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Key Information
· We only use your personal data for the purpose for which you provided it.
· We only share select data with external parties where it is necessary for us to do so to operate our business and provide our service (eg. passing tenancy information to service providers, credit checking agencies, utility companies and the local authority), or if we are required to do so by law. Otherwise we'll always ask for your consent.
 · You can always get in touch to ask us what personal data we hold and to correct and update your data if anything changes.

For an overview of your rights check out our Privacy Policy.

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Privacy Policy

 At Empire Estates, we are committed to safeguarding your privacy. This Privacy Policy explains when and why we collect personal information about our website visitors, customers and people who contact or interact with us, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

By continuing to use this site you agree to us providing to you the information you have requested and confirm that you have read and agree to the use of your information as set out in our privacy policy. If you do not want us to process your personal information as described in this Privacy Policy, please do not provide information to Empire Estates or use our website www.empire-estates.com

Empire Estates have a Data Protection Officer who is responsible for matters relating to privacy and data protection. The Data Protection Officer can be reached at gdpr@empire-estates.com or by post at Empire Estates, 12-14 High Road, Willesden, London, NW10 2QG

Empire Estates is the trading name of EMPIRE ESTATES (UK) LTD a company registered in England & Wales with company number 3221144 and whose registered office is located at Argyle House, 3rd Floor Northside, Joel Street, Northwood Hills, Middlesex HA6 1NF and whose trading Address is Empire Estates, 12-14 High Road, Willesden Green, London, NW10 2QG.

This website is not intended for children.

This privacy notice was last amended in May 2018. It supersedes any earlier version.
For questions relating to this Privacy Policy, please contact us at info@empire-estates.com

The information we collect and how we use it

When you enquire or register for products and services provided by Empire Estates you will provide us with certain personal information. This information may be provided online through our websites, by telephone, by electronic communications or via direct contact with our employees. This information will be stored on our computer systems and in our manual records.

The information we collect from you might include (but is not limited to) your name, address, email address, phone number, date of birth and financial details and any other information you choose to provide to us.

The information we collect through our website using automated technical means includes: the 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, identification number, online identifier and location data. We also collect information about your website visit including which website pages are accessed, page response times and length of visits to pages.

The information that you provide will allow us to process your registration, any valuation or viewing bookings you make for a property, confirm your identity and communicate with you to provide relevant products and services to suit your needs. The relevant information is then used by us to communicate with you on any matter relating to your relationship with Empire Estates in general. Your information may also be transferred or forwarded to other members of Empire Estates for administration, marketing or information gathering and similar purposes. Any calls that you make to our offices may be recorded for the purposes of our business management, training and security.

In order to comply with the Money Laundering Regulations 2017, we will request personal data and documents to confirm identity and address and, in the case of a purchase, will request evidence of funding and the source of any funds being used.  We will also use some of your personal data to carry out electronic identity verification.

The data collected for the purposes of MLR 2017 will be processed for the purposes of preventing money laundering and terrorist financing and will not be used for any other purpose without your express permission.  The financial data that you provide may also be used for the purpose of establishing affordability.  If you are using the services provided by one of our business partners (e.g. mortgage lender, insurance provider, conveyancer) we may pass your details to them for the purposes of preventing money laundering and terrorist financing.

We may, during the course of your relationship with us, request additional information relevant to the provision of specific services; this could include details such as previous property ownership and financial details for mortgage purposes. This information may be shared with third parties where they are involved in the delivery of products or services. In such instances all information provided to the third party will be subject to the terms of this privacy policy and those of the relevant third party privacy policy, details of which will be made available by inclusion in any initial correspondence or documentation that is provided.

Some of the services provided by Empire Estates may be supplied by third parties and therefore we will pass on to the relevant party the information it requires in order to fulfil your needs. In order that we are able to monitor supplier performance and customer satisfaction these third parties will pass certain information such as fulfilment and complaints data back to us. Your information will be handled in accordance with the relevant data protection legislation at all times.

We will use your contact details to keep you informed about suitable products and services provided by Empire Estates and carefully selected third parties. This may involve sharing some or all of your information with carefully selected third parties.  Where information is to be shared with carefully selected third parties, Empire Estates will endeavour to provide you with a further opportunity to opt out of receiving details of individual products and services at the relevant time.

If you would prefer not to receive information from Empire Estates or carefully selected third parties you can opt out by contacting the branch, writing to the Data Protection Office at our registered address or by emailing gdpr@empire-estates.com.

From time to time we may process your information for research, survey and analysis purposes so that we can monitor and improve the services we provide. We may occasionally contact you including by post, email or telephone to ask you for your feedback and comments on our services.

How is your personal data collected?

We use different methods to collect data from and about you including through:

Direct interactions
You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:
•           apply for our services;
•           create an account on our website;
•           subscribe to our service or publications;
•           request marketing to be sent to you;
•           contact us through social media;
•           walk-in to our offices or telephone us
•           enter a competition, promotion or survey; or
•           give us some feedback.
 
Third parties or publicly available source
We may receive personal data about you from various third parties and public sources as set out below:
Contact, Financial and Transaction Data from providers of payment services such as Mastercard based inside the EU.

Identity and Contact Data from data brokers or aggregators such as:
•           Zoopla Property Group based inside the EU
•           Facebook based outside the EU

Identity and Contact Data from publicly availably sources such as Companies House and the Electoral Register based inside the EU.
 
How we protect your information
 
All personal data is stored securely in accordance with the EU General Data Protection Regulation (Regulation (EU) 2016/679) (GDPR). The internet is not a secure medium. We use the most up-to-date technologies to protect the information you give us. We also keep your information confidential. The internal procedures of Empire Estates cover the storage, access and disclosure of your information.
Owing to the global nature of the internet infrastructure, the information you provide may be transferred in transit to countries outside the European Economic Area that do not have similar protections in place regarding your data and its use as set out in this policy. However, we have taken the steps outlined above to try to improve the security of your information.

How long do we hold your personal information?
 
As of 25th May 2018 we will be reviewing our retention periods for personal data annually. We are legally required to hold some types of information for certain prescribed periods to fulfil our statutory obligations. Outside of specific statutory obligations, we will hold your personal data on our systems for as long as is necessary for the relevant purposes for which we use it, or in accordance with any retention periods set out in any relevant contract you hold with us.
           
 Applicants 
 4 years
 Landlord Information  
 10 years
 Tenants Information
 6 years
 Sold Properties 
 8 years
 Market Appraisals   
 10 years
 Withdrawn Properties  
 10 years

                                               
In some cases it is not possible for us to specify in advance the periods for which we will retain your personal information. In such cases, we will determine the period of retention based on the following criteria
•           The information was needed for HMRC purposes
•           The information was for the District Valuer

How we use your personal data
 
In the table below we summarise the ways that we plan to use your personal data and the purposes for which we will use your personal data. We will only use your personal data for the purposes for which we have collected it. If we need to process your personal data for a different purpose that is not compatible with the original purpose that we collected your personal data, we will let you know.

Purpose/ActivityType of dataLawful basis for processing including basis of legitimate interest
To contact youIdentity
Contact
Financial
Transaction
Marketing and Communications
Performance of a contract with you

Necessary for our legitimate interests (for running our business, to recover debts due to us, to keep our records updated and to study how customers use our products/services)
To carry out our obligations arising from any contracts entered into between you and us and to provide with you the information, products and services you request from usIdentity
Contact
Financial
Transaction
Marketing and Communications
Performance of a contract with you

Necessary for our legitimate interests (for running our business and to recover debts due to us)
To provide you with information about other goods and services that we offer which we feel may interest youIdentity
Contact
Technical
Usage
Necessary for our legitimate interests (to develop our products/services and grow our business)
To permit selected third parties:

• to provide you with information about goods or services which we feel may interest you
• to assist us in the improvement and optimisation of advertising, marketing material and content, our services and the website
Identity
Contact
Technical
Usage
Consent (in relation to SMS and email marketing communications)

Necessary for our legitimate interests (to develop our service offering)
To assist us in the improvement and optimisation of advertising, marketing material and content, our services and the websiteIdentity
Contact
Financial
Transaction
Marketing and Communications
Necessary for our legitimate interests (to develop our products/services and grow our business and provision of administration and IT services)
To notify you about changes to our serviceIdentity
Contact
Performance of a contract with you

Necessary to comply with our legal obligations

Necessary for our legitimate interests (to keep our records updated)
To ensure that content from our website is presented in the most effective manner for you and your computerIdentity
Contact
Financial
Transaction
Necessary for our legitimate interests (to develop our products/services and grow our business and provision of administration and IT services)
To verify your identityIdentity
Contact
Financial
Transaction
Necessary to comply with our legal obligations

Necessary for our legitimate interests (for running our business and to prevent fraud and money laundering)
As part of our efforts to keep our site safe and secure and to prevent or detect fraudIdentity
Contact
Financial
Transaction
Necessary to comply with our legal obligations

Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
To provide customer supportIdentity
Contact
Performance of a contract with you
To facilitate and to enable you to partake in a property viewing, open house event or visits to property marketing suitesIdentity
Contact
Performance of a contract with you

Necessary for our legitimate interests (for running our business and to develop and grow our business)
To comply with the requirements imposed by law or any court orderIdentity
Contact
Technical
Usage
Necessary to comply with our legal obligations

Who has access to My Data?
 
We may pass your information to third party service providers, including but not limited to:

Business partners, suppliers and sub-contractors working on our behalf for the purposes of completing tasks and providing services to you.

  • HomeLet Limited
  • Cosmo Inventories
  • Website, Software & IT Providers – Jupix, Webdadi, Now Solutions
  • Mortgage Advisor
  • Recommended Solicitors
  • Utility Providers
  • Uswitch
  • Virgin Media
  • Local Authority
  • Approved Contractors – including but not limited to: Plumbers, Electricians, Builders, Decorators, Appliance Engineers, Cleaners, Roofers, Gardeners etc)

When we use third party service providers, we disclose only the personal information that is necessary to deliver the service and we have a contract in place that requires them to keep your information secure and otherwise use your information in accordance with applicable data protection law.

We may disclose your personal information to our insurers and /or professional advisers  insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.

We may transfer your personal information to a third party if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our customers. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

In addition to the specific disclosures set out in this section, we may disclose your personal information where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person, or for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative out-of-court procedure.

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 you wish to receive marketing communications from us. If you wish to stop receiving marketing communications, you can opt out at any time by clicking an ‘unsubscribe’ link at the bottom of one of our emails.
  • 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.