Kingworths is committed to ensuring that your privacy is protected and our use of your personal information is governed by this Privacy Notice. On this site, “Kingworths”, “our” and “we” each mean Kingworths. Any reference to “you” or “your” refers to anyone whose personal information we process.
1. Introduction
Kingworths is a controller for the personal information that it collects and uses about you. We will treat your personal information as confidential and in accordance with applicable data protection legislation and your personal information will only be shared with others in accordance with this Privacy Notice.
2. What is personal information
Personal information is any information that tells us something about you. This could include information such as name, contact details, date of birth, bank account details or any information about your needs or circumstances which would allow us to identify you.
3. What personal information do we collect?
We will collect your full name and contact details (such as phone number, email address and postal address) from you whenever you engage with us. In addition, if we are providing a service to you, or on your behalf, where we are required to do so by law, we will collect information relating to your identity, which will be at least one form of photographic identification (such as a passport, a driving licence or an identification card) and one form of documentation with proof of your place of residence (such as a recent utility bill).
Depending on the service that we provide to you (or on your behalf) we may also collect additional personal information as detailed below;
If you are buying, selling or letting a property through us;
We will collect a contact telephone number to get in touch with you about organising viewings and updating you on any offers received or rental applications for your property.
Where you have enquired about buying a specific property, we will use your contact details to respond which may include us sending you alternative properties to help with your search.
Where you are not the legal owner of the property, we will request details from you as to your ability to sell or let the property such as a Power of Attorney, Guardianship Order or Grant of Probate.
Where you engage with Kingworths, we may collect information required to identify you to meet anti-money laundering and counter terrorist financing requirements. If we are dealing with an entity such as a company, trust or charity, we may need to obtain personal information for the beneficiaries of the entity and those in a position of control. This will include, but is not limited to, identity and address documents. We may also need to collect information on other individuals who have an interest in the property who are not considered to be our customers.
We will collect your bank account details to arrange onward payment of rent due to you.
Where we are working alongside third parties such as solicitors, developers, joint or multi agents, we may need to share these documents on the basis of legitimate interests.
If you wish to purchase a property we are listing for sale where you have specifically provided us with these, we will collect personal information relating to any specific access requirements you may have in relation to a property so that we can find a property that is suitable for your needs. We will also collect personal information required to source a property for you and, where required, negotiate the purchase of a property on your behalf.
If you wish to rent a property we are listing;
Where you have enquired about renting a specific property, we will use your contact details to respond which may include us sending you alternative properties to help with your search
Specific access requirements so that we can find a property that is suitable for your needs
We may also need to collect specific identity documents from you for the purpose of preventing and detecting crime, fraud or money laundering.
4. How we use your personal information
Under data protection legislation we are only permitted to use your personal information if we have a legal basis for doing so. We rely on the following legal bases to use your information;
For employment-related purposes
Where we need information to perform the contract we have entered into with you
Where we need to comply with a legal obligation
Where we need to protect your interests (or someone else's interests); and/or
Where it is needed in the public interest or for official purposes
We may process special categories of personal information and criminal conviction information in the following limited circumstances:
With your explicit consent, in which case we will explain the purpose for which the information will be used at the point where we ask for your consent.
Specific information on how your personal information will be used for the particular services you have requested from us is provided below.
We use your personal information for the purposes of fulfilling our obligations to you to let or sell your property or, if you are a buyer or tenant, for the purposes of arranging viewings, obtaining feedback, and arranging a contract for sale or a lease for you.
We will use your personal information to conduct due diligence in accordance with other legal or regulatory obligations
We will share your personal information with your appointed solicitors and the solicitors and agents acting for the other side of the deal as is necessary to facilitate the sale or purchase. We may also share your personal information with joint or multi agents or developers, as the case may be.
We will share your personal data with third party referencing agencies for the purposes of the prevention and detection of crime, fraud and/or money laundering and checking your suitability to rent that property. In such circumstances, the third party referencing agency may act as a data controller for your information.
We will share personal information with regulators, governmental or quasi-governmental organisations, law enforcement authorities and with courts, tribunals and arbitrators as may be required from time to time in order to comply with our regulatory and legal obligations.
Where we use third party services providers who process personal information on our behalf in order to provide services to us. This includes IT systems providers and IT contractors as well as third party referencing or screening agencies for the purposes of the prevention and detection of crime.
We will hold your personal information on our client management systems and use this to provide you with marketing information about similar services offered by Kingworths to those which you have engaged us to provide which we feel you might find useful from time to time. You have the opportunity to opt out of receiving this information at any time.
If you do not provide the information required for these purposes, we will not be able to perform our contract with you and may not be able to provide services to you or continue to provide certain services to you. We will explain when this is the case at the point where we collect information from you.
5. How we keep your information secure
The security of information is very important to us and we have measures in place which are designed to prevent unauthorised access to your personal information including but not limited to:
Our client files are stored on our secure client management systems. Access is restricted on our client systems to those within the business who are required to have access to your information for legitimate business purposes.
Hard copy documentation is stored in locked cabinets.
6. For how long do we keep your personal information
The period for which we will keep your personal information will depend on the type of service you have requested from us, usually this is 6 years. The retention period may be longer than the period for which we are providing services to you where we have statutory or regulatory obligations to retain personal information for a longer period, or where we may need to retain the information in case of a legal claim.
7. Your rights in relation to your personal information
You have a number of rights in relation to your personal information, including the right to:
Be informed about how we use your personal information
Obtain access to your personal information that we hold
Request that your personal information is corrected if you believe it is incorrect, incomplete or inaccurate
Request that we erase your personal information in the following circumstances:
If Kingworths is continuing to process personal information beyond the period when it is necessary to do so for the purpose for which it was originally collected
If Kingworths is relying on consent as the legal basis for processing and you withdraw consent
If Kingworths is relying on legitimate interests as the legal basis for processing and you object to this processing and there is no overriding compelling ground which enables us continue with the processing
If the personal information has been processed unlawfully (i.e. in breach of the requirements of the data protection legislation)
If it is necessary to delete the personal information to comply with a legal obligation
Ask us to restrict our data processing activities where you consider that:
Personal information is inaccurate
Processing of your personal information is unlawful
Where we no longer need the personal information but you require us to keep it to enable you to establish, exercise or defend a legal claim
Where you have raised an objection to our use of your personal information
Request a copy of certain personal information that you have provided to us in a commonly used electronic format. This right relates to personal information that you have provided to us that we need in order to perform our agreement with you and personal information where we are relying on consent to process your personal information
Object to our processing of your personal information where we are relying on legitimate interests or exercise of a public interest task to make the processing lawful. If you raise an objection, we will carry out an assessment to determine whether we have an overriding legitimate ground which entitles us to continue to process your personal information; and
Not be subject to wholly automated decisions which produce legal effects or which could have a similarly significant effect on you.
8. Complaints and Contact Details
Complaints
If you have any complaints about the way we use your personal information please contact the Managing Director at info@kingworths.com.
9. The use of cookies by Kingworths
What is a cookie?
A cookie is a small text file that is downloaded onto your computer when you visit certain websites and allows a website to recognise a user's computer. Cookies are used to help users navigate websites more efficiently and to perform certain functions, as well as to provide information to the owners of the website.
What cookies do Kingworths use?
When browsing our website, cookies that are strictly necessary for the performance and function of the website are automatically utilised. We will only utilise non-essential cookies if you have provided us with consent to do so by selecting ‘Allow all cookies’ in the cookies banner.
• Cookie Message
This records the answer you gave regarding accepting our cookies. Without this the cookie notification would pop up every time you went to a new page. Expires in 180 days
• PHPSESSID
Allows the website to function correctly such as retaining a shopping basket. Expires when browser shutdown.
• Tracking code
If you visited us by clicking on a link on a site e.g. an advert. We sometimes store the origin of your click so we can monitor which marketing is most effective.