Privacy Policy | Specialist Letting

We are committed to respecting your privacy and keeping your personal information safe.

This privacy notice tells you what to expect when Specialist Letting Ltd, company no 10759467, collects personal information.

It covers all personal data that is gathered by Specialist Letting Ltd.

What type of information do we collect?

We will collect your full name and necessary contact details from you whenever you engage with us. Depending on the service we provide to you we may also collect additional data in order to provide our services and comply with relevant laws. We do not usually collect sensitive personal information about customers.

How do we collect information?

When you contact us (i.e., send us an email or letter, call us or subscribe to our newsletter) we collect personal information you give us, such as your name, address and email address.

We collect information from directly (i.e., correspondence by email) and indirectly (information you disclose to third parties, or which is available publicly).

Your personal information will only be used for the specific reasons stated.

Why do we collect personal information?

The legal basis that we rely on for processing your data will depend upon the circumstances in which it is being collected and used, but will in most cases fall into one of the following categories:

where you have provided your consent to allow us to use your data in a certain way
where the processing is necessary to carry out for the performance of a contract with you
where the processing is necessary in order for us to comply with a legal obligation; or
where it is in our legitimate interests to perform our functions, for example, sending you administrative communications
where our legitimate interest is to provide a service

How do we store personal information?

We follow strict security procedures in the storage and disclosure of information which you have given us. This is to prevent unauthorised access or unlawful processing of your personal information.

We keep your information confidential and store it on a secure server which is password protected and hidden behind a firewall. We use secure socket layer software (SSL) to encrypt all of your personal information including name and address.

All hard copy paper files are stored in secure location.

We aim to keep all data up to date, amending our databases when new or updated information is received.

Where we have given you (or where you have chosen) a password which enables you to access certain parts our website, you are responsible for keeping the password confidential. You agree not to share that password with anyone else.

How do we use personal information?

We use information provided directly or indirectly for the following purposes:

Performance of a contract
Legal obligation
Consent
Legitimate interest

We use your personal information to undertake the services agreed upon with you.

Where you give us your consent, we may also use your personal data in order to send you marketing communications including our newsletters and other publications informing you about our activities.

We may analyse the personal information we collect about you. This is so we can contact you in the most appropriate way and with the most relevant information.

How do we share and disclose personal information?

We may use service providers (contractors, marketing providers and software platform providers) to help us provide you with our services.

We may give relevant persons within these service providers access to your personal information, but only to allow them to perform their services for us.

Because internet infrastructure is global and it is not possible to predict the routes that information sent over the Internet will take, the information you provide may be transferred temporarily via a route which takes it outside the European Economic Area as it passes between you and us. By submitting your information, you consent to this transfer.

We may disclose your personal information when required to by law, for example, to HMRC for tax purposes or to police forces for the prevention or detection of crime.

We will not lease, swap or sell your personal information to other organisations for use in their own marketing activities.

Job applicants

If you apply for a job with us, we’ll hold the personal information you provide to process your application.

We may monitor recruitment statistics in line with employment and data protection law. If we need to disclose information to a third party, we will not do so without asking you beforehand unless the disclosure is required by law. For example, if we need to take up a reference, or obtain “disclosure” from the Disclosure & Barring Service.

If you apply to work with us, we’ll only hold your data for the purposes of that application. We won’t hold your personal information for any longer than is necessary for the purposes of that application.

How do we use cookies and other tracking tools?

We use cookies to help us make our website better. Cookies are small text files that sit on your device so that our website will remember you.

If you wish to restrict or block the cookies which are set by our websites, or indeed any other website, you can do this through your browser settings. The 'Help' function within your browser should tell you how. Please be aware that restricting cookies may impact the functionality of some areas of our website.

When someone visits www.specialistletting.com we use a third party service, Google Analytics, to collect standard internet log information and details of visitor behaviour patterns.

We do this to find out information such as how our website was accessed and the number of visitors to the various parts of the site. This information is processed in a way which does not identify anyone. We do not make, and do not allow Google Analytics to make, any attempt to find out the identities of those visiting our website.

We also use click through and open mail tracking when sending emails so that we can check whether the recipient has opened an email, unsubscribed, or clicked on a link to our website. This enables us to assess the effectiveness of our email campaigns.

We reserve the right to modify or update this policy at any time, and changes and clarifications will come into effect immediately upon their posting on the website. If we make material changes to this policy, we will notify you here that it has been updated.

Get in touch

If you would like to access, correct, amend or delete and personal information we have about you, please contact us at info@specialistletting.com or send us a letter:

Specialist Letting Ltd

11 Nalder Green

East Challow

Wantage

Oxon

OX12 9WE