Morgan Jones Estates and Lettings GDPR Policy

This privacy policy covers the data you provide to us and data we may have collected from you or about you. It contains important information on who we are, how and why we collect, store, use and share personal information, your rights in relation to your personal information and how to contact us in the event you have a complaint.

We may change this privacy notice from time to time, when we do we will inform you.

For the purpose of the UK General Data Protection Regulation and the Data Protection Act 2018, the data controller is Morgan Jones Estates and Lettings Ltd, a company registered in Wales under company number 08338795 whose registered address is Mount Pleasant Business Centre, Mount Pleasant, Swansea, SA1 6ED.

What Personal Information Do We Collect and Use?

Applicants and Contract-Holders

In the course of completing an application and creating a new Occupation Contract, we collect the following personal information when you provide it to us, if applicable:

Full name
Any previous names
Email address
Date of birth
Telephone number
Nationality
Passport numbers
UK National Insurance Numbers
Previous and current addresses
Next of kin details (name, contact numbers, and address)
Proof of income documentation (this includes bank statements and payslips)
Employment information
Current landlord/agent contact details
Financial history information
Criminal record history
Credit referencing checks

Guarantors

Contact numbers
Full name
Email address
Full postal address
Proof of ownership
Proof of identification
Proof of address
HM Land Registry check (title register)

Landlords

Contact numbers
Full name
Email address
Full postal address
Proof of ownership
Proof of identification
Proof of address
HM Land Registry check (title register)
Rent Smart Wales Registration details
Bank details for payments

Buyers/Sellers

Contact Numbers
Full name
Email address
Full postal address
Proof of ownership
Proof of identification
Proof of address
Proof of funds (this includes bank statements, mortgage details, etc)
HM Land Registry check (title register)

Contractors

Full name
Company name
Contact numbers
Email address
Bank details for payments
Indemnity insurance details
Other relevant professional certificates

In all cases: Any communication between you and us including correspondence via telephone and email when you have contacted us with an enquiry on our service or product.

We also obtain personal information from other sources as follows:

Identification checks
Contact telephone numbers
Address
Bankruptcy checks
Company checks
Credit checks
HM Land Registry check
Information from Estate Agents/Private Landlords/Solicitors etc.

Website Information

Whilst visiting our website, we may collect:

Information about your computer and about your visits to and use of this website, such as your IP address, geographical location, browser type, referral source, length of visit and number of page views.
Information relating to any transactions carried out between you and us on or in relation to this website.
Information that you provide to us for the purpose of registering with us.
Information that you provide to us for the purpose of subscribing to our website services, email notifications and/or newsletters.
Any other information that you choose to send to us.

Cookies

We use cookies on this website. A cookie is a text file sent by a web server to a web browser, and stored by the browser. The text file is then sent back to the server each time the browser requests a page from the server. To find out more about cookies, including how to see what cookies have been set and how to manage and delete them, visit www.aboutcookies.org or www.allaboutcookies.org.

We use Google Analytics to measure how the site is used, and Google Ads services to measure and improve our advertising. These analytics and advertising cookies are active when you visit the site, unless and until you turn them off. You can switch off analytics and/or marketing cookies at any time via "Manage Preferences" on the cookie notice (or by clearing the mj_cookie_consent cookie, which brings the notice back). If you turn them off, Google's Consent Mode stops the associated cookies from being set on this device.

Most browsers also allow you to refuse cookies entirely. This will, however, have a negative impact upon the usability of many websites.

Why Do We Collect this Data?

We are required by law to collect information relating to your identity to comply with the Immigration act and 2017 Money Laundering Regulations.
We are required to conduct conflicts of interests under regulatory obligations.
In order to find a suitable dwelling for you we will ask for information on any access requirements.
In order to send relevant marketing material and information about products and services that may be of interest to you.
We may be required by law to collect your personal data or under the terms of any contract we have with you.
In order to pass on your contact details in the event that someone is required to visit the dwelling to arrange access.

How long is your data stored with us?

Your personal data will be retained for different periods depending on the product or service we provide you. This may be a longer period than that for which we need to hold your data to provide those services, i.e. where we are under regulatory or statutory duties to hold your data for a longer period or need to retain it in the event of a legal claim or complaint.

Who Do We Share Your Personal Data With?

As part of our daily business activity we may pass your data to service providers in order for us to deliver the services you expect from us. These include but are not limited to other companies providing you a service linked to our own, cloud computing host providers and technical support service providers.

If you are a Contract-Holder, we may also be required to pass your contact details to contractors in relation to any maintenance requests.

We will not without your express consent provide your personal information to any third parties for the purpose of direct marketing.

Data and Information Security

Your data will be held on secure servers, which may or may not be located in the EEA (European Economic Area). All reasonable operational and technological measures have been put in place to safeguard your data, our content and our systems from any unauthorised access.

User Rights

Accessing and updating your information

It is your right to request a copy of the personal data and information we hold about you. This is known as a data subject access request. It is also your right to request that information we hold about you which may be incorrect, or which may have changed since you first told us, is updated or removed. There is no charge for this service.

Please send requests to Mr Jonathan Chan, Morgan Jones Estates and Lettings, Mount Pleasant Business Centre, Mount Pleasant, Swansea, SA1 6ED.

Deletion of your information and data

It is your right to ask us to delete or remove personal data where there is no good reason for us continuing to store and process it. Note, however, that it is not always possible to comply with your data and information deletion request for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Withdrawing your consent

It is your right at any time to withdraw any consent you have given us to process your personal information and data. Please note if you withdraw your consent it will not affect the lawfulness of any processing of your personal data we have carried out before you withdrew your consent.

Restricting or objecting to our use of your data and information

It is your right to ask us to suspend the use of your data and information in certain scenarios, or object to our processing your information and data where we are relying on a legitimate interest ground.

Complaints

Complaints regarding the use of your personal data and information will be investigated. If you wish to raise a complaint on how we have handled your personal data and information, you can contact us to have the matter investigated by writing to Mr Jonathan Chan, Morgan Jones Estates and Lettings, Mount Pleasant Business Centre, Mount Pleasant, Swansea, SA1 6ED.

If you believe we are not handling or processing your personal data and information in accordance with the law or if you are not satisfied with our response to a data information complaint or request you can complain to the UK data protection regulator, the Information Commissioner's Office. Further details can be found at www.ico.org.uk or 0303 123 1113.

Last updated: August 2018

Privacy Policy