Privacy Policy

Your privacy is important to us, and so is being transparent about how we collect, use and share information about you. Therefore, this privacy policy is intended to help you understand and will explain how your personal information is collected, used and shared by Chesterfield Gordon. Please read this privacy policy carefully.

About us

Chesterfield Gordon is a residential sales and lettings agency offering property services including residential sales, lettings, property management, search &acquisition and disposal of residential property. To enable Chesterfield Gordon to provide these services we need to collect and process personal information.

If you have any questions about this privacy policy or if you are unsure about who the data controller of your personal information is please contact our office.

Processing of your personal information

The relationship with you and the type of services Chesterfield Gordon provide will dictate the nature of personal information that is collected and used. It will also dictate the uses we make of your personal information, for example Chesterfield Gordon will collect different personal information depending on the type of property i.e. residential or commercial and the different services we provide to you.

Where you provide personal information to us about other individuals (for example family members who will be living in a property we are helping you with or personal information about your dependents) we will also be a data controller of their personal information. You should refer them to this privacy policy before supplying us with their information on their behalf.

Please note that we may aggregate personal information collected about you with other individuals' personal information, device information and location information to provide general statistics so that we can improve our services and provide a better experience. In doing so, neither you nor any other individual can be identified from the information and as such, that data will not be subject to this privacy policy or data protection law.

When these services are provided, we will sometimes require or receive "special categories of personal information”. The Information Commissioner’s Office website provides a full list of what is considered special categories of personal information.

What personal information will be collected?

Your name, address and title.

Contact information, including telephone number, postal address and email address.

Financial information such as your bank details, payment details and information obtained as a result of our credit checks such as bankruptcy orders, individual voluntary arrangements or county court judgments where you are a landlord or tenant.

Documents provided to evidence proof of name (such as your passport, birth certificate and driving licence) and proof of address (such as utility bill, bank statement, local authority bill, NHS medical letter or GP letter of confirmation).

Where you are a tenant and we have introduced you to a referencing company, any information collected as part of a reference request.

Where you are a tenant, information about your job such as your job title, employment history and employment records (including information on your salary, benefits and earnings).

Additional information which is relevant to the property you are letting or renting for example:

your current home status and living circumstances; and/or your family circumstances.

Information which we have gathered from publicly available sources such as the HM Land Registry,HMO Registry, EPC Registry and Companies House.

How will we collect your personal information?

We will collect information directly from you when:

a pre-arranged appointment is made

we visit you at your property

you complete documentation including terms and conditions of business

landlordmanagement information

application for tenancy and reference requests

you use our website

you contact us to make a complaint

you contact us by email, telephone, WhatsApp and through other written and verbal

communications

you request information about our services or subscribe to a newsletter or property alerts.

As well as obtaining information directly from you, we will also collect information from:

third parties involved in the letting process such as solicitors, estate agents, third party referencing

companies (where you are a tenant) and other property management companies;

publicly available sources such as Companies House and the HM Land Registry;

credit reference agencies where you are a tenant. Where you are a landlord we will use

publicly available sources such as HM Land Registry, HMO Registry, EPC Registry andCompanies House.

What will we use your personal information for?

We may use your personal information for a number of different purposes. In each case, we must have a "legal ground" to do so. We will rely on the following“legal grounds” when we process your "personal information”:

We need to use your personal information to enter into or perform the contract that we hold with you. For example, we need to use your personal information to arrange and administer the letting of your property and to keep you updated on progress.

We have a legal or regulatory obligation to use your personal information. For example, our regulators and governing bodies require us to hold certain records of our dealings with you and the HMRC require us to keep certain records.

We need to use your personal information for a legitimate business purpose (e.g. to keep a record of all properties that we have been involved with, to assist with the letting process, to keep all stakeholders updated, to keep business and accounting records, manage our business operations and to develop and to improve our products and services). When using your personal information for these purposes, we will always assess our need to use your personal information for these purposes against your rights to privacy to ensure we are protecting your rights.

We have your consent.

Who do we share personal information with?

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We will keep your personal information confidential and will only share it where necessary for the purposes set out above with the following parties:

Other third parties involved in the letting process such as solicitors, estate agents, property developers, relocation companies, other property management and property services companies.

A referencing company and landlords where you are a tenant and we have introduced you to a particular referencing company.

Where you are a tenant and Chesterfield Gordon needs to perform Right-to-Rent checks with immigration authorities as part of our legal obligation.

Insurers who provide our insurance and companies who arrange such insurance.

Regulatory bodies including the Property Redress Scheme, National Residential LandlordAssociation and other Trading Standards organisations.

The police and other third parties or law enforcement agencies where reasonably necessary for the prevention or detection of crime.

Debt collection agencies.

Credit reference agencies.

Our third party service providers such as IT suppliers, auditors, lawyers, document management providers, outsourced business process management providers, our subcontractors and tax advisers.

Third parties such as Trustpilot and/or Google Reviews who we will use to gather feedback about our services and client testimonials.

Third parties who undertake analysis for the purposes of product improvement.

Selected third parties in connection with any sale, transfer or disposal of our business.

Users of Chesterfield Gordon website

If you are a user of Chesterfield Gordon website, this section will detail what personal information we collect about you and our uses of your personal information.

What personal information will we collect?

General information submitted via the website (including your requests to contact you through your email address and mobile number) and any information relating to a complaint.

What special categories of personal information will we collect?

We do not collect any of your special categories of personal information.

How will we collect your personal information?

We will collect your information directly from our website or from you when you submit are quest on our website.

What will we use your personal information for?

We may use your personal information for a number of different purposes. In each case, we must have a "legal ground" to do so. We will rely on the following“legal ground” when we process your "personal information”

We need to use your personal information for a legitimate business purpose (e.g. to monitor the number of visitors and usage of our website, to follow up on enquiries and to provide marketing information to you). When using your personal information for these purposes, we will always assess our need to use your personal information for these purposes against your rights to privacy to ensure we are protecting your rights.

We have your consent

Who do we share your personal information with?

We will keep your personal information confidential and will only share it where necessary fort he purposes set out above with the following parties:

Our third party service providers such as IT suppliers and website providers

Cookies are small data files saved to your computer (or any other device capable of browsing the internet) as part of your interactions with any website.

These cookies remain stored on your device until such a time that the cookie expires or is manually deleted. This allows for the information stored within the cookie to be sent back as part of any subsequent interactions you have with the issuing website. This exchange of information allows websites to remember basic information about you, such as whether you have visited the website before or whether you are “logged in”.

We use cookies to help ensure that we provide visitors with the best user-experience possible on Chesterfield Gordon's website.

We do not store personal information, such as your name, telephone number or email address aspart of the cookies that we set on the Chesterfield Gordon website.

Marketing activities

We will use your personal information to provide you with newsletters, property alerts and emails about the different services Chesterfield Gordon can offer where it is part of the services we offer to you or where you have provided your consent for us to do so.

We will send out marketing communications via email post or other electronic means. If you wish to opt out of marketing, you may do so by responding to any marketing email communication confirming you would like to opt out or telling us when we call you. Otherwise you can always contact us using the details below to update your contact preferences. Please note that, even if you opt out of receiving marketing messages, we may still send you communications in connection with the services we offer you.

How long do we keep personal information for?

We will keep your personal information for as long as reasonably necessary to fulfil the purposes set out in the above sections and to comply with our legal and regulatory obligations.

The exact time period will depend on your relationship with us and the type of personal information we hold and the length of time between transactions in the industry has been taken into account when determining how long data is retained for.

If you would like further information regarding the periods for which your personal information will be stored, please contact us using the below details.

Your rights

Under data protection laws you have a number of rights in relation to the personal information that we hold about you which we set out below. These rights might not apply in every circumstance. You can exercise your rights by contacting us at any time.

Please note that although we take your rights seriously, there may be some circumstances where we cannot comply with your request such as where complying with it would mean that we couldn't comply with our own legal or regulatory requirements. In these instances we will let you know why we cannot comply with your request.

Your data protection rights include:

Your right of access - You have the right to ask us for copies of your personal information.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

The right to make a complaint with the Regulator

You have a right to complain to the Information Commissioner's Office (ICO) or any other local DataProtection Regulator if you believe that we have breached data protection laws when using your personal information.

You can visit theICO's website at https://ico.org.uk/for more information. Please note that lodging a complaint will not affect any other legal rights or remedies that you have.

Contacting us

If you would like further information about any of the matters in this notice or if have any other questions about how we collect, store or use your personal information, you may contact our office either by writing to:

Chesterfield Gordon LTD

128 City Road

London

EC1V 2NX

and/or emailing us at enquiries@chesterfieldgordon.com

Updates to this notice

We may need to make changes to update this notice, for example, as the result of changes to law, technologies, or other developments. You can check our website here periodically to view this.

Terms AndConditions

Chesterfield Gordon is a residential sales and lettings agency offering property services including residential sales, lettings, property management, search & acquisition and disposal of residential property. This website is the property of Chesterfield Gordon LTD [Registration No. 14803169 of 120 City Road, London,EC1V 2NX. By using our website www.chesterfieldgordon.com you consent to these terms and conditions below in full.

Governing Law
The terms and conditions, and, contents of this website shall be governed exclusively by English Law. Any disputes arising from the use of this website shall be subject to the exclusive jurisdiction of the English Courts.

Disclaimer

Whilst reasonable care is taken to ensure that the information contained on this website is accurate, we act as a residential sales and lettings agency inLondon, Chesterfield Gordon LTD cannot guarantee its accuracy and we reserve the right to change the information on the website (including these terms and conditions) at any time without notice. You must therefore check these terms and conditions for changes each time you intend to use our website.The information and contents contained on the website are for information purposes only. Whilst we seek to ensure that all information is accurate, we cannot guarantee this. We make no representations or warranties about the accuracy and reliability of the information and content contained on the website which includes, without limitation, any texts, graphics, advertisements, measurements or any other items on the website. To the fully extent as permitted by law, Chesterfield Gordon LTD excludes all liability whatsoever for any loss or damage arising out of the use of this website or reliance upon the information and content of this website.Furthermore, we assume no responsibility and shall not be liable for any damage to, or viruses which may infect, your computer equipment or other property by reason of your access to, browsing or use of this website. In no event, Chesterfield Gordon LTD shall be liable for any damages, losses, injuries or claims or any direct, indirect, incidental, consequential damages of any kind incurred by you, however arising (including, but not limited to, arising in tort or contract), and arising out of or in relation to or in connection with your access to or use of or failure to use any component of the website.

All content and design of this website is protected by copyright, trademarks and other intellectual property rights and is the property of Chesterfield Gordon LTD. You may print, save or download such material in electronic form for your personal, non-commercial use. You may not alter or otherwise make any changes to any material that you print or download, including, without limitation, removing any copyright or proprietary notices. All other uses are prohibited including, without limitation, distributing, reproducing, modifying or copying or using for commercial purposes any of the materials or contents of this site.Should you wish to contact us with any queries or comments, please send us an email to enquiries@chesterfieldgordon.com

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