This privacy notice sets out how we will process personal data we collect from or about you, or which you provide to us. Please read this notice carefully to understand why data is being collected and what we do with that data.
Our website and services may contain links to independent websites which are not provided by us. Such independent sites are not under our control, and we are not responsible for and have not checked and approved their content or their privacy policies.
We may change this privacy notice from time to time by amending this page.
For the purpose of the Data Protection Act 1998 and General Data Protection Regulation EU 2016/679, the data controller is Pearsons Southern Limited a company registered in the United Kingdom under company number 1517996, whose registered address is Kintyre House, 70 High Street, Fareham, Hampshire PO16 7BB. (Please see section “Your Rights” if you wish to contact us.)
We collect and process the minimum of personal data in order to fulfil our service to you in assisting you with your property search and this would be:
Where we need to collect personal data by law (for example to meet our obligations to prevent fraud and money laundering) or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with our services). In this case, we may have to cancel a product or service you have with us but we will notify you if this is the case at the time.
The legal grounds under the General Data Protection Regulations for processing your personal data are as follows:
We will hold and use personal information about you in the following ways:
We will retain your personal data for different periods depending on the service you have chosen to use us for, which 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. Please see our retention policy for further details
We engage third-party service providers (our “data processors”) to perform a variety of business operations on our behalf. In so doing, we may share your personal information with them. We provide our service providers with only the personal information they need in order to perform the services we request, and we contractually require that they protect this information appropriately and not use it for any other purpose. These include; Clarks Computer Systems Limited, C.A.R.L. Lettings Software, MailChimp, The Guild of Property Professionals, CFP, Essential Information Group, Premier Inventories, JJ Inventories, Cave Inventories, Hazleton Mountford Ltd, Quest, Valuation Exchange and Ecofeel.
As Landlords and tenants you should be aware that we are legally obliged to make regular disclosures of information relating to the letting and management of properties to Her Majesty’s Revenue and Customs (HMRC). Such disclosures are exempt from the Data Protection regulations.
We will also pass your details where necessary to your property solicitors, those of the other party to your transaction together with estate agents involved. We will also disclose your personal information to third parties:
The success of our business depends on your trust, and we do not sell your personal information. We may share your personal information within Pearsons Southern Limited and as described in this statement. We will not share your information with third parties for marketing purposes without first obtaining your prior consent.
Your data will be held on secure servers within the European Economic Area (“EEA") with all reasonable technological and operation measures put in place to safeguard it from unauthorised access. Where possible any identifiable information will be encrypted or minimised. We use the services of MailChimp for email marketing and our newsletters and for this purpose our data is hosted in the USA and protected under the EU-US Privacy Shield. If you register on our website for our services you will have created a username and password which enables you to access certain services on our website, you are responsible for keeping it confidential. Please do not share it with anyone.
How you can access and update your information
You have a right to request a copy of the personal information we hold about you, known as a data subject access request. You also have the right to request that information we hold about you which may be incorrect, or which has been changed since you first told us, is updated or removed. These requests are free of charge and can be sent to The Data Protection Officer, Pearsons Southern Limited, 21 & 23 West Street, Fareham, Hampshire PO16 0BG or via email to email@example.com. We will respond to any request within one calendar month subject to us receiving satisfactory identification. The right to access personal information may be limited in some circumstances by local law requirements.
How you can request erasure of your data
You can ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where you have withdrawn consent for us to process it (as explained below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
How you can withdraw your consent
You have the right at any time to withdraw any consent you have given us to process your personal 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. Should you wish to do so you can change your consent preferences at any time by contacting The Data Protection Officer, Pearsons Southern Limited, 21 & 23 West Street, Fareham, Hampshire PO16 0BG or via email to firstname.lastname@example.org
How you can restrict or object to us using your data
You can ask us to suspend the way in which we are using your information in certain scenarios, or object to our processing your data where we are relying on a legitimate interest ground (or those of a third party) and you feel it impacts on your fundamental rights and freedoms, or where we are processing your personal data for direct marketing purposes. In some cases where you object, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Please note that if you want us to restrict or stop processing your data this may impact on our ability to provide our services. Depending on the extent of your request we may be unable to continue providing you with our service.
Any queries or concerns about the way in which your data is being used can be sent to The Data Protection Officer, Pearsons Southern Limited, 21 & 23 West Street, Fareham, Hampshire PO16 0BG or via email to email@example.com
Moving your information to another organisation
In the event that we process your data by automated means where you have either provided us with consent for us to use your information or where we used the information to perform a contract with you, you have the right to request that we send to you or to another organisation, a copy of the personal data we hold about you, for example when you are dealing with a different service provider. If you would like us to move, copy, or transfer your information please let us know by email to firstname.lastname@example.org We will respond to you within one month after assessing whether or not this is possible, taking into account the technical compatibility with the other organisation in question.
Queries about the use of your personal data
If you wish to raise a complaint on how we have handled your personal data, you can contact us to have the matter investigated by writing to The Data Protection Officer, Pearsons Southern Limited, 21 & 23 West Street, Fareham, Hampshire PO16 0BG or via email to email@example.com
If you are not satisfied with our response or believe we are processing your personal data not in accordance with the law 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.