Important information on how we use and store data
LeGrys Limited and associated companies, LeGrys Bespoke and Legrys Lettings, are bound by this Privacy Notice to ensure your privacy and personal information and use of your personal data is protected. The following is explained within this notice:
What personal information is:
Personal information 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.
Some personal information is classified as "special" data under data protection legislation. This includes information relating to health, racial or ethnic origin, religious beliefs or political opinions and sexual orientation. This information is more sensitive and we need to have further justifications for collecting, storing and using this type of personal information. There are also additional restrictions on the circumstances in which we are permitted to collect and use criminal conviction data.
Any references to personal information in this privacy notice will include personal data, and where relevant, special categories of personal data.
How we collect it:
We will collect your full name and contact details (such as phone number, email address and postal address) from you whenever you engage with us.
In addition, if we are providing a service to you, or on your behalf, where we are required to do so by law (Right to Rent checks for example), we will collect information relating to your identity, which will be at least one form of photographic identification (such as a passport, a driving licence or an identification card) and one form of documentation with proof of your place of residence (such as a recent utility bill). If you subscribe to receive research, news or other market updates from us, then in addition to the above we will collect details about the type of content that you would like to receive.
LeGrys record telephone calls for training and monitoring purposes. Voice files are considered personal data as they may include caller's contact detail or financial information. As such, call recording is classified as a form of data processing.
How we use your personal information:
Under data protection legislation we are only permitted to use your personal information if we have a legal basis for doing so. We rely on the following legal bases to use your information;
For employment-related purposes
Where we need information to perform the Contract we have entered into with you
Where we need to comply with a legal obligation
Where the processing is necessary for us to carry out activities for which it is in our legitimate interests (or those of a third party) to do so and provided that your interests and fundamental rights do not override those interests, including:
Processing that is necessary for us to promote our business, brands and products and measure the reach and effectiveness of our campaigns – this will include sending you marketing information from time to time after you have engaged us to provide services or received services from us either which may be similar and of interest to you or where you have expressly indicated that you would like to receive such information. You have the right to opt out of receiving this information at any time.
Processing that is necessary to improve our knowledge of the real estate sector – this will include undertaking market analysis and research so that we better understand trends in the property sector and provide better knowledge along with more tailored and relevant services for our customers in the future.
Processing necessary for us to operate the administrative and technical aspects of our business efficiently and effectively – this will include verifying the accuracy of information that we hold about you and create a better understanding of you as a customer; processing for administrative efficiency purposes such as where we outsource certain administrative functions to third parties who are specialise in such services; processing for network and information security purposes i.e. in order for us to take steps to protect your information against loss, damage, theft or unauthorised access or to comply with a request from you in connection with the exercise of any of your legal rights.
How we share your personal information:
We use your personal information for the purposes of fulfilling our obligations to you to let or sell your property or, if you are a buyer or tenant, for the purposes of arranging viewings, obtaining feedback, and arranging a contract for sale or a lease for you.
We will use your personal information to conduct due diligence in accordance with other legal or regulatory obligations
We will share your personal information with your appointed solicitors and the solicitors and agents acting for the other side of the deal as is necessary to facilitate the sale or purchase. We may also share your personal information with joint or multi agents or developers, as the case may be.
We will share your personal data with third party referencing agencies for the purposes of the prevention and detection of crime, fraud and/or money laundering and checking your suitability to rent that property. In such circumstances, the third party referencing agency may act as a data controller for your information.
If we are managing your property, we may need to pass your personal information from time to time on to third party contractors whom we have engaged to carry out maintenance on your properties.
We operate CCTV in our offices based on our legitimate interest in protecting the property and ensuring the safety of visitors, tenants and clients, as well as to assist with the prevention and detection of crime.
How we keep your information secure:
The security of information is very important to us and we have measures in place which are designed to prevent unauthorised access to your personal information including but not limited to:
Our client files are stored on our secure client management systems. Access is restricted on our client systems to those within the business who are required to have access to your information for legitimate business purposes. Secure passwords are required and regularly updated.
Hard copy documentation is secured in locked files and shredded when no longer needed.
How long we keep your information:
The length of time we keep your personal information depends upon the type of service you have requested from us. The retention period may be longer than the period for which we are providing services to you where we have statutory or regulatory obligations to retain personal information for a longer period, or where we may need to retain the information in case of a legal claim.
Your rights in relation to your personal information:
You have a number of rights in relation to your personal information, including the right to:
To be informed about how we use your personal information.
Obtain access to your personal information that we hold.
Request that your personal information is corrected if you believe it is incorrect, incomplete or inaccurate.
Request that we erase your personal information in the following circumstances:
LeGrys is continuing to process personal information beyond the period when it is necessary to do so for the purpose for which it was originally collected.
LeGrys is relying on consent as the legal basis for processing and you withdraw consent.
LeGrys is relying on legitimate interests as the legal basis for processing and you object to this processing and there is no overriding compelling ground which enables us continue with the processing.
If the personal information has been processed unlawfully (i.e. in breach of the requirements of the data protection legislation).
If it is necessary to delete the personal information to comply with a legal obligation.
Ask us to restrict our data processing activities where you consider that:
personal information is inaccurate.
our processing of your personal information is unlawful.
where we no longer need the personal information but you require us to keep it to enable you to establish, exercise or defend a legal claim.
where you have raised an objection to our use of your personal information.
Request a copy of certain personal information that you have provided to us in a commonly used electronic format. This right relates to personal information that you have provided to us that we need in order to perform our agreement with you and personal information where we are relying on consent to process your personal information.
Object to our processing of your personal information where we are relying on legitimate interests or exercise of a public interest task to make the processing lawful. If you raise an Objection we will carry out an assessment to determine whether we have an overriding legitimate ground which entitles us to continue to process your personal information; and
Not be subject to wholly automated decisions which produce legal effects or which could have a similarly significant effect on you.
What are cookies?
Cookies do not contain any personal or confidential information about you.
The types of cookies that we use
We use three types of cookies on our websites:
- Functional cookies that are essential for our website to work
- Analytical cookies that anonymously count interactions on our website
- Non-essential or tracking cookies that are used for marketing activities
Functional session cookies and persistent cookies are necessary in order for you to use our website. These cookies can be deleted via your browser, but this will restrict the functions that you are able to carry out on our website, such as logging into My Move.
Session cookies expire when you leave the website and are not stored on your computer and do not contain any personal data.
Persistent cookies last beyond your visit to our website.
We use analytical cookies on our website. They enable us to track how popular our site is and to record visitor trends over time. These cookies do not contain any personal data but they do use your computer’s IP address to determine where in the world you are accessing the website from, and to track your page visit within the site.
Non-essential or tracking cookies:
Cookies we use:
How to make a complaint and how to contact us:
If you wish to make a complaint about the way we use your personal data, please contact any of the following offices and we will do our utmost to resolve the issue:
LeGrys Ltd and LeGrys Bespoke (The Old Bank) 69D London Road, Southborough, TN4 0PA
LeGrys Ltd, LeGrys House, 3 Molesworth Street, Wadebridge, Cornwall PL27 7DA
LeGrys Ltd, LeGrys House, 20 Fore Street, Camelford, Cornwall PL32 3PG
LeGrys Ltd, LeGrys House, 3 Central Parade, Wadhurst, TN5 6AL
LeGrys Ltd, LeGrys House, 11 High Street, Cranbrook, Kent TN17 3EB
Mr William LeGrys, Managing Director via his PA, Joanna Irwin email@example.com
Mr Robert Guest, Company Secretary and in-house Solicitor firstname.lastname@example.org