Privacy 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 Data Protection Act 1998 and General Data Protection Regulations EU 2016/679, the data controller is Morgan Jones Estates and Lettings Ltd, a company registered in Wales under company number 08338795 whose registered address is Royal Building, 10 Princess Way, Swansea, SA1 3LW.

What Personal Information Do We Collect and Use?

Applicants and Tenants

In the course of completing an application and creating a new tenancy 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
  • H M Land Registry check
  • Information from Estate Agents/Private Landlords/Solicitors etc.
  • 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.
Whilst visiting our website;

What information do we 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, including information relating to any purchases you make of our goods or services.
  • 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.

We may collect, store and use the following kinds of personal data:

  • 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.orgor www.allaboutcookies.org.This enables the web server to identify and track the web browser. We may send a cookie which may be stored by your browser on your computer’s hard drive. We may use the information we obtain from the cookie in the administration of this website, to improve the website’s usability and for marketing purposes. We may also use that information to recognise your computer when you visit our website, and to personalise our website for you.Most browsers allow you to refuse to accept cookies. (For example, in Internet Explorer you can refuse all cookies by clicking “Tools”, “Internet Options”, “Privacy”, and selecting “Block all cookies” using the sliding selector.) This will, however, have a negative impact upon the usability of many websites.
  • Analytical Tools. We may use analytical tools to analyse the use of this website. These tools generate statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of the website. If we use Google Analytics, they will store this information.Google’s privacy policy is available at https://support.google.com/analytics/answer/6004245?hl=en-GB. To opt out of being tracked by Google Analytics across all websites visit http://tools.google.com/dlpage/gaoptout.

Using your Personal Data

  • Administer the website.
  • Improve your browsing experience by personalising the website.
  • Enable your use of the services available on the website.
  • Send to you goods purchased via the website, and supply to you services purchased via the website.
  • Send statements and invoices to you, and collect payments from you.
  • Send you general (non-marketing) commercial communications.
  • Send you email notifications which you have specifically requested.
  • Send to you our newsletter and other marketing communications (relating to our business or the businesses of carefully-selected third parties which we think may be of interest to you) by post or, where you have specifically agreed to this, by email or similar technology. You can inform us at any time if you no longer require marketing communications to be sent by emailing us.
  • Provide third parties with statistical information about our users – but this information will not be used to identify any individual user.
  • Deal with enquiries and complaints made by or about you relating to the website.

Personal data submitted on this website will be used for the purposes specified in this privacy policy or in relevant parts of the website.   We may use your personal information to: We will not without your express consent provide your personal information to any third parties for the purpose of direct marketing.

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 and will ask for information on your close connections.
  • In order to find a suitable property for you we will ask for information on any access requirements which may consist of special category personal data including details of disabilities or other relevant health information.
  • In order to send relevant marketing material and information about products and services that may be of interest to you we will require details about your area of interest.
  • We may be required by law to collect your personal data (to meet our obligations to prevent money laundering and fraud for example) or under the terms of any contract we have with you.  If you are unable to provide the data required when requested, we may be unable to perform or provide the contract or service that we have or are trying to enter into with you. In this case, we may have to cancel the product or service you have asked us to supply, but you will be notified if this is the case as soon as possible.
  • Under current data protection legislation we have legal grounds to process your personal data as follows:
  • In order to perform a contract for a product or service to which you are a party, or to undertake the necessary process before entering into a contract with you for that product or service.
  • We have your explicit consent to the processing of your personal data for one or more specific purposes, namely 1) electronic marketing by us where you have given us consent and/or 2) to process your Special Category Personal Data described above. You can still receive our services without providing marketing consent.
  • It is a necessary requirement as part of our legitimate business interests, unless our interests are overridden by the interests, rights or freedoms of individuals affected (such as you). A number of factors are considered to determine this, such as our correspondence and conversations at the time you provided the data, your expectations from the processing of the data, the type and nature of the data, and the impact of us processing your data. Our legitimate interests include processing your data to promote and improve product and services provided by us and to develop a better understanding our customers’ interests and our knowledge of the market in which we operate and for the day to day administration and the technical aspects of our service and products.
  • In rare circumstances and to comply with legal obligations.
  • In order to protect your interests or the interests of a 3rdparty; and/or
  • Where it is required for official purposes or is in the public interest.
  • We will share personal information with law enforcement or other authorities if required by applicable law.

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.

We will also pass your details where necessary to your legal services and possibly the legal services of other parties to your transaction. We may also disclose your personal information to third parties:

Your personal data will be disclosed to any prospective buyer or seller in the event that we buy or sell any business assets.

Should we sell our company the personal data held by us will be considered part of the sale and transferred to the 3rd party acquiring the business.

If there is a legal duty or regulatory obligation with which we must comply or to protect the rights, property, or safety of our company, our customers, or others we will disclose or share your personal data. This includes exchanging information with other companies and organisations for the purposes of credit risk reduction and fraud protection.

Prior consent will be obtained from you before we share your information with third parties for marketing related purposes.

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.  Wherever possible any identifiable information will be secured, encrypted or minimised.

Parts of our system may be accessible by our customers and users.  This access will be password protected.  If you have been given a username and password that enables you to access certain parts of your data on our systems, it is your responsibility to keep it confidential. Under no circumstances should you disclose or share it with anyone.

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, Royal Building, 10 Princess Way, Swansea, SA1 3LW.

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. It is your right to ask us to delete or remove your personal information and data where you have successfully exercised your right to object to processing (see below), where we no longer have your consent for us to process it (as explained below), where we may have processed your information unlawfully or where we are required to delete your personal information and data to comply with local law. 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. Your consent preferences can be changed at any time by contacting us at Morgan Jones Estates and Lettings, Royal Building, 10 Princess Way, Swansea, SA1 3LW.

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 (or those of a third party) and you believe it impacts on your fundamental freedoms and rights, or where your data and information is being processed for direct marketing purposes. Each case will be investigated and in some cases where you object, we may demonstrate that we have compelling legitimate grounds to process your data and information which override your freedoms and rights.

Often your data is essential to the supply and delivery of a service provided by us to you.  Please note that if you want us to restrict or stop processing your data and information this may impact on our ability to provide that product or service. Depending on the extent of your request we may be unable to continue providing you with our service.

Questions, concerns or any other enquiry relating to the way we process and use your data and information is being used can be sent to Mr Jonathan Chan, Morgan Jones Estates and Lettings, Royal Building, 10 Princess Way, Swansea, SA1 3LW.

The moving of your data and information to another organisation

If your data and information is processed by automated means where consent for us to use your data and information has been provided by you or where we used the information to perform a contract with you, it is your right to request that a copy of your personal data and information be sent to you or to another organisation, for example when you are dealing with a different service provider. These requests are free of charge.  If you would like us to move, copy, or transfer your data and information please let us know by email to info@morganjonesproperty.co.uk. We will respond to you within one month after assessing whether this is possible, taking into account the technical compatibility with the other organisation in question.

Complaints about the use of your personal data and information.

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, Royal Building, 10 Princess Way, Swansea, SA1 3LW.

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.

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