Privacy Notice - GDPR compliant - July 2018
Who we are:
JAG Property Investments are a multi-faceted property investment company in South Wales covering Llanelli, Swansea, Neath and Port Talbot.
JAG Property Investments Ltd, Unit GF2, 29 Ystrad Road, Swansea West Business Park, Fforestfach, Swansea, SA5 4LH (a company registered in England & Wales with registration number 10025925).
JAG Property Investments Ltd collects, uses and is responsible for personal information about you. When we do this we are the ‘controller’ of this information for the purposes of the General Data Protection Regulation and other applicable data protection laws.
Our Data Protection Officer is:
What we do with your information, collected by us;
When carrying out business activities in relation to the sale, acquisition/purchase, letting, or arranging a tenancy, of property and/or land we collect the following personal information that you will need to provide to us:
· Your full legal name
· Your telephone contact numbers
· Your home address and the property address(if different)
· In the case of a Company your registered office address and the address we should contact you at on a daily basis (if different)
· Your email address
· Proof of identity documentation to comply with the current Money Laundering Regulations. Usually we need to take our own copies of your passport and photo driving licence, and we will often ask to take copies of recent bank statements and council tax/utility bills.
Information collected from other sources:
In order to identify the legal owners of properties and land that we market, and properties we let, we obtain from the Land Registry office copy entries to verify the legal names of the legal owners. This information is already a matter of public record.
How we use your personal information:
We use your personal information for the following purposes:
When carrying out business activities in relation to the valuation, sale, acquisition, letting, or arranging a tenancy for property and/or land we collect the following personal information that you provide to us:
· Your property address when arranging a valuation/market appraisal
· Your communications with us, including a record of the emails and telephone correspondence created between us both.
· 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, Grant of Probate or Guardianship Order.
· As a Seller/Vendor when you accept an offer on your property we pass your name and address and the property address (if different) to both your lawyer and to the buyers lawyer.
· As a Buyer when you have made an offer on a property which is accepted by the seller/vendor we pass your name and your contact address to both your lawyer and the sellers lawyer.
· To help ensure your transaction proceeds as smoothly as possible we also pass your name and the property address which you are selling/buying to other lawyers in the chain. We never pass them your email address or telephone numbers or copies of your proof of identity documentation.
· As a Landlord or Tenant we will disclose in full the Assured Shorthold Tenancy Agreement (AST) to both parties.
· Landlord and Tenant contact details will be passed to the Deposit Protection Scheme (DPS).
· When we do not manage a tenanted property, or are instructed on a ‘Tenant Find’ only basis we will pass the relevant contact details between Landlord and Tenant, we will disclose Landlord’s bank account details to the approved Tenant(s) in order for them to transfer rent.
· If you are a tenant renting under the 'Right to Rent' scheme we will collect details of your Biometric residence card, your immigration status document and/or your birth certificate to carry out our required checks under this scheme.
· Guarantor and permitted occupiers contact details will automatically be passed to a Landlord.
Who will we share your personal information with:
We will also pass your details to the following organisations (our “data processors”) who carry out certain activities on our behalf as part of us providing our services:
- Estate and Letting Agents: If you contact us direct we will pass your details to the agents dealing with that property.
- Social Media: On occasion we will advertise properties For Sale or To Let on social media.
We will also disclose your personal information to third parties:
- In the event that we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets.
- If our company or substantially all of our assets are acquired by a third party, in which case personal data held by us about our customers will be one of the transferred assets.
- As part of our Anti-Money Laundering Policy we will usually undertake electronic verification of your proof of identity documentation via SmartSearch, who hold a bank of data linked to Experian. Any checks made in this way do not affect your credit rating. We will never provide any third parties with your proof of identity documentation.
Sales – Sellers and Buyers:
Before a property is launched to the market an EPC and floorplan will be required and we will pass your contact and property details to our approved third party providers. Du ring the course of any offer, negotiation, agreeing the sale of property or land, it is very likely that the buyer and/or their mortgage lender will need to gain access to your property to undertake a valuation and/or survey. We will provide them with the minimum of your details such as the full property address and the contact telephone number for you so that they can arrange a mutually convenient appointment. Buyers – during the course of any offer negotiation or when a sale is agreed we will pass both seller and buyer personal details to their respective solicitors. Full chain details of your name and address will be provided to other solicitors in the chain, and sometimes to other estate agents in the chain. Your ‘phone numbers, emails addresses and proof of identity documents will never be passed to these contacts.
Lettings - Landlords and Tenants:
Before a property is launched to the market an EPC and floorplan will be required and we will pass your contact and property details to our approved third party providers. We have relationships with a number of third party contracts that we will routinely share your name, address, telephone numbers and email address with. For a list of these third parties contractors please contact us. This data sharing enables us to facilitate repairs/maintenance/check-out/cleaning/etc., as efficiently as possible. We will never share your proof of identity documentation with these third parties.
Tenants Referencing: this is undertaken via our letting agents
Tenants: Next of kin is stored via estate and letting agents.
Landlord and Tenant contact details will be passed to the Deposit Protection Scheme (DPS).
Transfer of your information outside the European Union (EU) / European Economic Area (EEA):
We are not aware of any reason where it may be necessary to transfer your personal information outside the EU/EEA or to an international organization. Should a request for such information be sent to us by a law enforcement agency we would only ever do so at the insistence of the UK’s National Crime Agency.
How long will we store your personal data – Consent:
We are relying on your explicit consent to process and store your personal data in order that we can ‘keep in touch’ and from time-to-time provide you with property details and general market information. You provided this consent either when you initially registered with us or by confirming your consent prior to GDPR coming into force on 25 May 2018.
You have the right to withdraw this consent at any time, but this will not affect the lawfulness of any processing activity we have carried out prior to you withdrawing your consent. You can opt-out by clicking the link to unsubscribe in the email footer or on our web site home page, or contact us at: firstname.lastname@example.org or by writing to: Data Protection Officer, JAG Property Investments Ltd, Unit GF2, 29 Ystrad Rd, Swansea West Business Park, Fforestfach, Swansea, SA5 4LH.
We will retain your personal data for different periods of time depending on the service you have chosen to use us for, and which may be for a longer period than that for which we need to hold your data to provide those services, i.e. where we are under a regulatory or statutory duty to hold your data for a longer period or need to retain it in the event of a legal claim or complaint.
Under the General Data Protection Regulation, you have a number of important rights that you can exercise free of charge. In summary, these rights are:
Transparency over how we use your personal data and fair processing of your information;
· Access to your personal information and other supplementary information;
· Require us to correct any mistakes or complete missing information we hold on you;
· Require us to erase your personal information in certain circumstances;
· Receive a copy of the personal information you have provided to us or have this information be sent to a third party, this will be provided to you or the third party in a structured, commonly used and machine readable format;
· Object at any time to processing of your personal information for direct marketing;
· Object in certain other situations to the continued processing of your personal information;
· Restrict our processing of your personal information in certain circumstances;
If you want more information about your rights under the GDPR please see the Guidance from the
Information Commissioners Office:
If you want to exercise any of these rights, please:
· Email, ‘phone or write to our Data Protection Officer (see ‘Get in touch’ below).
· Please be prepared to provide additional information so that we can identify you, and we are very likely to contact you to request further information to verify your identity. For security reasons we must be sure it is you who are requesting the right or rights that you wish to exercise.
We will respond to you within one month from when we receive your request. Please note if you wish to unsubscribe from any email you can do so by clicking the link to unsubscribe in the email footer or on our web site home page or by contacting us (see ‘Get in touch’ below). It may take up to 5 working days for this to become effective.
How to make a complaint:
We hope that you are happy with our service and that our Data Protection Officer can resolve any issues or complaints that arise. Please get in touch if you have any concerns (see ‘Get in touch’ below).
The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) this will be in the country/state where you work, normally live or where the alleged infringement of data protection laws occurred. The UK supervisory authority is the Information Commissioner’s Office who can be contacted at https://ico.org.uk/concerns/
Automated Decision Making
We do not use Automated Decision Making in the course of our business.
The security of information is very important to us and we have measures in place which are designed to prevent unauthorized access to your personal information. These include, but are not limited to:
Electronic data files are stored in two ways – the first being on a UK “cloud” based secure client management system and the second being stored on a secure server in South Wales. Hard copy files are kept to a minimum and are stored in locked cabinets before being securely destroyed.
We do not intend to process your personal information for any reason other than stated within this privacy notice. If this changes, we will inform you by email.
Changes to this privacy notice
This Privacy Notice was published on 24th July 2018. We constantly review our internal privacy practices and this policy will be reviewed as a minimum, six-monthly and we may change this policy from time to time. When we do, we will inform you by email.
You can find our Cookies Policy by clicking into the link in the email footer, or on our web site home page, or by contacting (see ‘Get In Touch’) .
Get in touch
If you have any questions about this privacy notice or the information we hold about you, please contact our Data Protection Officer.
The best way to reach us is to email: email@example.com alternatively, please telephone 07985 415 044, and ask to speak to the Data Protection Officer.
If it would be helpful to have this notice provided in another format (for example: in another language, audio, braille) please contact us (see ‘Get in touch’ above).