Privacy Notice

This Privacy Notice explains how we intend to make use of your personal data

We are Keystone Property Sourcing Consultants Ltd. Our Data Protection Officer is Richard Hill and you may contact him at [email protected]

We use data we have collected about people for the following purposes:

• To fulfil contractual obligations, we have toward them (where appropriate);
• To protect our legitimate interests and the legitimate interests of clients (landlords or property sellers/buyers);
• To allow our clients to fulfil their own contractual obligations to you (e.g. by carrying out repairs and property maintenance);
• To fulfil our obligations under the law.

Where we have obtained proper consent to do so we will also use your contact data:

• To allow us to market our services;
• To allow us to market relevant services by other third parties.
• We may also anonymise data and then use it for statistical analysis of the property market.

Specific Data Uses

We will securely use identity and financial data we collect about property sellers, prospective property purchasers, and landlords, for AML checks to fulfil our legal obligation to carry out money laundering and financial criminal checks. We may also make reports to government agencies where we have a reasonable suspicion of money laundering or terrorist or criminal financing.

We may pass identity information to utility providers and local authority tax collection agencies to allow utility and tax accounts to be placed in the correct names to protect the legitimate interests of our clients or as part of a settling in service for a purchase or sale.

We will pass property details to third party contractors to take photographs for marketing purposes and place the details of those properties on mutually agreed websites and in the press to market them for sales or lettings.

We will pass personal contact information of tenants, purchasers, sellers and property details to our approved contractors to allow our clients to fulfil their contractual obligation to organise tenancies and maintain tenanted property and to meet their legitimate interest in protecting their property. We will take steps to require maintenance contractors to comply with their data protection obligations.

We will use Microsoft Office 365 to process email communications and Microsoft One Drive to store data. They process data within the EU and we have a contract with them to protect data privacy. Our IT services are provided by Reflective IT and they may have occasional access to personal data that we hold. We have a contract with them to protect data privacy.

We will pass identity and financial information to legal advisors and debt collectors to protect our and our client’s legitimate interests by assisting in the collection of debts owed to ourselves or our clients or to take legal advice about claims that may be advanced against us or our clients.

Where we have been given your consent to use your data for marketing purposes we will only do so to the extent that your consent was given and only to the organisations or categories of organisations we identified when seeking that consent.

Your Rights

Where we have asked your consent for the use of your data you may withdraw it at any time. We may only then process your data if we can establish a need to do so.

You have the right to ask us to delete or stop processing your data. We may only then continue to do so if we can establish a need to do so.

If you are unhappy with how we have handled your data, you may complain to us at any time by contacting the Data Protection Officer named above. You also have the right to complain to the Information Commission whose details can be found (along with more information on your rights) at (https://ico.org.uk).