Bear Estate Agents Privacy Policy

Beech House, 1 Journeymans Way, Temple Farm Industrial Estate, Southend-on-Sea, Essex, SS2 5TF

Privacy Policy

For your information, the use of the term ‘we’, ‘us’, or ‘our’ is referring to Bear Estate Agents Ltd. (BEA) Company number: 09145708

We control the ways your Personal Data is collected and the purposes for which your Personal Data is used by BEA acting as the “data controller” for the purposes of the latest General Data Protection Regulation Law (GDPR), applicable European data protection legislation in force from 25th May 2018.

This Privacy Policy describes the way in which we deal with the information and data collected from you to manage our relationship with you in the fairest and safest way possible to keep your data secure.

All personal information provided to us or otherwise held by us relating to you will be processed in the manner set out in this Privacy Policy. Information may be provided at www.bearestateagents.co.uk (the “Website”), telephone calls, emails, voicemails, texts and any other means.

After studying this policy and accepting it, you agree that you understand and accept the use of your personal information as set out here. Please do not provide us with your details and personal information if you do not agree to the way it is used.

PLEASE CONTACT US If you have any concerns, or would like more detail about how we process your Personal Data AT sharon@bearestateagents.co.uk

BEA take a professional approach to protecting your data.

Whilst we are committed to best quality and high standards, GDPR states that we can only process your information when there is a genuine reason to do so. These are:

In order to fulfil any contract that we have with you- If you have signed a contract for us to market your property or registered on our website to receive details of, or view properties that you are interested in buying, for example.

We have a legal obligation

Where you have consented to the processing

If we do use legitimate interests as a reason to process your Personal Data we will tell you that we are doing so, what our legitimate interests are and provide you with a method to raise any questions or objections you may have. However, compelling grounds for processing such information may over-ride your right to object.

We store your information using CRM (CUSTOMER RELATION MANAGER)

We currently use a CRM system and we act as a data controller. We collect personal data, enter it into the CRM and we decide how to use it further. This CRM has been built FOR OUR SOLE USEAGE AND IS NOT SHARED BY ANY OTHER BUSINESS OR MARKETING AGENTS. Thus, there is no 3rd party involvement and personal details are kept securely because of this. The system was built by our in-house software design expert. We take steps to ensure confidentiality: -We have a written agreement in place with our vendors via our signed contracts with them.

We are committed to the following criteria:

We are committed to the following criteria:

We ensure that our employees with access to our data are subject to a duty of confidence

We ensure the security of processing activities.

We will notify you of any sub-processing relevant to our business

The CRM will assist us in fulfilling our duties with respect to the exercise of our customers’ privacy rights.

The data controller will assist in our obligations relating to security, data breaches and data protection impact assessments

CRM will assist us with inspections by the Information Commissioner’s Office

BEA commit to keeping your data for the period that you are our customer or applicant. Once that has ended, we will keep your data for the minimum length of time required to comply with the purposes set out in this policy and relevant legal or regulatory obligations. We may have legitimate interest in keeping your records, but you have the right to be removed from receiving our marketing material and to be forgotten. Please contact us by email at sharon@bearestateagents.co.uk or by telephone or in writing at the above address, to let us know.

BEA process your Personal Data so that you can receive the best service we can possibly offer. At the same time, we will make sure these details are kept securely. Without your details we cannot provide you with a service that fulfils the contract to buy or sell a property.

We will stay in contact with you and will telephone, email or text you to arrange viewing times and keep you updated on property sale progression. During this contact we may ask if you are interested in employing the services of a solicitor or Mortgage consultant recommended by us for legitimate reasons. We will not forward your details to them without your verbal or written consent which will be documented on our CRM system.

The information and data about you which we may collect, use and process includes the following:

Information that you provide to us by filling in forms on the Website or any other information you submit to us via the Website or email.

Records of correspondence, whether via the Website, email, telephone or other means.

Details of the enquiries made with us, whether via the Website, telephone or other means.

Where it is reasonable for us to do so and not detrimental to your rights and freedoms, we also collect Personal Data from publicly available sources such as internet searches, Companies House, HM Land Registry and broadcast media.

Your property information will be used by ‘Rightmove’, ‘Zoopla’ and other property portals but this is protected by their own privacy procedures and policies which can be viewed on their websites.

Telephone calls to and from our staff are recorded. Notes are made and recorded on our secure system.

We do not currently use cookies. If this changes you will be notified and this policy updated.

It may be necessary to share your information for both contractual andlegal and obligations as well as legitimate interest, with the following parties:-

  • Law enforcement agencies, regulators and other authorities
  • Credit reference agencies (subject to your prior consent)
  • Fraud prevention agencies
  • Identity verification agencies
  • Organisations that introduce you to us
  • Third parties you ask us (or permit us) to share your data with
  • Third parties necessary to provide products or services which you have requested

Depending on the products you choose to use we may need to share your Personal Data with the third parties that provide those services, however your explicit consent will first be obtained.

Sometimes, depending on transactions that are taking place, Personal Data may be transferred outside of the European Economic Area (“EEA”), and we require that appropriate safeguards are in place.

We will only transfer your Personal Data outside of the EEA if you have given your explicit consent to do so or, if it is necessary for us to set up or fulfil a contract you have entered with us; or in order to comply with a legal duty or obligation. BEA will protect this data by ensuring that the country receive it also comply with GDPR. In the USA the equivalent standard of protection is found when the recipient is registered with ‘Privacy Shield’. More information can be found on the European Commission Justice website.

Sometimes, however, we may be compelled by law to disclose your Personal Data to a third party and may have limited control over how it is protected by that party.

If you wish to to exercise any of your rights over your Personal Data, by:

Withdrawing your consent; which does not, however, invalidate any previously consented processing.

Lodging a complaint with any relevant Data Protection Authority.

Accessing your Personal Data that we hold or process.

Correcting any Personal Data that is incorrect or out of date.

Erasing any Personal Data that we process.

Wishing to restrict the processing of your Personal Data in certain circumstances.

Asking us to provide you or another company you may nominate with certain aspects of your data, often referred to as ‘the right to portability’.

Being able to object to any processing data where we are doing it for our legitimate interests.

Being able to contest a decision made entirely by automated processing, to express your point of view and to request that personnel review the decision.

Contact sharon@bearestateagents.co.uk for assistance.

It may be necessary to make changes to this Privacy Policy on occasion, so please check the policy on occasion in the future.

If changes are made to this Privacy Policy we will attempt to inform you in advance by email, notice on the Website or other agreed contact sources. We will do so in advance, to give you time to consider the implications of these changes, before they become effective. We will not enforce acceptance of possible changes, but declining acceptance may mean that we are unable to provide all our services and products.

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