BACKGROUND: Property.fm understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of everyone who visits this website, or uses our services, and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law. Please read this Privacy Policy carefully and ensure that you understand it. Your acceptance of this Privacy Policy is deemed to occur upon your first use of our Site and you will be required to read and accept this Privacy Policy when using our services. If you do not accept and agree with this Privacy Policy, you must stop using our Site immediately.
1. Definitions and Interpretation
In this Policy the following terms shall have the following meanings:
“Account” means an account required to access and/or use certain areas and features of our Site;
“Cookie” means a small text file placed on your computer or device by our Site when you visit certain parts of our Site and/or when you use certain features of our Site. Details of the Cookies used by our Site are set out in Part 14, below; and here.
“Cookie Law” means the relevant parts of the Privacy and Electronic Communications (EC Directive) Regulations 2003;
2. Information About Us
Our site is operated by Property.fm, a company operating in the United Kingdom.
Trading address: Corespace Building | 62 Viewfield Rd, Ayr KA8 8HH
Email address: team@property.fm
Postal Address: Corespace Building | 62 Viewfield Rd, Ayr KA8 8HH
3. What Does This Policy Cover?
This Privacy Policy applies only to your use of our Site. Our site may contain links to other websites. Please note that we have no control over how your data is collected, stored, or used by other websites and we advise you to check the privacy policies of any such websites before providing any data to them.
4. What is Personal Data?
Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.
Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.
5. What Are My Rights?
Under the GDPR, you have the following rights, which we will always work to uphold:
a) The right to be informed about our collection and use of your personal data. This Privacy Policy should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 15.
b) The right to access the personal data we hold about you. Part 13 will tell you how to do this.
c) The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 15 to find out more.
d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details in Part 15 to find out more.
e) The right to restrict (i.e. prevent) the processing of your personal data.
f) The right to object to us using your personal data for a particular purpose or purposes.
g) The right to data portability. This means that, if you have provided personal data to us directly, we are using it with your consent or for the performance of a contract, and that data is processed using automated means, you can ask us for a copy of that personal data to re-use with another service or business in many cases.
h) Rights relating to automated decision-making and profiling. We do use your personal data in this way. For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided in Part 15. Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau. If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.
6. What Data Do We Collect?
Depending upon your use of our Site or Services, we may collect some or all of the following personal and non-personal data (please also see Part 14 on our use of Cookies and similar technologies):
• Name;
• Address;
• Property Address
• Proof of ID and Land Reg
• Date of Birth
• Email address;
• Telephone number;
• Business name;
• Job title;
• Payment information;
• Information about your preferences and interests;
• IP address;
• Web browser type and version;
• Operating system;
• The pages you use on our site;
• The source of your visit to our site;
• The activity you engage in on our site;
7. How Do You Use My Personal Data?
Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for the performance of a contract with you, because you have consented to our use of your personal data, or because it is in our legitimate business interests to use it. Your personal data may be used for
the following purposes:
• Providing and managing your Account;
• Providing and managing your access to our Site;
• Personalising and tailoring your experience on our site;
• Supplying our products AND/OR services to you. Your personal details are required in order for us to enter into a contract with you.
• Personalising and tailoring our products AND/OR services for you.
• Communicating with you. This may include responding to emails or calls from you.
• Supplying you with information by email AND/OR post that you have opted-in to (you may unsubscribe or opt-out at any time.
• Analysing your use of our Site and gathering feedback to enable us to continually improve our Site and your user experience.
With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email AND/OR telephone AND/OR text message AND/OR post with information, news, and offers on our products AND/OR services. You will not be sent any unlawful marketing or spam.
We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out. Third Parties whose content appears on our Site may use third-party Cookies, as detailed below in Part 14. Please refer to Part 14 for more information on controlling cookies.
Please note that we do not control the activities of such third parties, nor the data that they collect and use themselves, and we advise you to check the privacy policies of any such third parties.
We use the following automated systems for carrying out certain kinds of decisionmaking and profiling. If at any point you wish to query any action that we take on the basis of this or wish to request ‘human intervention’ (i.e. have someone review the action themselves, rather than relying only on the automated method), the GDPR gives you the right to do so. Please contact us to find out more using the details in Part 15.
• The following automated decision-making method(s) may be used:
o Anti Money Laundering checks, Credit Checks, ID Checks
o Marketing automation processes, used to influence the types of marketing content we sent you.
• The following automated profiling may take place:
o Lead scoring processes, either by consent or legitimate interest, to decide how likely you are to purchase products or services from us
8. How Long Will You Keep My Personal Data?
We will not keep your personal data for any longer than is necessary in light of the reason(s) for which it was first collected. Your personal data will therefore be kept for the following periods (or, where there is no fixed period, the following factors will be used to determine how long it is kept):
• A period of 12 months, unless we need to process your data for longer in order to service your account or send marketing content based on consent;
9. How and Where Do You Store or Transfer My Personal Data?
We may store or transfer some or all of your personal data in countries that are not part of the European Economic Area (the “EEA” consists of all EU member states, plus Norway, Iceland, and Liechtenstein). These are known as “third countries” and may not have data protection laws that are as strong as those in the UK and/or the EEA. This means that we will take additional steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR as follows.
We share your data with external third parties, as detailed below in Part 10, that are based outside of the EEA. The following safeguards are applied to such transfers:
We use specific contracts with external third parties that are approved by the European Commission for the transfer of personal data to third countries. These contracts ensure the same levels of personal data protection that would apply under the GDPR. More information is available from the European Commission.
And where we transfer your data to a third party based in the US, this may be protected if they are part of the EU-US Privacy Shield. This requires that third party to provide data protection to standards similar to those in Europe. More information is available from the European Commission.
Please contact us using the details below in Part 15 for further information about the particular data protection mechanism used by us when transferring your personal data to a third country.
10. Do You Share My Personal Data?
We may sometimes contract with the following third parties to supply certain products AND/OR services. These may include payment processing, delivery, and marketing. In some cases, those third parties may require access to some or all of your personal data that we hold.
• Partners in Payment Processing
• Partners in Mortgage Services
• Partners in IT/Hosting/Web Development
• Partners in Local Property Consulting
• Partners in HR/Office/Sales/General Business Processing
• Partners in Estate Agency and Marketing
If you would like more details on the Partners we use to deliver our services, please email us at team@property.fm.
If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law, as described above in Part 9.
If any personal data is transferred outside of the EEA, we will take suitable steps in order to ensure that your personal data is treated just as safely and securely as it would be within the UK and under the GDPR, as explained above in Part 9.
In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.
11. How Can I Control My Personal Data?
In addition to your rights under the GDPR, set out in Part 5, when you submit personal data via our Site, you may be given options to restrict our use of your personal data. In particular, we aim to give you strong controls on our use of your data for direct marketing purposes (including the ability to opt-out of receiving emails from us which you may do by unsubscribing using the links provided in our emails or at the point of providing your details and by managing your Account).
11.1 You may also wish to sign up to one or more of the preference services operating in the UK: The Telephone Preference Service (“the TPS”), the Corporate Telephone Preference Service (“the CTPS”), and the Mailing Preference Service (“the MPS”). These may help to prevent you receiving unsolicited marketing. Please note, however, that these services will not prevent you from receiving marketing communications that you have consented to receiving.
12. Can I Withhold Information?
You may access certain areas of our Site without providing any personal data at all. However, to use all features and functions available on our Site you may be required to submit or allow for the collection of certain data.
You may restrict our use of Cookies. For more information, see Part 14
13. How Can I Access My Personal Data?
If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.
All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 15. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.
There is not normally any charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a fee may be charged to cover our administrative costs in responding.
We will respond to your subject access request within 28 days and, in any case, not more than one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.
14. How Do You Use Cookies?
Our Site may place and access certain first-party Cookies on your computer or device. First-party Cookies are those placed directly by us are used only by us. We use Cookies to facilitate and improve your experience of our Site and to provide and improve our products and/or services. By using our site you may also receive certain third-party Cookies on your computer or device. Third-party Cookies are those placed by parties other than us. On our site,Third-party Cookies are used only for website analytics. Website analytics refers to a set of tools used to collect and analyse usage statistics, enabling us to better understand how people use our Site. For more details, please refer to our Cookie Policy.
15. How Do I Contact You?
To contact us about anything to do with your personal data and data protection, including to make a subject access request, please use the following details (for the attention of Compliance):
Trading address: First Floor, 71-75 Main St, Prestwick KA9 1JN
Email address: team@property.fm
Postal Address: First Floor, 71-75 Main St, Prestwick KA9 1JN
16. Changes to this Privacy Policy
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.
Any changes will be immediately posted on our Site and you will be deemed to have accepted the terms of the Privacy Policy on your first use of our Site following the alterations. We recommend that you check this page regularly to keep up-to-date.
COOKIES
At Property Trader, we are committed to providing the best customer experience possible and we use cookies to help us achieve this. We have documented our privacy policy here to give you full transparency about what personal information we collect and why.
WHAT PERSONAL INFORMATION DO WE COLLECT?
As an online Property Training Company, we collect some information from our customers in order to fulfil the service, such as:
Full Name
Date of birth
Mobile number
Email address
Postal address
Payment details
IP address
IS MY INFORMATION SAFE?
We are fully committed to protecting your data against all risks, including but not limited to, illegal and unauthorised processing.
WHAT DO WE USE YOUR INFORMATION FOR?
Along with the necessary third parties, we use our customers’ personal information to process transactions.
Personal data is also used to provide any additional services purchased by our customers. This includes but is not limited to, conveyancing, auctions, and mortgage advice.
We also use the information to assess a buyer’s ability to proceed with an offer so that the sale can be completed efficiently.
In order to comply with the anti-money laundering regulations, we will use your information to validate a transaction and confirm identity. This may also include the use of third parties.
We record calls from our headquarters to ensure that we comply with our customer’s instructions and any legal obligations. Recordings may also be used to train new staff, as this helps us improve our exceptional customer service.
WILL WE CONTACT YOU?
We like to reach out to customers to inform them of services or special offerings if they have opted in to receiving marketing form Doorsteps. You reserve the right to opt-out of such contact at any time.
CAN I ACCESS MY INFORMATION?
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email or write to us at the following team@property.fm
HOW LONG WILL MY DATA BE STORED FOR?
Your information will not be kept for a period of time longer than that allowed.
WHAT ARE COOKIES?
Cookies are data files that can hold small amounts of information about you and are stored on your device when you visit a website for the first time. Whether or not cookies are enabled is up to you, however, if cookies are disabled you may not be able to access the full functionality of our website, and thus our services.
WHAT DO WE USE COOKIES FOR?
Essential site navigation and operation
Site analysis, to measure how we are performing
Providing the best experience by remembering your preferences
Targeting relevant advertising material