O’Connor Estate Agents is committed to ensuring that your privacy is protected and our use of your personal information is governed by this Privacy Notice. In this Statement the words ‘You’ and ‘Your’ refers to anyone whose personal information we process. In this Statement the words ‘We’, ‘Our’ and ‘Us’ refer to O’Connor Estate Agents.
We are committed to protecting and securing any data received and treating all personal information as confidential and in accordance the General Data Protection Regulation EU 2016/679 (GDPR).
We have taken measures to ensure that any data received is kept safe, secure and confidential and that we are fully transparent in how we collect and process any data and that it is then only used for the purpose it was provided.
This Privacy Statement will explain:
- What personal information we collect
- How we collect and use this information
- Your rights with regard to this information
- How we retain and protect this information
Confidentiality is paramount to O’Connor Estate Agents so we ask you review this Statement and if you have any queries please let us know.
WHAT PERSONAL INFORMATION WE COLLECT
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.
If we are providing a service to you, or acting on your behalf, where we are required to do so by law, 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).
Additional information depending on the service provided may be required. See breakdown below:
If we are acting as your Sales or Letting Agent:
We will collect your contact details.
If you are not the legal owner of the property we will request details from you as to your ability to sell or let the property such as a Power of Attorney or Grant of Probate
We will collect your bank account details to arrange onward payment of rent/deposit due to you.
If we are letting a property on your behalf we may require your PPS number in order to register the tenancy with the RTB
If you want to rent a property from us:
Your specific requirements to ascertain if we have any suitable properties.
We will seek a work reference, previous landlord reference and proof of funds in order for us to recommend to a tenancy to our client.
Your bank, building society or similar account details to allow us to set up a Standing Order for Rental payments as per the agreed tenancy agreement.
If you wish for us to manage an Investment property on your behalf we will require the same information as per above.
HOW WE COLLET AND USE THIS INFORMATION
As part of running our business we collect personal information provided directly by you by phone, in person at viewings, email, text messaging, our website and other recognised property websites. We do not gather any personal data from public sources.
Any information or data received is solely used for the purpose it is intended or services requested from you. We use your personal information for the purposes of fulfilling our obligations to you and to let or sell your property or, if you are a buyer or tenant, for the purposes of arranging a contract for sale or a lease for you. If Selling or Buying a property we will be required to share your information with our client and their solicitor and any appointed representative in accordance with legitimate business purposes. For new build properties we may be required to share your details with the builder in order to confirm/alter/review finishes.
If Letting or Renting a property we will be required at times to share your details with third party utility companies for the purposes of complying with the tenancy agreement and/or property management companies.
If we are managing a Property or Portfolio for you we may be required to pass your information onto a third party contractor whom we have engaged for maintenance or similar works.
If there is a legal precedent to do so we may be obliged to share your details with a third party agency with regard to health and safety or the prevention and detection of crime, fraud and/or money laundering.
YOUR RIGHTS WITH REGARD TO THIS INFORMATION
As set out in Articles 15-22 of the GDPR you are entitled to a number of rights in relation to your personal information, these include:
The Right to be informed: know how we use your personal information.
The Right to access: You have the right to know what personal data we process pertaining to you the data subject;
The Right to Rectification and Erasure: You have the right to request incorrect or obsolete data in relation to you the data subject be updated or deleted;
Right to restriction of processing: You have the right to request that we restrict the processing of your information in certain circumstances;
Right to object: You have the right to object to us processing your personal information in certain circumstances (for example if you believe that we are not using your information in a lawful manner);
Right to data portability: You have the right to receive the personal information you provide to us in a portable format.
If you have any questions, comments or requests regarding any aspect of this Privacy Statement, please do not hesitate to contact us:
By email to firstname.lastname@example.org
By phone on 01-8603997
For any complaints with regards to our handling of your personal data please contact us or alternatively you can contact the Data Protection Commissioner, Canal House, Station Road, Portarlington, Co.Laois R32AP23. Phone: 00761-104800, LoCall: 1890252231 or email: email@example.com
HOW WE RETAIN AND PROTECT THIS INFORMATION
We will retain information where it is necessary or prudent to the running of a lawful business. The length of time for which information is retained will be in accordance with the purpose of the information and any legal regulations pertaining to same information.
We ensure that access to personal information is restricted to O’Connor Estate Agents employees only and that each member of staff is fully aware of the GDPR requirements and maintains the highest level of security and discretion. We are diligent in providing data protection that is line with our Privacy Statement and any applicable legislation.
UPDATES TO THIS PRIVACY STATEMENT
We may update this Privacy Statement from time to time in response to changing legal, technical or business developments.