Privacy Policy

Introduction

John German Estate Agents Limited respects each person’s privacy and this policy will advise you how we collect, safeguard and use the personal information that you supply us with. When selling, buying, letting or renting a property or using our survey services we process information such as name, address, contact details, email address and ID amongst other things. Processing this data implies collecting, storing, using or disclosing your personal data. Please read this privacy policy carefully and ensure you understand it. If you do not accept or agree to any part, please stop using our website immediately because your continuation of use implies your acceptance of it.

Company Details

John German Estate Agents Ltd trading as John German. Registered Office: 9a Market Place, Uttoxeter, ST14 8HY Registered No: 08730501 Vat No: 1738220 10

Contact Details

Tel (Head Office): 01889 567444 In Writing: Operations Director, 9a Market Place, Uttoxeter, Staffs ST14 8HY Email: dataprotection@JohnGerman.co.uk Website: www.JohnGerman.co.uk

What information do we collect and how?

We collect information that you provide to us by filling in forms on our website, third party property portal websites or by corresponding with us by phone, email or in person. The information you provide us may include name, address, email address, phone number, identification documents, and/or financial documents. Additionally, we may collect where appropriate; occupation and/or tenancy information, land ownership information, and any information relating to property transactions. Personal and sensitive data may be used by us to carry out anti-money laundering, financial and credit checks as well as for fraud and crime prevention and detection purposes. You can update your details with us at any time by contacting us by email or phone.

How do we use personal information?

We may use your personal information to: 

• Enable your use of any services that we provide through our website or third party websites.
• Offer or provide you with the services requested, plus any others we think may interest, or be required by you as part of a job or transaction in order that we can perform our obligations to you.
• Send statements, invoices and payment reminders to you, your conveyancing solicitor or to collect payments from you.
• Provide further information about John German and the services that we offer.
• To deal with enquiries or complaints. 
• Perform money laundering, financial and credit checks where appropriate.
• Use tracing services to obtain forwarding contact details to collect any unpaid debts
• Ensure appropriate access to systems and applications when necessary.
• To comply with our legal and regulatory obligations.

What legal basis do we have for processing your personal data?

Wherever we collect your personal information, under the General Data Protection Regulation (GDPR) the lawful bases we rely on for processing this information are:

• because it is necessary to fulfil the terms of our contract with you – if you have entered into a contract with us, for example, to sell or let a property;
• because it is necessary to support the legitimate interests of our business and providing estate agency services efficiently to meet your needs – in all such cases, we will always look after your information in a way that is proportionate and respects your privacy rights.
• to meet responsibilities we have to our regulators, tax officials, law enforcement, or otherwise meet our legal obligation.
• where we have obtained a clear consent from you – we will always make it clear when we need your consent and how you can change your permissions at any time thereafter. If you would like to know more about the legal reasons or legitimate interests that apply to a particular way in which we use the personal information you can contact us at any time.

When do we share personal data?

We will not sell any of your data to any third parties for any purposes. We may share your information for any requirement that is to be carried out by a third party in connection with the transaction we are dealing with, including but not limited to an EPC, floorplan, survey, investigation, repair or specialist advice, referencing, mortgage, conveyancing. You agree that, for the purposes set out above, we have the right to share your personal information with but not limited to:

• selected third parties, some of whom we appoint to provide services
• business partners and sub-contractors for the performance of any contract we enter into with you
• analytics and search engine providers that assist us in the improvement and optimisation of our website
• tradesmen and service suppliers to carry out work required pursuant to a contract with you
• Tenant referencing agencies
• Other estate agents and landlords
• Surveyors
• Mortgage advisors
• Solicitors / Conveyancers
• Any member of our company

Additionally, we will disclose your personal information to the relevant third party:

• In the event that we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets
• If we are acquired by a third party, in which case, personal data held by us about our customers will be one of the transferred assets
• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property or safety of our customers, our regulator or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and prevention of money laundering

Where do we store, secure and process personal data?

Your data will only be stored by us in one of our UK offices. John German will ensure that necessary and adequate safeguards (e.g. password protection) are in place to prevent unauthorised access, loss, misuse or alteration of your personal data. Data stored electronically has relevant secure access and firewall controls. Data stored on paper is kept secure when not in use and disposed of securely after use, either using document shredders or third-party disposal organisations who have been contracted to dispose of documents appropriately. Any personal data sent to us, either in writing or email, may be insecure in transit and we cannot guarantee its delivery.

How long do we keep your personal data for?

We will keep your information only for as long as it is relevant and necessary for the purpose it was collected, dependant on the nature of the transaction and in line with the statutory data retention period set by HMRC, our regulatory obligations under the terms of our Professional Indemnity policy and legal obligations. The maximum period we will retain data is 15 years, which is in line with the Royal Institution of Chartered Surveyors (RICS) suggested retention period.

Your rights in relation to personal data and how to contact us?

You have the right to withdraw your consent to us using your data and to request that we delete it, although where data is held under a contractual or legal basis, we have a duty to retain your data for the relevant period. You have a right to ask for a copy of your personal data or make corrections free of charge. Contact our head office as above and we will aim to respond to data requests within one month. Please note we may require identification to be able to carry out your data request. To lodge a complaint please write to Elaine Chamberlain, Operations Director at our Uttoxeter office or email elaine.chamberlain@JohnGerman.co.uk You also have the right to complain to the Information Commissioner’s Office at www.ico.org.uk Linking to other websites / third party content This policy only applies to our website. Our website may contain links to other websites, please note we have no control over how your data is collected, stored or used by other websites and we advise you to check their policies before providing personal information.