Privacy Policy

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Registered name: DOCpropertiesLTD

This privacy notice tells you what to expect us to do with your personal information

• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• How to complain

We collect or use the following information to provide and improve products and services for clients:

• Names and contact details
• Addresses
• Financial data (including income and expenditure)

We collect or use the following personal information for the operation of client or customer accounts:

• Names and contact details
• Addresses
• Purchase or service history
• Account information, including registration details

We collect or use the following personal information for information updates or marketing purposes:

• Names and contact details
• Addresses
• Purchase or account history

We collect or use the following personal information for dealing with queries, complaints or claims:

• Names and contact details
• Address
• Account information
• Purchase or service history
• Customer or client accounts and records
• Correspondence

Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

• Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for. You can read more about this right here.
• Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete. You can read more about this right here.
• Your right to erasure - You have the right to ask us to delete your personal information. You can read more about this right here.
• Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information. You can read more about this right here.
• Your right to object to processing - You have the right to object to the processing of your personal data. You can read more about this right here.
• Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you. You can read more about this right here.
• Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time. You can read more about this right here.

If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
• Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
  • Personal data will be required in order to register anybody wishing to arrange an appointment with Oughton Cook estate agents. This is to ensure we have records of who we are meeting with to enter properties, for safety purposes. Vendors: We require personal data prior upon commencing a business contract in order to fulfil our AML duties with the HMRC. Buyers: We require personal data prior to offer acceptance in order to fulfil our contractual obligations to the vendor, and to fulfil our AML duties with the HMRC.

Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

• Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.
• Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time

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Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

• Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to 
• object. To be clear, you do have the right to withdraw your consent at any time.

• Directly from you
• Legal bodies or professionals (such as courts or solicitors)
• Suppliers and service providers
• Third parties

Where no 'business transaction' has taken place (Listing on the market for sellers / registered buyers) Oughton Cook estate agents will retain information for 6 months (buyers) and 12 months (sellers). After this time we will delete data unless advised otherwise. Individuals may request their data is removed at any point using the email at the top of the policy. 

Where a transaction has taken place, records will be retained in line with HMRC anti money laundering regulation.

Data processors: Loop CRM

This data processor does the following activities for us: They store our personal data records

• Insurance companies, brokers or other intermediaries
• Professional or legal advisors
• Regulatory authorities
• Organisations we’re legally obliged to share personal information with
• Professional consultants
• Third parties:
  • Let's Move Conveyancing - our recommended conveyancers
    Managing mortgages - our recommended mortgage broker
    No information will be passed on without prior consent.

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.

The ICO’s address:           

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint