Hicks Hadley Estate Agents

Privacy Policy & Notice

This is a notice to tell you our policy about all the information that we record about you. This concerns all handling of information (data) that could identify you and information (data) that could not. All handling of your personal data is done in compliance with the General Data Protection Regulation (EU) 2016/679 (“Data Protection Legislation”).

We take your right to privacy seriously and protect all the data we hold. When reading this notice it may be helpful to understand that your rights arising under Data Protection Legislation include:

  • The right to be informed how your personal data will be used (through this notice)
  • The right to access any personal data held about you
  • The right to withdraw consent at any time by contacting us as detailed below
  • The right to rectify any inaccurate or incomplete personal data held about you
  • 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cannot be justified that the information held satisfies any of the criteria outlined in this policy, or where you have withdrawn consent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, scientific/historical research or in any such way that is likely to cause substantial damage to you or another, including through profile building
  • The right to object to processing that results in decisions being made about you by automated processes and prevent those decisions being enacted.

Hicks Hadley Estate Agents is committed to ensuring that our customers have trust and confidence in our business and website. For the purposes of the Data Protection regulations and Law we are known as the ‘Data Controller’ of any personal data we collect from you.

  • If we have collected your personal data directly from you for our own purposes, we are the Data Controller.
  • If we have purchased your personal data from a third-party for our own purposes, we are the Data Controller. Where we have purchased your personal data, we will contact you to let you know before we first start to use it, or, at the latest, within one month of acquiring it.
  • If we have been passed your personal data from a third-party for our own purposes, we are the Data Controller. We will contact you to let you know before we first start to use it, or, at the latest, within one month of acquiring it.
  • If we have been passed your personal data from a third-party for a joint purpose that we both influence, we are the joint Data Controller. We will contact you to let you know before we first start to use your data, or, at the latest, within one month of acquiring it.
  • If your data has been passed to us by a third party for processing under their instruction, that third party is the Data Controller. They should have notified you that they would be passing your personal data to us, Hicks Hadley Estate Agents, at the time they collected your data and within their own privacy notices/standards. For a list of Data Controllers that we process personal data for, the section below ‘Third Party Interests’.
  • If we have received your personal data as part of a business to business relationship, the Data Controller is your employer.

We will never trade, inform or misuse your personal data. This is why we have a Privacy Policy. It describes how we collect and use your information.

When you contact us either through our website, by telephone or by visiting our offices you may be asked to provide personal information so that we can perform our contractual obligations. All personal data we hold will be held securely and in accordance with relevant UK and EU law.

This information may include (but is not limited to) personal data such as:

  • Name (Full) or similar identifier
  • Marital status/Title/Gender
  • Address
  • Telephone number
  • Email/billing/delivery address
  • Age/Date of Birth
  • Financial details and history (Bank account and payment details)
  • Employment details and history
  • Other information gathered from our website (which may contain some or all of the above)
  • Technical Data. This includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
  • Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.
  • Usage Data includes information about how you use our website, products and services.
  • Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

The information that we collect about you for the performance of our contracts is required in order 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 into a contract with you to provide the services and benefits we offer. 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.

We process some personal information as part of a contractual contract with a Data Controller. Any requests to restrict this type of processing should be forwarded to the Data Controller. They will be responsible for discussing your concerns and making any decisions.

We collect information (data) to enable us to provide services requested by our clients (Landlords, Tenants, Vendors and Home Buyers).

We also need to verify identity for security purposes and to comply with UK and EU law.

We collect information for marketing purposes and to assess our products and services.

To improve and/or target services we may analyse general data which does not identify any individual; for example we may analyse client by location.

If we have collected information from you specifically so that you can use a service provided by another business, we assume that in doing so you have given permission to allow us to provide that service and to pass the information to the relevant business.

Your email address and domain name will be recognised by our servers and any pages you visit will be recorded by them. However, we shall not reveal your email address to anyone who is not an employee of Hicks Hadley or a contractor of ours.

We understand that you may have reservations about handing over personal information, but we will only collect, use and store your information in order to provide the services you request.

This includes:

  • To be able to contact you and provide you with the services you request
  • To protect against fraud
  • To comply with the law on financial audits
  • To process payments and refunds
  • To provide you with information you have requested
  • To assist you in renting/buying the home you need by carrying out credit checks
  • To notify you of changes to our services and business
  • To verify identity.
  • By telephone: When you call us we may take information from you and record this onto our database. We may also collect Calling Line Identification information to record and monitor incoming calls. We use this information to improve the efficiency and effectiveness of our business.
  • By use of our website: There may be software embedded on our website (such as Javascript) which records the pages you view, how you reach them, how long you are on them and what you do when you visit a page. We are also obliged to comply with Money Laundering regulations. This means that the law requires us to obtain certain information. This information is gathered in order to comply with the law only and will not be shared with any other party outside of the business unless the law states that we must.
  • In person: When you visit our offices or we visit your property. You may be asked for information which is then recorded on our database
  • When you send a message through our website: We collect the data you have given to us in the message and verify that you are entitled to receive informat.ion and in order to provide you with information. We record the request and our reply to increase the efficiency of our business. We may keep information that can personally identify you such as your name, address and/or email address.
  • Complaints: When we receive a complaint we record all the information given to us. We use that information to address and respond to your complaint. If, when addressing your complaint, we need to contact a third party we may need to give them some of your information.
  • Job applications: If you apply for a job with us we may keep your application details for a period up to five years in case we decide to contact you at a later date. If you are employed by us we will collect information about you and your work from time to time throughout the period of your employment. This is only used in direct relation to your employment and for no other purpose. When your employment has ended we will keep your information for six years before destroying or deleting it.

We understand that you may have reservations about handing over personal information, but we will only collect, use and store your information in order to provide the services you request.

When you make payment through our website by debit or credit card you are transferred to a secure page on the website of Worldpay. This is not controlled by us and our staff and contractors do not have access to it.

When you visit any website small text files called cookies are placed on your computer hard drive. These files make websites work more efficiently and they also provide information to the owners of the site.

Like all other users of cookies we may request the return of information from your computer when your browser requests a web page from our server. Cookies enable our web server to identify you to us , and to track your actions and the pages you visit while you use our website. The cookies we use may last for a single visit to our site (they are deleted from you your computer when you close your browser), or may remain on your computer until you delete them or until a defined period of time has passed.

Although your browser software enable you to disable cookies, we recommend that you allow the use of cookies in order to take advantage of the features of our website that rely on their use. If you prevent their use you will not be able to use all the functionality of our website.

Below are some of the ways we use cookies:

  • To record whether you have accepted the use of cookies on our website. This is solely to comply with the law. If you have chosen not to accept cookies we will not use cookies for your visit, but unfortunately our site will not work well for you.
  • To allow essential parts of our website to operate for you.
  • To operate our content management system
  • To operate the online notification form – the form that you use to contact us for any reason. The cookie is set on your arrival at our website and deleted when you close your browse.
  • To enhance security on our contact form. It is set for use only through the contact form. This cookie is deleted when you close your browser.
  • To collect information about how visitors use our site. We use the information to improve your experience of our site and enable us to increase sales. This cookie collects information in an anonymous form including the number of visitors to the site, where visitors have come to the site from and the pages they visited.
  • To record that a user has viewed a webcast. It collects information in an anonymous form. This cookie expires when you close your browser.
  • To record your activity during a webcast. For example as to whether you have asked a question or provided an opinion by ticking a box. This information is retained so that we can serve your information to you when you return to the site. This cookie will record an anonymous ID for each user but it will not use the information for any other purpose. This cookie will last for a period of time after which it will delete automatically.
  • To store your personal information so that you do not have to provide it afresh when you visit the site next time. This cookie will last for a period of time after which it will delete automatically.
  • To enable you to watch videos we have placed on YouTube. YouTube will not store personally identifiable cookie information when you use YouTube’s privacy-enhanced mode.

Should you provide information to us that is intended to be read, copied, downloaded or used by other people we do not accept responsibility for what those persons may do with it. You are responsible for satisfying yourself about the privacy levels of other people who may see/use your information. If it is available worldwide then there is no control whatsoever over how it may be used.

We will always preserve the confidentiality of our clients and their relationship with us. We keep information that forms a part of our business records for six years. This is because the tax authorities may demand information for up to six years. We may also have to support or defend claims in a court of law.

If we are required to give information to legal authorities we have to disclose it providing they have the required documents and authorisation. It is the law.

Except as mentioned above we do not rent, sell or otherwise disclose any of your information to anyone outside our business.

Our website is hosted in the EU, therefore any data obtained through our website in the UK may be ‘processed’ outside the UK.

You have the right to know that we store information about you. You also have the right to request a copy of that information. You are able to ask us to correct anything that you think is wrong by contacting us in writing stating what is wrong and asking us to correct/remove it. In order to safeguard your information we will also take steps to verify your identity before making changes to or deleting any of your data. All requests should be made either by email to sales@hickshadley.com or lettings@hickshadley.com, or in writing to the Data Controller, Hicks Hadley Estate Agents, 11-13 Hagley Road, Halesowen, West Midlands B63 4PU.