Peterson & McCoy Estates Limited (registered in England under company number 15403412) is committed to ensuring that your privacy is protected and our use of your personal information is governed by this Privacy Notice.

“Peterson & McCoy”, “us”, “we” or “our” means Peterson & McCoy Estates Limited and any subsidiaries. Any reference to “you” or “your” refers to data subjects (people who we hold or process the data of).

1.  Who we are

The data controller is Peterson & McCoy Estates Limited. The ICO Registration number of Peterson & McCoy Estates is ZB655406.

Peterson & McCoy acts as a controller for personal information and also act as a processor in some instances. Your data will be treated as confidential and in accordance with applicable data protection legislation. Your personal information will only be shared in line with this Privacy policy.

2.  Information covered by this policy.

Personal data – information such as name, date of birth, contact details, bank account information or any information which would allow us to identify you personally.

Special Category data – some information is classified as “sensitive” under data protection legislation. This includes information of sexuality, religion or health. We will not collect, store or process such information.

3.  What personal information we collect

 We will collect your name and contact details, including telephone numbers, email addresses and physical addresses. We are required to collect these by law. Please see the table below for details of other personal information we may collect.

If you are buying, selling, letting or renting a property

Personal Information	Purpose
Your name, postal address, phone number, email address and details of your requirements Previous names, mother’s maiden name, previous addresses, health and family history, information about your status and dependents Your marital status, gender, date of birth, nationality and tax status Employment details, national insurance number, residential status, bank details and credit history	To pass onto your mortgage advisor, or your conveyancer or another party’s conveyancer. To offer alternative properties related to your search criteria. To provide estate agency services.
Proof of identity  – driving license, passport etc.Information on other people with an interest in relevant land. Details of your mortgage, length of ownership and source of funds.	To perform anti-money laundering, and counter terrorist financing checks as required by law and to identify our clients according to KYC requirements.
Your bank account details or debit card details.	Processing payments and debt collection activities.
Proof that you have funds available to finance any proposed transaction – for example copy bank statements or mortgage agreement in principle or mortgage offer documents.	To evidence deposit funds and ability to complete the proposed transaction and to establish source of funds for anti-money laundering purposes.
Details/plans/photos relating to your property	To enable us to market your property with all relevant details.
Images of your face	For ID checks
IP address, browser, operating system	To provide our services online and improve our performance
Communication/marketing choices	To ensure we comply with marketing regulations

 Any telephone calls may be recorded for security, evidential or training purposes.

We may from time to time request additional information from you in order to provide our services.

4.  How we collect personal information

Direct interactions – information you give us when you talk to us in person or on the phone or when you fill in forms, enter information on electro nic systems provided by us or send us emails or other electronic messages.

Indirect interactions –information you disclose to third parties who then disclose it to us, or information which is available from publicly available sources or registers. We aim to identify Politically Exposed Persons and Sanctioned Individuals – to do so we perform checks which are processed through third parties who perform checks on publicly available information. The purpose is to comply with Anti Money Laundering legal requirements.

5.  How we use your personal information

We will process the information we obtain as set out above. We will process your data to provide you with products and services relating to property transactions. We will also, subject to your consent, provide you with details of other services provided by us or third parties which we believe you may be interested in, such as surveying services, conveyancing services and utilities.

We may only use your personal information if we have a legal basis for so doing :

• Performance of a contract – the collection, storage and processing of your information is necessary for the performance of a contract which you have entered This includes preparatory work carried out at your request prior to entering into a contract.

• Legal obligation – where the collection and processing has to occur for us to comply with a legal obligation like anti money laundering requirements, disclosure to courts and other state

• Consent – where you have given us clear and informed consent to collect, store and process your date – for example for marketing

• Legitimate interest – – Information system integrity and security, marketing and web-data

We will only process special categories of information and conviction details under lawful bases of the Data Protection Act. For example:

• With your informed consent

• to Defend or Prosecute legal proceedings

6.  Who we share your personal information with

• Personal data we share within Peterson & McCoy

We may share your information within our group companies for the provision of services. This policy applies to all of our subsidiaries.

6.2       Sharing with third parties

We share your personal info with official bodies and law enforcement when needed to follow the law. When we use other companies to help us provide services like mortgages or insurance, we only give them the info they need to do the job. We make sure they protect your info and don’t use it for anything else. Examples are set out below.

Third party	Why we share it
Sellers, buyers, developers and others involved in a transaction.	To enable a sale or purchase.
Contractors and suppliers.	To install marketing boards, take photographs and floor plans and to produce other marketing materials for a propertyTo arrange contractors or third parties to visit properties for any purposes approved by you.
Surveyors	To perform surveys
Conveyancers	To provide you with conveyancing
Referencing/Credit and Risk companies.	To run anti-money laundering and identity checks.
Solicitors and lawyers and debt collection companies	To pursue a claim for breach of contract
Police, NCA, Courts	To comply with legal obligations including court orders.
The Property Ombudsman	To enable the PO to deal with disputes and complaints.

6.3       Automated Decision Making

This includes credit and risk scoring.

7.  How we keep your personal information secure

Security of your information is paramount to us.  We therefore protect your information by :

• Client software systems –protections to prevent unauthorised access, and issues that could result in the corruption or unauthorised release of personal information. There are strict access requirements in place and access is restricted to those absolutely

• Hard copy information – securely stored with access

Data Protection training is provided to all relevant staff.

We require all third parties with whom personal information is shared to have similar, adequate, data protection policies and procedures.

8.  How long we keep your personal information for

Your information will be kept for as long as is reasonable and to fulfil our legal obligations. This may vary depending on the services we are providing to you. We have a legal obligation to keep some information, like financial information, for a set period of time (usually seven years). This may be extended due to legal or contractual obligations or any legitimate interests.

9.  Non EEA transfer

Where your information is transferred outside of the EEA we will ensure that those parties to whom it is transferred operate data protection policies and procedures which are comparable to those required in the UK and EEA.  For details of how we protect any specific transfers please contact us.

10.   Your Data Rights

• Right of access – you have the right to ask us copy data that we hold about you, subject to some legal

• Right to rectification – you have the right to have inaccurate information is rectified or incomplete information

• Right to erasure – you have the right to require your personal information be deleted, subject to some legal

• Right to restrict processing – you have the right to require us to restrict the processing of your information subject to some legal

• Right to object to processing – you have the right to object to the processing of your information subject to some legal

• Right to data transfer information – you have the right to know if and to where we have transferred your

• Rights in respect of automated decision making– you have the right to require us to review or stop automated decision making subject to certain

To exercise any of these rights please contact us as set out below.

11.   Contact us Contact details

If you have any queries in respect of this policy or our data protection and processing please email us on hello@petersonmccoy.co.uk or writing to the Data

Protection Officer at our registered office.

To make a subject access request please email hello@petersonmccoy.co.uk

Complaints

If you have a complaint about the way in which your information has been processed you can contact us and/or the Information Commissioner’s Office.