Privacy Policy

Introduction

New Age Sales & Lettings (UK) Limited is a company registered in England under company number 15228619. The registered address is 59 Queen Street, Morley, Leeds, West Yorkshire, LS27 8EB, UNITED KINGDOM. We are committed to safeguarding your privacy, and our handling of your personal information is governed by this Privacy Notice.

Throughout this site, the terms "New Age Sales & Lettings (UK) Limited," "us," "we," or "our" refer to the businesses, representative offices, branches, and relevant third parties on behalf of whom and in respect of whom this Privacy Notice is issued.

Any mention of "you" or "your" pertains to individuals whose personal information we process.

In the event of any alterations in the way we use your personal information, this Privacy Notice will be revised accordingly. If we make significant changes to our Privacy Notice, we will make an effort to inform you directly about these modifications.

About Us

The entity responsible for managing your personal information (referred to as the "data controller") will be the business you have engaged with. If you are uncertain about the specific data controller in your situation, please consult your usual point of contact, representative, or refer to any provided documentation.

New Age Sales & Lettings (UK) Limited assumes the role of a data controller for the personal information it gathers and utilizes regarding you. Additionally, there may be instances where we act as a data processor or a subsidiary business. Regardless of the capacity, we will handle your personal information with confidentiality, adhering to relevant data protection laws, and any sharing of your personal information will strictly adhere to the guidelines outlined in this Privacy Notice.

This Privacy Notice covers two main categories of personal information:

1. Personal Data: This refers to any information that provides insights about you. It may encompass details such as your name, contact information, date of birth, bank account details, or any information regarding your needs or circumstances that would enable us to identify you.

2. Special Category Data: This classification includes information that is considered "sensitive" under data protection laws. Examples of such information may include health data, religious beliefs, or sexual orientation. Additionally, there are specific limitations on when we can collect and utilize data related to criminal convictions, and these will be communicated to you if such information is requested. To handle this special category data, we must have additional legal justifications in accordance with the Data Protection Act 2018 for collection, storage, and processing.

We gather the following personal information:

• Full Name

• Contact Details (including phone number, email address, and physical address)

Additionally, depending on the specific service we are providing for you, or on your behalf, we may collect further personal information as outlined in the table below:

If you are:

• Engaging in buying, selling, or letting a property through us

• Seeking to rent a property that we have listed

• Inquiring about or applying for a mortgage product or service:

Throughout our relationship, we may ask for additional information that is pertinent to providing specific services.

It's important to note that we do not provide products or services to children. However, in specific situations, such as tenant or mortgage applications, we may need to collect the names and dates of birth of children from tenant or mortgage applicants. This information may be shared with the chosen mortgage provider.

Please be aware that any telephone calls made to or received from our customer service teams may be recorded. These recordings serve purposes including training, monitoring, compliance, and security.

We collect your personal information through the following methods:

1. Direct Interactions:

   • Information you provide when you complete forms, surveys, or communicate with us via mail, telephone, email, live chat, website, social media, or other means.

   • Information submitted through portals when inquiring about any of our services, products, or promotions.

2. Indirect Interactions:

   • Information you disclose to third parties, including but not limited to, other companies within the Connells Group, payment service providers, data brokers, or aggregators. This information may be cross-referenced against our databases, a list of which can be obtained upon request from the Group Data Protection Office.

   • Information available through publicly accessible sources or registers, such as the Land Registry, Companies House, the Electoral Register, government or police databases, your employer, or delegated authorities.

Your personal information use:

We utilize the information you provide, as well as data obtained from other sources, to offer you products and services and address any inquiries you may have.

To process and use your personal information, we must have a legal basis as per data protection regulations. We rely on the following legal bases:

1. Performance of a Contract: We use your personal information when it is required for the execution of a contract to which you are a party or for taking steps at your request before entering into a contract.

2. Legal Obligation: Your personal information may be processed to fulfill legal obligations, such as identity verification and fraud prevention.

3. Consent: When processing your data under consent, we will obtain your clear and unambiguous consent before using your data. This may be the case for sending or receiving marketing information from Connells Group companies.

4. Legitimate Interest: Some personal information is processed by Connells Group Companies as part of legitimate interests, which can encompass network and information security, web analytics, customer details updates, lettings, sales, and other core services. Legitimate interests may also apply to the processing of personal information for purposes like direct marketing, web analytics, sales, lettings, and other services.

When dealing with special categories of personal information and criminal conviction information, we adhere to additional lawful bases under the Data Protection Act. These may include, but are not limited to:

• Explicit consent provided by you.

• When processing is necessary for the establishment, exercise, or defense of legal claims.

We may share your personal information with the following parties:

Personal data shared within Ne Age Sales & Lettings (UK) Limited:

We may share your information with other companies within our group, as needed, to facilitate the provision of services. This encompasses all subsidiaries under the New Age Sales & Lettings, which includes the companies listed on our website.

Sharing with third parties:

We may disclose your personal information to regulatory bodies, governmental or quasi-governmental organizations, law enforcement agencies, courts, tribunals, and arbitrators as necessary to comply with our legal and regulatory obligations.

When we engage third-party service providers to deliver products (such as mortgages, house and contents insurance, and family protection insurances) or other business services on our behalf, we only provide them with the personal information required to perform the requested service. This includes IT system providers, IT contractors, as well as third-party referencing or screening agencies for the purposes of crime prevention and detection. We contractually require these providers to securely safeguard the information and not to use it for any other purpose.

Here is an indicative, but not exhaustive, list of third parties we may disclose your information to, along with the respective purposes:

• Mortgage providers: Facilitating mortgage services.

• Insurance providers (for house and contents, family protection): Arranging insurance coverage.

• Conveyancers or solicitors: Assisting in property transactions.

• Surveyors: Conducting property surveys.

• Contractors for property maintenance and repairs: Managing property upkeep.

• Referencing or screening agencies: Crime prevention and detection.

• Payment service providers: Processing payments.

• Marketing and advertising partners: Carrying out marketing activities.

• IT system providers and contractors: Managing IT systems and infrastructure.

Please note that this is not an exhaustive list, and other third parties may be involved for specific purposes.

Automated Decision Making:

Certain services provided by third parties may incorporate automated decision-making, matching, and/or credit scoring processes. It's important to note that any credit scoring techniques employed by these third parties are routinely assessed to ensure they maintain fairness, effectiveness, and impartiality.

How is your personal information kept safe:

We prioritize the security of your personal information and have implemented measures to safeguard it from unauthorized access, damage, destruction, misuse, and to prevent unauthorized access. These measures include, but are not limited to:

• Client Software Systems: All systems have safeguards in place to defend against unauthorized access and other external threats that may compromise your personal data. Strict access requirements are in effect, limiting access to only those who absolutely require it.

• Hard Copy Paper Files: Physical documents are stored in a secure facility with restricted physical access.

Additionally, we provide data protection training to all employees and workers who require access to and process personal information.

When information is shared with third parties, similar security measures are applied to protect your data, in accordance with the provisions outlined in this Privacy Notice.

How long do we keep your records

We retain your information for a duration that is reasonably necessary for the purposes outlined in this privacy notice, as well as to meet our legal and regulatory obligations.

The specific length of time may vary based on the type of service or product you have requested from us. In some cases, we are required by law to retain your personal information for a specified period. For instance, financial information is typically kept for 7 years for auditing purposes. Information is always held in accordance with its original processing purpose and is only retained as long as necessary. Generally, information is kept for 7 years after our last contact with you. However, this retention period may be extended in compliance with any legal or contractual obligations that New Ages Sales & Letytings may need to adhere to, as well as any prevailing legitimate business interests.

Overseas data transfers

While our operations are primarily based in the UK, it's important to note that some of the third parties and agents we collaborate with may be situated outside of the European Economic Area (EEA). Consequently, the processing of your personal information may entail a transfer of data beyond the EEA. In such cases, we always take measures to ensure that your information is adequately protected. This may involve restricting the transfer of your personal information to a country that the European Commission has determined to offer an appropriate level of protection, or utilizing specific contractual safeguards.

For specific details on how we protect transfers of your data, you can contact us at info@newagesaleslettings.co.uk.

All information you provide to us is stored on our secure servers or on those of our third-party data storage providers.

You have certain rights regarding your personal information:

1. Right of Access: You can request copies of your personal information. Please note that there may be exemptions under the law that could prevent us from providing all requested information. If this is the case, we will provide an explanation in our response.

2. Right to Rectification: You have the right to request corrections to inaccurate information and completion of incomplete information.

3. Right to Erasure: You can request the deletion of your personal information by us in certain circumstances.

4. Right to Restrict Processing: You can ask us to limit the processing of your personal information in certain situations.

5. Right to Object to Processing: You have the right to object to the processing of your personal information in certain circumstances.

6. Right to Data Portability: You can request information about whether and to where we may have transferred your personal data.

7. Rights Related to Automated Decision Making and Profiling: You have the right not to be subject to a decision based solely on automated processing (including profiling) that could significantly affect you.

If you wish to exercise any of these rights, please send an email to dpo@connellsgroup.co.uk. Be sure to include the brand/company and business relationship to which your request pertains. Once we receive your request, Connells Limited will conduct a review and provide you with a response outlining our decision within the recommended timeframes.

Contact Us

You can reach out to us with any questions, comments, or requests regarding this Privacy Notice or the handling of your personal information through the following contact methods:

Email: info@newagesaleslettings.co.uk

Mailing Address: Group Data Protection Officer 59, Queen Street Morley, Leeds West Yorkshire LS27 8EB UNITED KINGDOM

If you have a complaint regarding the processing of your personal information, you have the right to contact the Information Commissioner's Office. However, we recommend that you first complete our internal complaints procedure, and we will make every effort to address your concerns. If you have complaints about the use of your personal information, please contact your usual business contact.

Privacy Notice last updated 09/11/2023