The Rounce & Evans Property Management Privacy Notice provides information on how Rounce & Evans Property Management, its branches or representative offices and any 3rd party providers collect, use, secure, transfer and share your information.

Rounce & Evans Property Management has its head office at:

16 Church Street, Kings Lynn, Norfolk, PE30 5EB

And a second office at:

36 Westgate, Hunstanton, Norfolk, PE36 5AL

Its main areas of business are:

• Residential Lettings
• Property Management
• Block Management
• Estate Management

1 Types of information collected.

Typically, Rounce & Evans collects some or all of the following information.

• Full names
• Title
• Addresses – current and past
• Date of Birth
• Nationality
• Residential Status
• Landlord details
• National Insurance Number
• Dependants
• Primary ID
• Address ID
• Bank Statements/Details
• Credit card Statements
• Mortgage Statements
• Pay Slips
• Self Employed Accounts
• Employer Details
• Personal Debt Details
• Loan Details
• Insurance details
• Mortgage details
• Email Addresses
• Phone Numbers
• Solicitor details
• Estate Agent details
• IP addresses
• Cookies
• Marital Status
• Salary Details
• Employment Details
• Pension Administrator
• Accountants
• Proof of benefits
• Ethnicity
• Gender
• Passport details
• Next of Kin

1.1 Methods of Collection

In the general conduct of business, Rounce & Evans collects information relevant to the services being sought across the range of services it offers (listed previously) from:

• yourself
• next of kin
• spouse / partner / family member
• business associates
• Employers
• “trusted” sources including:
• Government / Land / Police registers
• Credit / Default Agencies
• Financial Institutes (Banks, Building Societies, Loan Agencies, Credit Card companies)
• Insurance Companies
• Other Law firms
• Health providers
• through consent to third parties disclosing information about you to us that they have collected

Such information will generally be collected directly via the use of any of our standard forms, over the internet, via email, in our branches or through a telephone conversation with you. We may also collect personal information through our affiliates or suppliers.

In addition, you may choose to submit information directly to us via several methods, including:

• through Rounce & Evans and affiliates websites
• in response to marketing or other communications
• through social media
• by signing up for a Rounce & Evans product or service
• through participation in an offer, program or promotion
• in connection with an actual or potential business or employment relationship with us

You may also agree to third parties disclosing information about you to us that those third parties have collected.

We, our service providers and partners collect certain information by using automated means, such as cookies and web beacons, when you interact with our advertisements, mobile applications, or visit our websites, pages or other digital assets. The information we collect in this manner may include: IP address, browser type, operating system, referring URLs and information on actions taken or interaction with our digital assets.

We may use third-party web analytics services on our websites and mobile apps The analytics providers that administer these services use technologies such as cookies and web beacons to help us analyse how visitors use our websites and apps.

“Your Rights and Choices” section of this Privacy Notice specifies your ability, to opt out or limit the usage of the information collected.

1.2 Purposes of Collection

Generally, we will collect, use and hold your information for the purposes of:

• Assessing applications for and providing Rounce & Evans Property Management Limited products / services
• Conducting business, developing relationships with Rounce & Evans Property Management Limited and affiliates
• Process payments / transactions including: Accounting, Authorisation, Clearing, Chargebacks, Auditing, Billing, Reconciliation, Collection, Complaints, Enquiries, Credit Checks and related dispute resolution activities
• Protect against and prevent fraud, unauthorised transactions, money laundering (please see below), tax evasion, claims, other liabilities and manage risk exposure and agent /franchise quality, integrity, compliance and security of business processes
• Create and manage any accounts, associated authentication criteria (id’s and passwords) you may have with Rounce & Evans Property Management Limited
• Provide, administer and communicate with you about Rounce & Evans Property Management Limited products, services, offers, programs and promotions, their issuers, acquirers, retailers and partners.
• Compile business directories, including business contact information
• Operate, monitor, evaluate and improve our products, services, websites, mobile applications, other digital assets and business.
• Evaluate your interest in employment and contact you regarding possible employment opportunities
• Enforce Rounce & Evans Property Management Limited “Terms of Use”, other legal rights as may be required by applicable laws and regulations or requested by any judicial process or governmental agency having or claiming jurisdiction over Rounce & Evans Property Management Limited or its affiliates.
• Comply with industry standards and Rounce & Evans Property Management Limited policies

Anti-Money Laundering

In addition to help you with a property related service we have to comply with certain regulations for example the “Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 (referred to as “the Regulations), Right to Rent and 2014 Immigration Act.” Rounce & Evans Property Management Limited Estate Agents (CEA) and other subsidiaries are required to obtain certain information from you to comply with regulations. The information provided will only be used by Rounce & Evans Property Management Limited Plc in relation to complying with the Regulations and will not be shared with any other party outside of the companies wholly owned by Rounce & Evans Property Management Limited Plc unless we are required to do so under law.

If you decide to enter in to a business relationship with Rounce & Evans Property Management Limited Estate Agents or any wholly owned subsidiary to comply with certain regulations.

We will require two separate Identification documents one primary and one secondary document even if it appears on both lists. The information may be required at various stages of the process depending whether you are: Letting out your property or Renting one from us.

Primary documents – proof of ID

• Valid Passport with MRZ
• Valid full UK photo driving licence
• Valid full UK Driving licence (Non photo, paper) issued before 1998
• Valid EU/EEA/Switzerland photo driving licence.
• Valid EU/EEA/Switzerland national Identity Card.
• Valid UK Armed Forces ID Card.
• Valid UK Biometric Residence Permit (copy of both sides.)
• Valid Blue disabled drivers pass. (With photo)
• Valid Freedom Pass
• Valid Local Authority Bus pass.
• Department for Works & Pensions letter confirming pension details including National Insurance Number dated within the last 12 months.

Secondary documents – proof of residence (home.)

• Valid full UK photo driving licence.
• Valid full UK Driving licence (Non photo, paper) issued before 1998
• Local authority council tax bill (dated within the last 12 months).
• UK Bank / Building societies statements/bills showing activity, dated within the last six mths. Including account number and sort code. (Internet printed acceptable.)
• UK mortgage statement (dated within the last 12 months.) (Internet printed acceptable.)
• Utility bill dated within the last 6 months including – Electricity bill (with MPAN number), Landline, Gas, Satellite TV, Water. (Internet printed acceptable.) (Not mobile phone bills.)
• Her Majesty’s Revenue and Customs (HMRC) Inland Revenue (IR) Coding / assessment / statement (dated within the last 12 months) with National Insurance number.
• Department for Works & Pensions letter confirming pension details and NI Number. (Dated within the last 12 months).

We reserve the right to employ third party electronic verification for the purpose of verifying identity. This search will not affect your credit rating

1.3. Lawful basis of processing

Rounce & Evans Property Management Limited processes your information under the following

• Performance of a contract: where you enter into a contract with Rounce & Evans Property Management Limited and we need to process your information as part of this contract
• Legitimate interests: some information is processed by Rounce & Evans Property Management Limited as part of its legitimate interests which include :Fraud, risk assessment, due diligence, network and information security, suppressions and managing opting out of communications , profiling , direct marketing, monitoring, web analytics, cloud storage, acquisitions, updating customer details, lettings, sales, financial services and other core products and service provided by the data controller
• Public interest: some information is processed in accordance public interest such as relocations
• Consent : where we process information under consent we will seek you clear and unambiguous consent prior to processing your data

2 Information We Share

We do not sell or otherwise disclose personal information we collect about you, except as described in this Privacy Notice or as indicated via the consent process at the time the data is collected. We share the information we collect with, but not limited to:

• Landlords and landlord associates and sub processors
• Vetted affiliates and partners / Financial Institutions / Insurance Companies for business facilitation to provide required services, such as mortgages, insurance cover etc.
• Formally contracted service providers to perform services on our behalf:
• Hosting Datacentres, Infrastructure, Applications (Development / Support) , Cloud Services
• Helpdesk, Call Centres etc.
• We contractually require these service providers to safeguard the privacy and security of personal information they process on our behalf and authorise them to use or disclose the information only as necessary to perform services on our behalf or comply with legal requirements
• Councils, health and care providers
• Other Law firms
• Credit agencies, Land Registry Office, Her Majesty’s Revenue and Customs (HMRC), Financial Conduct Authority (FCA) and other relevant regulatory bodies
• Additionally we may share information about you, if required legally, to prevent harm or financial / reputation loss, for investigation of suspected or actual fraudulent or illegal activities.
• Perspective employers requesting references via your written consent

Companies we may need to share your data with include:

• CFP Software Ltd also known as The Property Group
• Rightmove
• Zoopla
• Homelet Barbon Referencing
• Insurance Brokers
• Sage Pay
• Maintenance Contractors
• Utility Companies
• Other Letting Agents/Landlords (for the purposes of referencing)
• The Dispute Service (TDS)
• ARLA
• ARMA
• Safe Agent
• The Property Ombudsman

On websites, features can be accessed where we partner with other entities that are not affiliated with Rounce & Evans Property Management Limited. These include social networking, geo-location tools etc. are operated by third parties (indicated appropriately) who may use or share personal information in accordance with their own privacy policies. It is recommended that you review the third parties’ privacy policies if you use the relevant features.

Rounce & Evans Property Management Limited reserve the right to transfer your information in the event of a sale or transfer (wholly or partially) of our business or assets, with reasonable efforts for the acquirer protect / use your information consistent with our Global Privacy Notice. You can exercise your rights to contact the acquiring entity with questions concerning the protection and processing of your information.

2.1 How long do we keep information for

We will keep information for a reasonable amount of time in order to perform the purposes listed above.

We only keep your information for as long as necessary. We generally keep personal information for 7 years after last contact with you. However Rounce & Evans Property Management Limited reserves the right to keep information for longer if we feel that this is in the legitimate interests of Rounce & Evans Property Management Limited.

2.2 International Data Transfers

Rounce & Evans Property Management Limited may transfer the personal information collected about you to recipients in countries other than the country in which the information was originally collected. Those countries may not have the same data protection laws as the country in which you initially provided the information. When we transfer your information to other countries, we will Page protect that information as described in this Privacy Notice or as otherwise disclosed to you at the time the data is collected (e.g. via program specific privacy notice).

We currently engage a company called Carbonite to backup all of our servers. We have ensured that Carbonite meet the required privacy and security requirements. You can find out more about Carbonite here http://www.carbonite.com/

2.3 Profiling

Rounce & evans do not carry out any profiling of clients or customers either direct or indirect.

2.4 Your Rights and Choices

Your rights regarding the sensitive / personal information we maintain about you enable you to exercise choices about what personal information we collect from you, how we use that information, and how we communicate with you.

If you would like to complete a Subject Access Request From, please contact us via the details below.

2.5 Access and Correction

You may have the right to:

• obtain confirmation that we hold personal information about you
• request access to and receive information about the personal information we maintain about you
• receive copies of the personal information we maintain about you

The right to access personal information may be limited in some circumstances by local law requirements.

To exercise these rights, please contact us as set forth below.

2.6 Update and correct inaccuracies in your personal information

If you feel that the information we hold about you in incorrect or inaccurate you can contact us outlining the information you feel is incorrect of inaccurate

If we refuse to correct your personal information, we will provide you with a written notice that sets out the reasons for our refusal (unless it would be unreasonable to provide those reasons) and provide you with a statement regarding the mechanisms available to you to make a complaint. We will provide you with access to information we hold about you:

2.7 Object to the processing of your personal information

If you would like to object to any processing of your information by Rounce & Evans Property Management Limited you can contact us outlining what processing of information you would like to object to.

2.8 Have the information blocked, anonymised or deleted

If you would like Rounce & Evans Property Management Limited to delete, block or anonymise information we hold about you, you can contact us outlining what information you would like deleted, blocked or anonymised.

To update your preferences, ask us to remove your information from our mailing lists or submit a request to access, update, correct or delete your personal information, please contact us as specified in the “How To Contact Us” section below.

2.9 Opting out of processing

You can opt out collection of personal information by automated means e.g. when visiting our website or visit third-party websites and interact with our adverts, by using the Cookie Consent tool displayed in the website (the browser you use may provide options on how to opt out of receiving certain types of cookies). However without cookies you may not be able to use all of the website features and/or online services. Rounce & Evans Property Management Limited operate a cookie policy www.rounceandevans.co.uk/privi… Some of our service providers and partners may collect information about your online activities over time and across third-party websites to customise and target our adverts.

You can at any time tell us not to send you marketing communications by

• e-mail lettings@rounceandevans.co.uk
• contacting Rounce & Evans Property Management Limited as indicated below.

2.10 Withdrawal of consent

If we obtain your information by consent you have the right to withdraw any consent you previously provided to us.

If we process your information under legitimate interest you can object at any time on legitimate grounds, to the processing of your personal information.

Rounce & Evans Property Management Limited we will apply your preferences going forward. Doing so will mean that you cannot take advantage of certain Rounce & Evans Property Management Limited and affiliate products, services and promotions.

The right to consent removal may be limited in some circumstances by local law requirements and you will be informed appropriately.

3 How to Contact Us / Complaints and Feedback

If you:

• make a complaint about a breach of your personal information, applicable privacy laws / principles or a concern about Rounce & Evans Property Management Limited privacy practices
• would like access and/or update information or preferences you provided to us,

You also may e-mail us at:

lettings@rounceandevans.co.uk

Or write to us at:

Rounce & Evans Property Management Limited
Kings Lynn Innovation Centre
Kings Lynn
PE30 5BY

If we fall short of your expectations in processing your personal information or you wish to make a complaint about our privacy practices, please contact us via the details in the “How To Contact Us” section below.

To assist us in responding to your request, please give full details of the issue. We attempt to review and respond to all complaints within a reasonable time.

If we cannot for lawful reasons complete your request we will explain this to you to the extent that we lawfully can.

3.1 How We Protect Personal Information

The security of your personal information is very important and Rounce & Evans Property Management Limited is committed to protecting the information we collect. We maintain administrative, technical and physical safeguards designed to protect the personal information you provide or we collect against accidental, unlawful or unauthorised destruction, loss, alteration, access, disclosure or use.

We use SSL encryption on a number of our websites from which we transfer certain personal information.

Rounce & Evans Property Management Limited stores personal information only for as long as it is necessary for the fulfilment of the purpose for which the personal information was collected, unless otherwise required or authorised by applicable law. We take measures to destroy or permanently de-identify personal information if required by law or if the personal information is no longer required for the purpose for which we collected it.

4 Updating this privacy statement

We will update this statement from time to time so we suggest that you review this statement at regular intervals. Where we undergo substantial changes to our privacy statement we will endeavour to inform you directly about these changes.

May 2018