Fair Processing Notice
This Notice is designed to assist sellers, buyers, landlords, tenants, guarantors and any other interested parties to understand how data is processed by Willow Properties. It sets out the obligations of Willow Properties (Management) Limited, a company registered in England under number 3025144, whose registered office is at 71 Wales Road, Kiveton Park, Sheffield, S26 6RA ("the Company") regarding retention of personal data collected, held, and processed by the Company in accordance with EU Regulation 2016/679 General Data Protection Regulation ("GDPR").
The GDPR defines "personal data" as any information relating to an identified or identifiable natural person (a "Data Subject"). Personal data shall be kept in a form which permits the identification of Data Subjects for no longer than is necessary for the purposes for which the personal data is processed.
The Company will retain data for a period of 6 years after the relationship between us has ended in the case of sales and lettings as required by The Property Ombudsman, and for employees. After this time all data that we hold will be securely deleted. In the case of an unsuccessful application to let, or an offer to purchase a property that does not proceed to completion, all data that we hold will be securely deleted once the property has been let/sold. Routine valuation data will be securely deleted after a period of 12 months.
The data provided by the Data Subject to the Company is processed as Legitimate Interest for the purposes of carrying out our contractual obligations to our sellers and landlords under the Estate Agents Act 1974 and the Landlord and Tenant Act 1987, and to comply with the requirements of the Right to Rent legislation under the Immigration Act 2014 and the Anti Money Laundering, Terrorist Financing and Transfer of Funds Regulations 2017. This includes, but is not restricted to, notifying services and suppliers of forwarding addresses, complying with requests for information from government departments such as council and police and passing details to solicitors etc.
The Data Subject is entitled to request a copy of the data that we hold by making a Subject Access Request (SAR). To enable us to deal with your request as efficiently as possible, please send your request in writing to The Data Protection Officer, Willow Properties, 71 Wales Road, Kiveton Park, Sheffield S26 6RA, together with evidence of your name and address. Acceptable forms of evidence will include 1 item from each of the following two lists:
- Evidence of Name: (i) current full signed passport; (ii) resident permit issued to EU nations by Home Office; (iii) current UK/EU photo driving licence (old paper licence accepted); (iv) Inland Revenue tax notification; (v) State pension book or benefits book/notification letter.
- Evidence of Address: (i) current UK/EU photo driving licence (old paper licence accepted); (ii) current local authority tax bill; (iii) state pension or benefits book/notification letter; (iv) local authority rent card or tenancy agreement; (v) most recent mortgage statement; (vi) bank, building society or credit union statement or passbook; (vii) utility bill (not mobile phone).
Data subjects are given control over their personal data held by the Company including; the right to have incorrect data rectified; the right to restrict the Company’s use of their personal data; and the right to request that their personal data be deleted or otherwise disposed of (notwithstanding the retention periods otherwise set by this Data Retention Policy). Any such requests, or any other queries on the Company’s data protection policy should be addressed to the Data Protection Officer, Willow Properties, 71 Wales Road, Kiveton Park, Sheffield S26 6RA.