PRIVACY POLICY

Privacy Notice General Data Protection Regulation (GDPR)

At 1st Property Management And Services, we are committed to protecting your personal information we receive from you individually or collectively. This privacy policy covers the collection, use and disclosure of personal information that we collect from you. This information is only required by us and/or any partner/associated companies to provide you with the products, quotes or information you have requested or may require. All data subjects whose personal data is collected, in line with the requirements of the General Data Protection Regulation (GDPR). 1st Property Management And Services T/A 1st Property or 1st Property Management (“‘we” or “our”) takes data privacy seriously. This privacy Policy informs the user ( Agency, Agent, Landlord, Tenant) of www.1stpropertymanagement.co.uk and 1st Property websites on which the Privacy Policy is displayed (“website”) how we, as a controller within the meaning of General Data Protection Regulations (“GDPR”) collect and process the personal data and other information of such users in connection with usage of the Website.

Personal data

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as: “any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

Personal Data Collection

When you visit, register or use the services on the Website or Online Platform, you may be asked to provide certain information about yourself, including your name, contact details, bank details, credit or debit card details and information about your property or the optional information within the property enquiry form (detailed below in point 3), financial requirement, stage of purchase as a Seller, Purchaser, Landlord, Tenant, Developer, Licensee or anyone interested in a property or the products & services offered by us to ensure an efficient move takes place.

18 Age Restrictions

All users under the age of 18 must obtain parent or guardian’s permission to use our service before submitting personal information to our website or online platform. Users who have not obtained this prior approval are prohibited from utilising our services and providing personal information.

Registration:

When you register on the Website you may be required to provide personal information such as your name, address, telephone number, email address and a password. You can change and update this information at any time by logging into the Online Platform once registration has been completed, with listings please do not put your house or flat number when making advert live. This is necessary to allow communication between parties (landlord, tenant, agents, and agencies) relating to the various properties being advertised on the Online Platform. If you do not want to share your personal information with property owners or marketers, please do not use the service. Our service is a third-party company that allows property owners, agents, agencies, and tenant and those searching for properties to discuss, negotiate and communicate property viewings, offers and details. When a dialogue is conducted off the website, we hold no liability for any information that is processed or passed on.

Property enquiry:

When making an enquiry via Zoopla Property Group, Prime Location, Social Media and our website you may be required to provide further information on your current stage of moving or marketing your existing property such as;

Do you have a property to sell, rent? This will allow us and the vendor/landlord to understand the approximate length of time you will require to purchase or rent the property you are enquiring about.
Do you have a mortgage in place? This will allow the buyer to understand whether you require time to process a mortgage and if you are in a comfortable position to proceed with a purchase. It will also allow 1st Property to give assistance in finding a mortgage provider.
How you heard about us? This allows us to understand what marketing is working (or not), so we spend our money wisely and help our users save on fees.

By answering these optional questions, you agree to this information being passed to the property owners of the properties that you are enquiring about.

Log in

When you log into the Online Platform you will be required to enter a username, email address, contact number and password. We will store this information on the system. Please keep your username and password safe and do not disclose it to anyone.

Property notifications

If you opt to add a property notification, we will collect relevant optional information on what property you are looking for and the area you are searching, which will be stored. This will be set to email as an alert to your supplied contact information. This will be sent as and when a property is added to the website that fits your criteria. If you no longer wish to receive this notification, please email us at info@1stpropertymanagement.co.uk. You may take advantage of our partner referrals via our third-party service providers and consent to us/them providing you contact or quotes. These may be Mortgages, Utilities, Insurance, Broadband

Payment and Services

Before you can instruct us as your agent, you must pay the upfront fee for the service of your choice. Details of these fees and the services they pertain to are listed on the website. Some of the services require further fees on a regular basis for as long as the service is utilised. Services that incur a recurring fee are marked as such. You can cancel recurring fees at any time and the service will cease. The fee constitutes the whole of our commission, with no further fees being due to us if the property is sold or let during the marketing period.

Payments on this site are strictly made through Stripe payment. For more information and there policy, please visit the Stripe payment site
If you cannot make a payment through the website, and wish to pay through alternative methods, such as bank transfer, or over the phone, please contact our office number.
If you choose to use paid aspects of the Service, you agree to the posted pricing and billing terms on this Site.
Certain aspects of the Service are provided for a fee or other charge. These fees and charges are set forth on this Site. Should you elect to use paid aspects of the Service, you agree to the pricing, payment and billing policies posted on this Site applicable to such fees and charges, plus VAT or other taxes as or if applicable. 1st Property Management may add new services from time to time for additional fees and charges, or prospectively amend fees and charges for existing services.

Marketing with 1st Property and instructing us to sell or rent your property

When you take advantage of any of our products and services (instructing us to market) you will be asked for information about you and your property, such as

Ownership via Land Registry documents, mortgage deeds, service charge or similar
Proof of identification, proof residence
Agents or agency via Redress scheme, regulated body if required

We put these measures in place to protect both the property owners and users and also that of our third-party property portals. We must ensure the property owners and marketers are authorised to sell or rent or manage the sale or let of a property. This will be reviewed and authorised by a senior member of our team to limit any unauthorised marketing of properties. Property portals we use to market your property are Zoopla Property Group (“property portals”) and their privacy policies can be found here:

Zoopla Property Group – https://www.zpg.co.uk/site-services/privacy-policy Your property will be displayed on these property portals on certain packages, so please do read the policies

Your door number will not be disclosed on marketing materials by us, but this may be disclosed on viewing confirmations or to additional service providers when carrying out Energy Performance Certificates, valuations, floorplans, descriptions, and photography. Property details will also contain reference to the characteristics and details of your property provided or approved by you as well as on our Website and on marketing materials and property portals. You are responsible for having a Energy Performance Certificate (EPC), we can provide this if needed.

Third Party Advertising

Third parties may advertise on our web site. In doing so, those parties, their agents or other companies working for them may use technology that automatically collects your IP address, when they send an advertisement that appears on our website, through your browser. They may also use other technology such as cookies or JavaScript to personalise the content of, and to measure the performance of their adverts. We do not have any control over these technologies or the data that these parties obtain. Accordingly, this privacy notice does not cover the information practices of these third parties.

Website Usage Information

We may use software embedded in our website (such as JavaScript) to collect information about the pages you have visited and how you have reach them, your activity on the pages you visit, the time you spend on each page, as well as our performance in providing the right content to you.

Photographs

You can upload photographs to the Online Platform (Agency, Agent, Seller, Landlord, Developer or Association) at any time to use for marketing purposes via the 1st Property system and property portals. Our property assistants may also upload photographs. These photographs may result in the address becoming identifiable. This information is uploaded at the property owner’s or manager’s own risk. We do not check or alter these images.

Arranging viewings and making offers

When a prospective Purchaser or Tenant wishes to view a property, they may request a time and date, but the Agent, Seller or Landlord must review, confirm, or amend suggested viewing dates within 24 hours.

Viewers who wish to make an offer can do so by contacting us via email or phone. Seller or Landlord will be provided with the name of the person who has made the offer together with details of their position as a Purchaser or Tenant where provided.
when an offer is made, depending on the level of service purchased we may require further information such as the name and contact details of your Conveyancing solicitor as required for the memorandum of sale as well as mortgage information (if applicable).

Saving properties

Within your account area on the website, you will be able to save properties (once registered) that you have enquired about on the Website or Online Platform. We may use anonymised information of storing and clicking to provide clients with a property performance report to indicate how many people have viewed the property within the website. We may anonymously aggregate these details to indicate how many users have clicked on a particular property, to enable us to provide feedback on why a property is under- or over-performing and to allow us to enhance our service.

Viewing Feedback

We may ask tenants or buyers (viewers) for feedback on the viewing, depending on the level of service purchased by you. If so, this information will be provided to the Seller or Landlord or Developer to enable them to understand why an offer was placed or what they can do improve the property.

Our messaging service and communication tool

When you send an enquiry, message, email or an alert on a property this will be sent to the property owner or marketer to contact you to arrange a viewing or communicate further on the property. When sending an enquiry or viewing request or offer and providing your contact details you will consent to this information being passed on to a Seller, Purchaser, Landlord, Tenant or third party because of your use of the Website. Personal information will only be disclosed to the sender or receiver of the message, email, or alert as is required for the purpose of the communication.

Who has access to the information you provide, or we collect?

We retain access to all personal information that we have collected from you to enable us to offer our communication tool via the website and or also communicate your messages and store them within your account area for future reference, security, safety and record. Where any of our products and services are combined with others such as property portals, software and third-party service suppliers or partners, those partners may have access to your Information. Their use of your personal information is governed by their privacy policies. We are not responsible for the privacy policies and practices of any other sites, even if you access them using links from the Website or Online Platform. We therefore recommend that you check the policy of each site that you visit and make sure that you are comfortable with the terms of such policies before providing any personal information.

If our business enters into a joint venture with or is sold to or merged with another business entity, your Information may be disclosed to our new business partners or owners and you will be notified of such take over, merger or buyout.

We will not otherwise disclose, sell, or distribute your Information to any third party without your permission unless we are required to do so by law.

Cookies

A cookie is a small string of text that a Website can send to your browser to assist in session-state management or store user information for the purposes of distinguishing your browser from a previous visitor by saving and remembering any preferences or passwords that may have been set while browsing that particular site.

More about Google’s Privacy Policy.

Currently this site uses cookies for session-state management and user tracking analysis (Google Analytics). We have no current plan to use cookies for any other purpose. When cookie technology is used, the main purpose is to store user identification information to allow you to have a better experience when using this site. We will revise this policy statement accordingly if we elect to begin using cookie technology for any other purpose, so you may wish to check this policy periodically for updates.

Security, Storage and transfer of information

We follow strict security procedures to ensure that your personal information is not damaged, destroyed, or disclosed to a third party without your permission (unless they are providing services as outlined) and to prevent unauthorised access to it. If we are working with third parties, we will and cannot guarantee the same but will contact you prior to obtain permission to give them your information. We use appropriate technical and organisational measures and precautions in order to protect your personal data and to prevent the loss, misuse or alteration of your personal data. We have lots of technical measures, routinely monitor our network and we use industry standard SSL certificates. While we make sure to keep your data safe, no data transmission over the Internet is 100% secure. We can’t guarantee the security of any information you send us and you do so at your own risk. Only employees who need the information to perform a specific job are granted access to personally identifiable information. We will explicitly ask you when we need information to identify you. We may require you to co-operate with our security checks before we disclose information to you. You can update the personal information that you give us at any time from within the Online Platform. We will retain your information for a reasonable period or for as long as is required by law. If you request to receive no further contact from us, we’ll keep some basic information about you on our suppression list in order to avoid sending you unwanted materials in the future. We may process your personal information on a server located outside the country where you live. The server provider is a global server provide and if there is a failure on the server in the UK the server may be transferred outside of the UK on a securely hosted server.

Changes to the Policy

We can change this Policy from time to time as we enhance new services or features or in response to changes in the law or our commercial arrangements. Any changes to this Policy will be posted on the Website. The information contained in this Website and Online Platform is subject to change without notice, but if any consent is required we will update you.

We use the information we collect about you to:

assist those searching for property to rent and buy;
collecting applicable information on your current living circumstances to assist us to understand your moving needs and requirements;
provide, supply, communicate and upload any of the products, services, facilities and capabilities displayed or referred to on the Website or on the Online Platform;
pass your messages on and make introductions to Agents, Agency’s, Sellers, Buyers, Tenants, Landlords, property developers or people using the Website or Online Platform within the confines of their requests and use of the Online Platform;
improve the efficiency, features, service and products and services we offer support our own marketing and promotion material as well as discounts if you have consented to receive this or we have a legitimate interest to contact you;
keep you updated with relevant information to your registered interests if you have consented to receive this or we have a legitimate interest to contact you;

Your Rights

In this section we have summarised the rights that you have under data protection law. Some of the rights are complex, applying only in certain circumstances and subject to certain exceptions, and in the interests of keeping this policy concise, not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights. You have the right:

To object to us processing your personal information for marketing purposes. If you object, we will stop processing your personal information for this purpose. When we collect your data, you can choose whether or not you wish to receive marketing communications from us. If you wish to stop receiving marketing communications, you can opt out at any time by emailing us at info@1stpropertymanagement.co.uk
To access the information we hold about you and certain information about our processing of it and your rights in relation to it.
In certain circumstances, to obtain erasure of the personal information we hold about you, subject to certain exceptions.
To rectification of the information we hold about you.
In certain circumstances, to restrict our processing of your personal information or object to us processing it If you object, we will stop processing your personal information unless certain exceptions apply.
Where our legal basis for processing your personal information is your consent or the performance of a contract and we process it by automated means, to be provided with the personal information we hold about you in structured, commonly used and machine readable format and to transmit the information to another controller.
To not be subject to a decision based solely on automated processing, including profiling, that produces legal effects concerning you or similarly affecting you, subject to certain exceptions.
Where our processing of your personal information is based on your consent, to withdraw that consent at any time. If you withdraw your consent, we will stop the relevant processing, but it will not affect the lawfulness of our processing before the withdrawal.
To exercise any of these rights, email us at info@1stpropertymanagement.co.uk or write to us at 86-90 Paul Street, London, EC2A 4NE. In addition, you can exercise your right to object to direct marketing at any time by clicking an ‘unsubscribe’ link.
If you consider that our processing of your personal information infringes data protection laws, you have the right to lodge a complaint to a supervisory authority responsible for data protection. You may do this in the EU member state of your habitual residence, your place of work or the place of the alleged infringement. More information about lodging a complaint with the Information Commissioner’s Office (the relevant UK supervisory authority) can be found at https://ico.org.uk/concerns/.
Under the GDPR you have the right to request a copy of the personal information that we hold about you and to have any inaccuracies corrected or information deleted. You will need to prove your identity with 2 pieces of approved identification which can be a: passport, driving licence, birth certificate, utility bill (from last 3 months), current vehicle registration document, bank statement (from last 3 months) or a rent book (from last 3 months). We will verify your identity, noting how and when we verified it, then we will immediately delete that data.
If you can advise of the specific information that you require, we can process your request more quickly. We will respond to your request within one month of you providing information that confirms your identity.

We will respond within one month, giving you a copy of your data, why we have it, who it could be disclosed to and it will be in a format that you can access easily. You have the right to clarify and correct the information, as necessary. It can be deleted providing that it is not required for legal or public interest reasons.

Contact Information

Should you have any questions or concerns regarding our website or privacy policy, please email 1st Property at info@1stpropertymanagement.co.uk Alternatively, we can be contacted by telephone +44(0)203 9849146 (our lines are open 10.00 am- 7pm (UK Time) Monday to Friday.

The postal address for 1st Property is 1st Property, 86-90 Paul Street, London, EC2A 4NE.

Changes to this Privacy Policy

We may update this Privacy Policy from time to time in response to changing legal, regulatory, or operational requirements. We will notify you of any such changes, including when they will take effect, by updating the “Last revised” date above or as otherwise required by applicable law. Your continued use of our website after any such updates take effect will constitute acceptance of those changes. If you do not accept updates to this Privacy Policy, you should stop using our website.