling, letting or renting a property through us) for a period of 7 years.
Where a transaction has been entered in to and there is a contractual necessity to do so, or where there is a requirement to comply with legal obligations (for example in order to comply with the requirement of the TPO Codes of Practice, both for Sales and Lettings Agents, to maintain clear and full written records of transactions for a period of six years and to comply with the Money Laundering Regulations 2017 requirement to hold records for a period of 5 years).
If you have an Account on our Website and it has been deemed dormant then we may delete the Account and all personal information “tied to” or “held against” it. We consider an Account to be dormant if one of the following conditions is met:
it has not been accessed by you for more than 5 years (7 max),
if you have not responded to any emails sent to the registered email address,
All digital information you provide to us is stored in the UK on our secure (password and firewall protected) servers and all paper-based information is also securely stored in the UK. All electronic transactions and data transmissions between your Device and our Website will be encrypted using industry-standard SSL (Secure Socket Layer) technology; and our website has an SSL certificate from Global Sign, a Web Trust-certified certificate authority.
Unfortunately, the transmission of information via the internet is not completely secure and so we cannot guarantee the security of any data sent over the internet between your Device and our Website. Any such data transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access, as part of our secure backups and data disaster recovery procedures. The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”).
It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers or contractors. Territories outside of the EEA may not have equivalent legal protections to those that apply within the EEA but we are under a duty to make sure that our suppliers and contractors located outside of the EEA continue to take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Policy. By submitting your personal data to us, you agree to this transfer, storing or processing.
You have the right to ask us not to process your personal data for marketing purposes, to alter your preferences for the type of marketing content you receive (such as properties for sale, information about related services etc) or to alter the methods via which you receive marketing correspondence from us (i.e. via email, text, post or phone call). We will inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes.
You can also exercise the right to prevent such processing of your data at any time by contacting us at email@example.com or by following the links contained in our correspondence.
Our Website may, from time to time, contain links to and from the websites of our partners and third-party service providers. If you follow a link to any of these websites, please note that these websites may have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites. Use of third-party websites is at your own risk.
Access to, deletion, and correction of personal information
If you would like to know what personal information Peepal Estate Agents holds about you, you may make a request to Peepal Estate Agents for copies of this information. You should be aware that we will need to see proof of identity before processing any such request (known as a ‘subject access request’). If requested, Peepal Mortgages Estate Agents will use reasonable efforts to supply, correct or delete information about you on file.
All subject access requests should be made in writing and addressed to for attention of The Data Controller, Peepal Estate Agents Limited, 47 Lynchford Road, Farnborough, Hampshire, GU14 6EG.
In addition, you may write to us at any time requesting amendments to certain personal information that you consider to be incorrect or irrelevant or to request that we block, erase or otherwise remove your personal information (The Right to Erasure/The Right to be Forgotten).
You may also write to us at any time to object to our use of your personal information or request that we provide your personal information in a usable electronic format and transmit to a third party (Right to Data Portability). We will comply with these requests in relation to your personal information in line with applicable law.
Personal Data Breaches
In order to comply with applicable law, Peepal Estate Agents has implemented procedures to detect, report and investigate personal data breaches.
A data breach is defined by the Information Commissioner’s Office (ICO) as;
“A breach of security leading to the destruction, loss, alteration, unauthorised disclosure or, or access to, personal data.”
The ICO will be informed of all data breaches which present a high risk to our clients and customer’s rights and freedoms and in line with applicable law, a notifiable breach will be reported within 72 hours of us becoming aware of it. The individual(s) involved will also be informed.
ICO Registration Numbers
Peepal Estate Agents – ZA259359
Changes to this Policy
Peepal Estate Agents has pledged to adhere to the fundamental principles of privacy and data protection. We therefore regularly review our privacy statement in order to ensure that it is free of errors and clearly visible on our Website, that it contains appropriate information about your rights and our processing activities, and that it is implemented and is compliant with applicable law. If we make significant changes to this privacy statement, we will inform you by posting a notification on our websites along with an updated version of the privacy statement.
The Right to lodge a Complaint
If you have a complaint regarding how Peepal Estate Agents have handled your personal data, subject access request or right to erasure, you have a right to lodge a complaint with a supervisory authority, in this case the ICO, using the contact details below.
Information Commissioner’s Office
Alternatively, you can write to:
Peepal Estate Agents, 47 Lynchford Road, Farnborough, Hampshire, GU14 6EG