OB PROPERTY LTD PRIVACY POLICY Last Updated: 4th May 2020
OB Property Ltd (“OB Property Ltd”) recognise your privacy is important and therefore have developed this Privacy Policy to provide you with information on how we process your personal data when you register with us and create an OB Property Ltd record or account, interact with our staff or visit www.obproperty.co.uk
‘Personal data’ is information relating to an identified or identifiable natural person.
Contents:
1. Categories of Personal Data Processed by OB Property Ltd
2. Personal data that is processed when you communicate with OB Property Ltd:
3. Categories of Recipients of Personal Data
4. Cookies and Similar Technologies
5. Children
6. Privacy Policy Updates
7. Retention of Personal Data
8. Data Controller and Data Protection Officer
9. Your Rights
1. Categories of Personal Data Processed by OB Property Ltd
Personal data that is processed when you create a OB Property Ltd account:
When you register with OB Property Ltd and create a record (or account), we ask you to provide your email address and name, your postal address and telephone number together with any requirements you may have in searching for a property to sell or rent. If you are wishing to sell or to let out a property or for us to manage a property on your behalf we will collect similar information together with information that confirms your identity.
PURPOSES AND LEGAL GROUNDS:
(a) OB Property Ltd processes your email address, telephone number or postal address for the purpose of sending you important information about property that you have expressed an interest in or property we feel may interest you on the basis of information you have supplied to us. The legal ground for processing your email address, telephone number and name for these purposes is OB Property Ltd’s legitimate interest in providing you with information about property we market for sales or lettings or property we are letting or selling on your behalf or material changes to this Privacy Policy, and in providing you an opportunity to engage with OB Property Ltd staff.
(b) If you provide your opt-in consent to receiving marketing information from OB Property Ltd, OB Property Ltd will process your email address telephone number or postal address for the purpose of sending you marketing information about property or market information and other property-relevant information we feel may be of interest to you. The legal ground for processing your email address telephone number or postal address for this purpose is your consent. You may withdraw your consent at any time by requesting that the preferences we hold on your behalf are changed or through the unsubscribe link at the bottom of our marketing emails. The marketing emails you receive from OB Property Ltd are based on the preferences you provide to us including the locale indicated by your Internet Protocol (IP) address. The legal ground for processing this data for this purpose is OB Property Ltd’ legitimate interest in reducing the number of marketing emails sent to each particular client by selecting whichclients receive a particular marketing email rather than sending every marketing email to every client who has consented to receiving marketing emails.
2. Personal data that is processed when you communicate with OB Property Ltd:
When you interact with OB Property Ltd’ staff via email, telephone, online or in person, we collect personal data, such as your name, postal address, phone number, email address and contact preferences; and information about the property you own or lease or the types of property you wish to buy or rent. We also may create event logs that are useful in recording the progress of any sale or let or alterations to your proposed purchases or lets and capture information relating to any support issue. To improve customer service, subject to applicable laws, we may also record and review conversations with staff, and analyse any feedback provided to us through voluntary customer surveys. With your consent, our staff may sign in to your OB Property Ltd records or account, if appropriate, to help process a sale or let, manage your property effectively troubleshoot and resolve any issue you may have.
Where we manage a property on your behalf or on behalf of your landlord we may pass on contact information to contractors or third parties for the purposes of effectively managing the property and resolving any issue you may have. In this instance, OB Property Ltd would make you aware before this takes place.
When visitors leave comments on the site we collect the data shown in the comments form, and also the visitor’s IP address and browser user agent string to help spam detection.
PURPOSES AND LEGAL GROUNDS:
We use this information to provide you with client support and to monitor the quality and types of client support we provide to our clients. The legal ground for processing this information for these purposes is OB Property Ltd’ legitimate interests in providing quality support. The legal ground for signing in to your records or account held on OB Property Ltd’ files, if appropriate, to process your sale or let, manage your property, help troubleshoot and resolve your issue is consent, which you may withdraw.
We collect your name, postal address and telephone number so we can process your sale or let and fulfil your purchase or lease. The legal ground for processing your name, postal address and telephone number for these purposes is performance of a contract. We also process your personal data as part of our fraud detection processes and money laundering checks. The legal ground for processing your personal data for that purpose is our legitimate interest in protecting OB Property Ltd and our clients from attempts to engage in fraudulent transactions.
3. Categories of Recipients of Personal Data
Contractors:
We may disclose personal data about you to contractors engaged by OB Property Ltd to manage a property on your behalf or on behalf of your landlord if we have your valid consent to do so. The information disclosed to contractors will be contact information only.
We may also share your information with other companies we work in partnership with (e.g. insurers, brokers, agents as well as credit reference and fraud prevention agencies).
Other service providers:
OB Property Ltd uses cloud services from third parties such as Alto, and Brief-your-market to assist in marketing and in sending emails. Those services track the activities associated with these emails, such as whether they were opened, whether links in the emails were clicked on. OB Property Ltd uses this data to analyse the level of engagement with its emails. OB Property Ltd uses third-party service providers to market property for sale or let or to inform clients of market conditions or other property related information and to help us better understand usage of OB Property Ltd’ websites and apps.
Other disclosures:
We may disclose personal data about you to others (such as contractors engaged by OB Property Ltd to manage a property on your behalf or on behalf of your landlord: (a) if we have your valid consent to do so; (b) to comply with a valid subpoena, legal order, court order, legal process, or other legal obligation; (c) to enforce any of our terms and conditions or policies; or (d) as necessary to pursue available legal remedies or defend legal claims. We may also transfer your personal data to an affiliate, a subsidiary or a third party in the event of any reorganisation, merger, sale,joint venture, assignment, transfer or other disposition of all or any portion of OB Property Ltd’ business, assets or stock, including, without limitation, in connection with any bankruptcy or similar proceeding, provided that any such entity that we transfer personal data to will not be permitted to process your personal data other than as described in this Privacy Policy without providing you notice and, if required by applicable laws, obtaining your consent.
4. Cookies and Similar Technologies
Websites:
To help analyse how you and other visitors navigate the OB Property Ltd website and compile aggregate statistics about site usage and response rates, we, with assistance from third-party analytics service providers, collect certain information when you visit our site. This information includes IP address, browser type, browser language, date time(s) of your visit(s), page views and page elements (e.g., links) that you click. We may use cookies, pixel tags, web beacons, clear GIFs or other similar tools on our site or in our email messages to assist us in collecting and analysing such information. We use this information to provide better, more relevant content on our site, to measure the effectiveness of advertisements, to identify and fix problems, and to improve your overall experience on our site.
If you do not want information collected through the use of these technologies, there is a simple procedure in most browsers that allows you to automatically decline many of these technologies, or to be given the choice of declining or accepting them.
If you reside in the European Union or other jurisdiction that requires us to obtain your consent to use cookies on our sites, then you will have an opportunity to manage your cookie preferences on the sites; except that certain cookies are required to enable core site functionality, and you cannot choose to disable those cookies.
Here are examples of third-party providers of analytics and similar services we currently use: Analytics Services:
Google: Google Analytics is used to track site statistics and user demographics, interests and behaviour on websites.We also use Google Search Console to help understand how our website visitors find our website and to improve our search engine optimisation. Find out more information about how this analytics information may be used, how to control the use of your information, and how to opt-out of having your data used by Google Analytics.
Social Networks:
Third-party social networks that provide interactive plug-ins or social networking features (e.g., to allow you to connect to Facebook or Google to find friends to add as connections or to ‘Like’ a page) on the OB Property Ltd websites or mobile apps, may use cookies or other methods (e.g., web beacons) to gather information regarding your use of our websites and apps. The use of such information by a third party depends on the privacy policy available on that social network’s website, which we encourage you to carefully review. Such third parties may use these cookies or other tracking methods for their own purposes by relating information about your use of our site with any of your Personal Information that they may have. We may also obtain analytics information from social networks that help us measure the effectiveness of our content and advertisements on social networks (e.g., impressions and clicks).
5. Children
We request individuals under 16 not provide personal data to OB Property Ltd. If we learn that we have collected the personal data from a child under 16, we will take steps to delete the information as soon as possible.
6. Privacy Policy Updates
We may update this Privacy Policy from time to time as we add new products and apps, as we improve our current offerings and as technologies and laws change. You can determine when this Privacy Policy was last revised by referring to the ‘Last updated’ legend at the top of this page. Any changes will become effective upon our posting of the revised Privacy Policy.
We will provide notice to you if these changes are material and, where required by applicable law, we will obtain your consent. This notice will be provided by email or by posting notice of the changes on the OB Property Ltd website and apps that link to this Privacy Policy.
7. Retention of Personal Data
We will retain your personal data for as long as you have a relationship with us. After it ends we’ll keep it where we may need it for our legitimate purposes (e.g. to help respond to queries or complaints or for other reasons e.g. fighting fraud or other crimes and responding to requests from regulators) In addition, see below under ‘Your Rights’ for a description of your right of erasure.
8. Data Controller and Data Protection Officer
The name and contact details of your organisation (and where applicable, of other controllers, your representative and your data protection officer).
Your data is controlled by OB Property Ltd, Elizabeth House, 28 Baddow Rd, Chelmsford, Essex, CM2 0DG.
The Data protection officer is Nicola Owen.
OB Property Ltd is register at companies house number: 12177197 and can be contacted at the address above or at [email protected]. Our VAT number is 332374419
OB Property Ltd is a licensed member of Propertymark, formerly ARLA (Association of Residential Letting Agents) with NAEA (National Association of Estate Agents); we subscribe to the codes of conduct of all these organisations, their professional and ethics standards.
As OB Property Ltd provides client money protection via the ARLA Properymark scheme which we are members of a copy of the certificate can be provided on request.
9. Your Rights
If you reside in the European Union, you have the right under the General Data Protection Regulation to request from OB Property Ltd access to and rectification or erasure of your personal data, data portability, restriction of processing of your personal data, the right to object to processing of your personal data, and the right to lodge a complaint with a supervisory authority. If you reside outside of the European Union, you may have similar rights under your local laws.
To request access to or rectification, portability or erasure of your personal data, or to delete your OB Property Ltd account, please contact a member of our staff.