Privacy Policy
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 the 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 Parry & Drewett, 21 High Street, New Malden, Surrey, KT3
4BY.
What type of information will we collect from you?
The personal information we collect from you will typically include the following:
• Full name and contact details (including your contact number, email and postal
address)
• information relating to your identity where we are required by law to collect this in
order to comply with the Money Laundering Regulations 2017 and the Immigration
Act
• information on your close connections where we are required to conduct conflicts of
interests under regulatory obligations
• your banking details where required such as where you are letting a property or,
where renting, to return deposits and arrange for rental payments
• information on any access requirements you have necessary to enable us to find
suitable properties for you, which may consist of special category personal data
comprising details of any disability or other health information about you
• details about your areas of interest where we wish to send you marketing
information about similar products and services
• Usage information about your visits to our website (which enable our website to
remember information about you and your preferences) and use of our site. Please
read our ‘Cookie Policy’ for further details. This may include information about your
visit, including the full Uniform Resource Locators (URL) clicks through to and from
our site (including date and time) products you viewed or searched for page
response times, download errors, length of visits to certain pages, page interaction
information (such as scrolling, clicks, and mouse-overs), methods used to browse
away from the page, and any phone number used to call our customer service
number.
• Other technical information, including what devices you use to connect to our App,
device location data where this function is not disabled by you on your device, the
Internet protocol (IP) address used to connect your computer to the Internet, your
login information, browser type and version, time zone setting, browser plug-in
types and versions, operating system and platform.
• Your communications with us, including a record of the email or telephone
correspondence created when you contact us as part of a product or service query
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.
How may be collect your personal data?
We may collect personal data from you in a number of ways, depending on the service you
have, including personal data you give us:
• By submitting a request via ‘Contact Us’ facility on our website for us to contact you;
• Corresponding with us by telephone, email, letter or other means
• Applying for a service
• In discussion with one of our members of staff
• By participating in feedback or surveys or by providing contact details offline
As well as information we receive from other sources, such as information from companies
we use to verify your identity and/or prevent fraud such as credit reference agencies (please
note such companies may record the details of the search), electoral register and credit
information, in accordance with our legal obligations. We may also receive information
from third parties who contact us such as His Majesty’s Revenue and Customs (HMRC), The
Department for Works and Pensions (DW) or the police or other government agencies.
Please note calls may be recorded in order to monitor the quality of customer service or for
training purposes.
On what basis can we process your information?
The legal grounds under data protection legislation for processing your personal data are as
follows:
• It is necessary for the performance of a contract to which you are a party, or to
take steps prior to entering into a contract with you, for us to provide you with
our products and services.
• You have given us explicit consent to the processing of your personal data for one
or more specific purposes, namely 1) where you have given us consent to receive
electronic marketing by us and/or 2) to process your Special Category Personal
Data described above. You do not need to provide us with marketing consent in
order to receive our services.
• It is necessary for the purposes of our legitimate interests, except where our
interests are overridden by the interests, rights or freedoms of affected
individuals (such as you). To determine this we shall consider a number of factors,
such as what you were told at the time you provided your data, what your
expectations are about the processing of the data, the nature of the data, and the
impact of the processing on you. Our legitimate interests include processing
necessary to improve and to promote our services and product and to better
understand our customers’ interests and knowledge of the property market and
to administer the technical aspects of our service and products.
• Where we need to comply with a legal obligation; or in rare circumstances:
• Where we need to protect your interests (or someone else’s interests); and/or
• Where it is needed in the public interest or for official purposes
What are we going to do with your information?
We will hold and use personal information about you in the following ways:
• In order to fulfil our obligations to you when providing you with our property
services
• To share your information with others where necessary to fulfil our property services
for you or where acting as agent for a third party on your behalf
• To comply with our statutory and regulatory obligations, including [verifying your
identity, prevention of fraud and money laundering and to assess your credit
worthiness]
• Communicate with you during the course of providing our services, for example with
your enquiries and requests.
• Statistical purposes so we can analyse figures to help us manage our business and
plan strategically for the future.
• To provide you, or to enable [third parties] to provide you, with information about
goods or services we feel may interest you, where you have provided permission for
us to do so or, if you are an existing customer only, where we choose to contact you
by electronic means (including e-mail or SMS) with information about our own goods
and services similar to those which you have already obtained from us or negotiated
to obtain from us . For those marketing messages you can unsubscribe at any time
• Track your use of our service including your use of our App in order to improve
these.
• To notify you about changes to our service;
• To ensure that content from our site is presented in the most effective manner for
you and for your computer.
How do we ensure the security of your personal data?
We have put in place appropriate security measures to prevent your personal data from
being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In
addition, we limit access to your personal data to those employees, agents, contractors and
other third parties who have a business need to use your data. They will only process your
personal data on our instructions and are subject to a duty of confidentiality.
We have put in place procedures to deal with any suspected data security breach and will
notify you and any applicable regulator of a suspected breach where we are legally required
to do so.
As part of our data security measures we ensure that we train our employees and have
appropriate data protection policies in place to support our compliance.
How long do we keep your data for
We will keep your personal data for as long as you are a customer of ours. Thereafter we
may keep your data for up to 7 years to enable us to respond to any questions or complaints
and to maintain records where we are legally required to do so. We may keep your data for
longer than 7 years if we cannot delete it for legal, regulatory or technical reasons.
In some circumstances we may anonymise or pseudonymise your personal data so that it
can no longer be associated with you, in which case we may use such information without
further notice to you.
Who your information will be shared with
We will pass your details to the following organisations (our “data processors”) who carry
out certain activities on our behalf as part of our providing our services: Payment service
providers, property management agents, credit reference and fraud prevention agencies,
cloud computing host providers, technical support service providers, Local authorities,
insurance providers, third party contractors, solicitors, credit reference agencies, utility
providers, Inland Revenue, Government Approved Deposit Schemes, email marketing
services etc.
We will also pass your details where necessary to your property solicitors and those of the
other party to your transaction. We will also disclose your personal information to third
parties such as our CRM (customer relationship manager) system and property portals.
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.
If we are under a duty to disclose or share your personal data in order to comply with any
legal or regulatory obligation, or to protect the rights, property, or safety of our company,
our customers, or others. This includes exchanging information with other companies and
organisations for the purposes of fraud protection and credit risk reduction.
We will not share your information with third parties for marketing purposes without first
obtaining your prior consent.
Security of your data
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.
Your rights
How you can access and update your information. We will always ask that such requests are
made in writing
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 for the attention
of the Data Protection Officer, Parry & Drewett, 21 High Street, New Malden, Surrey, KT3
4BY.
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
via newmalden@parryanddrewett.com
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, Parry & Drewett, 21 High Street, New Malden, Surrey, KT3 4BY.
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. 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.
Complaints 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, Parry &
Drewett, 21 High Street, New Malden, Surrey, KT3 4BY.
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.
Changes to this privacy statement
We reserve the right to update this Privacy Statement at any time.
