Revision Date: 16/5/2018
Michael Morris (“we”, “our”, “us”) are committed to protecting and respecting your privacy.
This policy sets out the basis on which any personal data that you provide to us or we collect from you will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it. By visiting michaelmorris.co.uk you are accepting and consenting to the practices described in this policy.
For the purpose of the General Data Protection Regulation (“GDPR”) the data controller is Michael Morris of 111 Blackstock Road, London, N1 2JF. Michael Morris Estate Agents is registered as a Data Controller with the Information Commissioners Office with the registration number; Z9958070.
How is your information collected?
Michael Morris collects information about you in three ways;
Information you give us;
We will collect and process data that you give us in the following ways:
1. Information that you provide by completing forms on our website; michaelmorris.co.uk. This includes, but is not limited to registering for an account, requesting a viewing, requesting a valuation of a property or contacting us.
2. Information that you provide in person at our offices.
3. Information that you provide when contacting us by telephone, letter, fax, e-mail, SMS or instant message
Information that we collect from other sources;
We will collect and process data about you that we receive from third parties in the following ways;
1. Information that you provide when contacting us by telephone and your call is answered by a third party answering service.
2. Information that you provide by completing forms on third party websites – This may include property portals such as Rightmove, On the Market and Zoopla. We recommend that you check the privacy policies of these websites before submitting personal information on them.
3. Previous or current landlords for the purpose of obtaining references
4. Other agents / companies / individuals as and when required for purposes which will be disclosed. In such cases the purposes will be disclosed to you.
Information collected automatically:
Each time you visit the michaelmorris.co.uk website, information related to your use of our website is collected. We categorise this information as Technical Data and Usage Data,
Our third party hosting provider collects and stores server logs to ensure network and IT security and so that the server and website remain uncompromised. This includes analysing log files to help identify and prevent unauthorised access to our network, the distribution of malicious code, denial of services attacks and other cyber attacks, by detecting unusual or suspicious activity.
We have a legal obligation to implement appropriate technical and organisational measures to ensure a level of security appropriate to the risk of our processing of information about individuals. Recording access to our website using server log files is such a measure.
We use Google Analytics to analyse the use of our websites; Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users' devices. The information generated relating to our website is used to create reports about the use of our website. Details captured during your visit will include, but not limited to, IP Address, traffic data, location data, weblogs and other communication data and the resources you access, however, all data collected is anonymous and will not identify you as an individual. Google store this activity data.
To opt out of being tracked by Google Analytics across all websites, please visit https://tools.google.com/dlpage/gaoptout
What information do we collect?
We may collect, use, store and transfer different kinds of personal data about you. We have categorized this data below;
Identity Data; Includes Title, Full Name, Gender, Date of Birth, Marital Status, National Insurance Number (Mainly Landlord and Tenants, sellers we dont ask for date of birth but is in passport, Checks are done by referencing companies )
Contact Data; Includes Address, E-mail Address, and Telephone Numbers
Financial Data; Includes Bank Account Details, Financial References (mainly for tenants )
Employment Data; Includes Employers Name, Salary ( through reference agents )
Transaction Data; Includes details of payments made by you and to you.
Technical Data; Internet protocol (IP) address used to connect your computer to the Internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform.
User Profile Data; Includes your username and password
Usage Data; Full Uniform Resource Locator (URL) from which you accessed our site or that you visit after our site; properties you viewed or searched for; page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks, and mouse-overs), and methods used to browse away from the page
Documentary Data; Copies of I.D. Documents such as passports
Marketing and Communications Data; Includes your preferences relating to receiving marketing from us and our third parties and your communication preferences
How and why do we use the information that we collect
We are only permitted to use your personal information if we have a legal basis for doing so. The lawful bases are outlined in Article 6, Section 1 of the GDPR.
'performance of a contract'
'compliance with a legal obligation'
'protection of your, or another's vital interests'
'public interest/official authority'
'our legitimate interests'
We rely on the following legal bases to use your personal information:
Categories of Data Processed
Lawful Basis for Processing
Processing and responding to a query from you
Registering you as a new customer or contact and verifying your identity
Performance of a contract with you
Provision of estate agency services including processing information in connection with a property's sale or letting, arrangements for the transfers of funds by or to third parties and end of contract arrangements;
Identity, Contact, Financial, Employment, Transaction, Documentary
Performance of a contract with you
Identity, Contact, Financial
To administer our website, including troubleshooting, data analysis, testing, research, and statistical purposes, to allow you to participate in interactive features of our service, when you choose to do so.
When the lawful basis is your consent we will always ask for your consent and explain why we need the personal information at the time of asking for your consent. If we are relying on consent, you can withdraw your consent to our processing of your personal information at any time by contacting us.
Storage of your personal data
All information you provide to us is stored and processed on secure servers at our offices or on those provided by our service providers in the UK.
Unfortunately, the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, we cannot guarantee the security of your data transmitted to our site; any transmission is at your own risk. Once we have received your information, we will use strict procedures and security features to try to prevent unauthorised access.
We have put in place procedures to deal with any suspected data security breach and will notify a Data Subject, the ICO and any other applicable regulator of a suspected breach where we are legally required to do so.
Who do we share your personal data with?
We will not share your data with anyone for marketing purposes. However there are occasions when we must share your data;
In order to provide our services, and to fulfil our contractual obligations to you, we may share your information with selected third parties including but not limited to:
1. Suppliers and sub-contractors, for the performance of any contract we enter into with them or with you; i.e. providers of energy performance certificates and floor plans, photographers, electricians, plumbers, credit reference agencies and estate agents.
2. Analytics providers that assist us in the improvement and optimisation of our site and services.
3. Service Providers – i.e software and hosting providers
We only allow our service providers to handle your personal data if we are satisfied they take appropriate measures to protect your personal data. We also impose contractual obligations on service providers relating to ensure they can only use your personal data to provide services to us and to you.
We may disclose and exchange information with law enforcement agencies and regulatory bodies to comply with our legal and regulatory obligations.
We may also need to share some personal data with other parties, such as potential buyers of some or all of our business.
How long will we keep your personal information for?
How long we keep your personal information for depends on the services we deliver to you. We will never retain your personal information for any longer than is necessary for the purposes we need to use it for.
For all transactions, ie sales or tenancies effected through us, we have a legal requirement to retain all data for a period of 7 years Islington Council has in the past asked for details going back over 10years
Automated Decision Making
We do not use any automated decision making processes
We do not knowingly collect information from children under the age of 18 and our services are not targeted at children under 18. We will not knowingly accept any data from a person who is under the age of 18 years.
Under certain circumstances GDPR legislation provides you with the following rights:
What We Do
Right to be Informed
Individuals have the right to be informed about the collection and use of their personal data. We publish this privacy notice in order to keep you informed.
Right of Access
Individuals have the right to access their personal data and supplementary information. If you wish to access the personal information we hold about you, please contact us at firstname.lastname@example.org or by writing to Michele Monticello, Michael Morris, 111 Blackstock Road, London, N1 2JF.
Right to Rectification
Individuals have the right to have their personal data rectified. If you need us to rectify the personal information we hold about you, please contact us at email@example.com or by writing to Michele Monticello, Michael Morris, 111 Blackstock Road, London, N1 2JF.
Right to Erasure
Individuals have the right to be erased, this is also known as the ‘right to be forgotten’. If you would like us to erase the personal information we hold about you, please contact us at firstname.lastname@example.org or by writing to Michele Monticello, Michael Morris, 111 Blackstock Road, London, N1 2JF. We will not be ably to comply with requests if we have a legal obligation to hold the data.
Right to Restrict Processing
Individuals have the right to block or suppress processing of personal data. If you would like us restrict processing of the personal data we hold about you, please contact us at email@example.com or by writing to Michele Monticello, Michael Morris, 111 Blackstock Road, London, N1 2JF.
Right to Data Portability
Individuals have the right to obtain and reuse their own personal data for their own purposes across different services. If you would like us to provide you with your personal data, please contact us at firstname.lastname@example.org or by writing to Michele Monticello, Michael Morris, 111 Blackstock Road, London, N1 2JF. This right only applies to personal data that you have provided to us as the data controller and the basis for processing is Consent or Performance of a Contract.
Right to Object
Individuals have the right to object to processing of their personal data. If you wish to object, please contact us at email@example.com or by writing to Michele Monticello, Michael Morris, 111 Blackstock Road, London, N1 2JF.
Right to Withdraw Consent
Individuals have the right to withdraw their consent at any time. You can at any time tell us not to send you marketing communications by email by clicking on the unsubscribe link within the marketing emails you receive from us or by contacting us at firstname.lastname@example.org or by writing to Michele Monticello, Michael Morris, 111 Blackstock Road, London, N1 2JF.
Right to Make a Complaint
Individuals have the right to make a complaint to a supervisory body which in the UK is the Information Commissioner’s Office. In the first instance we would ask you to contact us and allow us to investigate and identify any issues you may have, by contacting us at email@example.com or by writing to Michele Monticello, Michael Morris, 11 Blackstock Road, London, N1 2JF. The ICO can be contacted through this link: https://ico.org.uk/concerns.
In order to ensure privacy and security, we will take reasonable steps to verify your identity before granting you access to your personal data.
We will make reasonable attempts to promptly investigate, comply with, or otherwise respond to your requests as may be required by applicable law.
Depending upon the circumstances and the request,the Company may not be permitted to provide access to personal data or otherwise fully comply with your request; for example, where producing your information may reveal the identity of someone else. Data subjects have the right to know from the data controller as to whether or not personal data concerning them is being processed, where and for what purpose free of charge. However, we reserve the right to charge an appropriate fee for complying with your request where allowed by applicable law should the request be deemed repetitive or excessive. We also reserve the right to deny your requests where, in the Company’s discretion, they may be unfounded, excessive, or otherwise unacceptable under applicable law.
Links to Other Websites
Our website may, from time to time, include links to the websites of third parties. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. We recommend that you check the privacy policies of these websites before submitting personal information on them.