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Kent Estate Agencies Limited – Privacy Notice
You have provided Kent Estate Agencies Limited (“KEA”) with some personal data relating to you.
Under the UK General Data Protection Regulation (“UK GDPR”) and the Data Protection Act 2018, we, as the data controller in respect of that personal data, are required to provide you with specific information about how we will use, hold and retain this data and to make you aware of the rights you have under the relevant legislation. We have set this information out below.
If you have any queries about the manner in which we process your personal data, please contact:
Paul Evernden
Email: paul@keamanagement.co.uk
Post: 100 Tankerton Road, Tankerton, Whitstable, Kent CT5 2AH
Telephone: 01227 274220
1. The identity of the Data Controller
Kent Estate Agencies Limited
2. The contact details for the Data Controller
Paul Evernden
100 Tankerton Road, Tankerton, Whitstable, Kent CT5 2AH
3. Why we process your personal data
We process your personal data for the following purposes:
3.1 Property Services
The provision to you of property-related services which may include the marketing and sale of residential or commercial property, property management services, mortgage and financial services, surveying and valuing property and legal conveyancing (“Property Services”).
3.2 Marketing Services
In order to provide you with marketing information, updates and publications relating to the services we offer, property updates, details of available sale and/or rental properties and other related information (“Marketing Services”).
4. The legal basis on which we are processing your personal data
4.1 Property Services
In respect of the provision of Property Services our processing is based on the lawful processing condition of necessity.
It is necessary for us to process your personal data in order to provide you with the Property Services we are contracting with you to provide (or which we are in discussions to provide you with).
We may also need to process your personal data in order to comply with legal obligations to which we are subject, for example money laundering laws and proceeds of crime legislation.
4.2 Marketing Services
In respect of Marketing Services, our processing of your data for those purposes is based on our legitimate interests in processing your personal data for those purposes.
Where our marketing involves electronic communications (such as email and SMS), we will ensure this is sent in accordance with the applicable rules for electronic marketing and you will always have a clear opportunity to opt out of receiving further marketing communications.
5. Is it a legal (statutory or contractual) requirement for you to provide us with your personal data?
If you fail to provide certain information when requested, we may not be able to perform any contract we have entered into with you or we may be prevented from complying with our legal obligations (such as to ensure required money laundering and proceeds of crime checks are undertaken).
6. What personal data we collect
Depending on the nature of the services we provide to you, we may collect and process personal data including:
Your name, address, telephone number(s), email address and other contact details
Property details and information relevant to your transaction or tenancy
Financial information required for transactions, referencing or affordability checks (where applicable)
Identification information required for legal and regulatory checks (including AML/ID verification)
Communications between you and KEA (emails, messages, call notes)
Marketing preferences and subscription information (where applicable)
7. Who we may pass your personal data to
We may share your personal data with third parties where it is necessary for the provision of Property Services and/or Marketing Services, and/or to comply with legal obligations. This may include:
Guild of Property Professionals is one of our preferred partners to provide our customers and clients with access to additional property marketing services and the services of the Guild network of property agents.
Pro Agent Software Ltd is one of our preferred partners to provide systems and additional property-related marketing services including portal and magazine advertising for KEA clients’ property.
Rightmove is one of our preferred partners to provide portal advertising services for KEA clients’ property.
Zoopla is one of our preferred partners to provide portal advertising services for KEA clients’ property.
OnTheMarket is one of our preferred partners to provide portal advertising services for KEA clients’ property.
MyPorta is one of our preferred partners to provide portal advertising services for KEA clients’ property.
Digital Munkey is one of our preferred partners to provide property marketing services for KEA clients’ property.
Feefo is one of our preferred partners to provide clients, customers and prospects with customer reference information.
CT1 Systems is one of our preferred partners to provide clients, customers and prospects with access to digital systems that improves their property transaction experience.
John Graham Crabtree Limited is one of our preferred partners to provide mortgage, protection, general insurance and legal services.
WM Foad is one of our preferred partners to provide storage and removal services.
Landmark Ltd is one of our preferred partners to provide identification checks for buyers and sellers and land registry data.
Important note: Some of these organisations act as service providers supporting KEA (for example, software and marketing platforms). Others may act as independent service providers in their own right (for example, mortgage and insurance services). Where relevant, those organisations may provide you with their own privacy information.
8. Do we pass your personal data outside of the UK?
We do not intentionally transfer your personal data outside of the UK.
Where any of our third-party providers process data outside of the UK, we will ensure appropriate safeguards are in place in accordance with UK GDPR requirements.
9. How long do we keep your personal data for
Depending upon the basis of our relationship with you, we will keep your personal data for different lengths of time as set out below:
Category / Retention Period
Residential Home Seller — 7 years
Residential Home Buyer — 7 years
Commercial Property Seller — 7 years
Commercial Property Buyer — 7 years
Prospective Buyers — 7 years
Landlords using our property management services — 7 years
Tenants — 7 years
Mortgage/Financial Services clients — 7 years
Surveyor clients — 7 years
Legal Conveyancing clients — 7 years
Prospective Clients — 7 years or 1 year from when prospect requests us to unsubscribe them from our services
Mailing List/Property Magazine Subscribers — 7 years or 1 year from when prospect requests us to unsubscribe them from our services
10. Your data protection rights
As a “data subject” under the UK GDPR and the Data Protection Act 2018 you have a set of specific rights. We are required to make you aware of the existence of these rights. They are in outline:
The right to request from us, as the Data Controller, access to your personal data;
The right to request rectification of your personal data;
The right to request erasure of your personal data;
The right to request a restriction on the processing of your personal data;
The right to object to the processing of your personal data; and
The right to data portability.
Your right to withdraw consent where processing is based on consent
Where any part of our processing of your personal data is based on your consent you may withdraw your consent to that processing at any time.
Your right to complain to the Information Commissioner’s Office
You have the right to lodge a complaint about our compliance with UK data protection law with the applicable regulator for data protection.
This is the Information Commissioner’s Office. For more information you can visit their website at www.ico.org.uk
11. Cookie Policy
This website uses cookies to better the user’s experience while visiting the website. Where applicable this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer/device.
Cookies are small files saved to the user’s computer’s hard drive that track, save and store information about the user’s interactions and usage of the website. This allows the website, through its server, to provide the user with a tailored experience within this website.
Users are advised that if they wish to deny the use and saving of cookies from this website onto their computer’s hard drive they should take necessary steps within their web browser security settings to block all cookies from this website and its external serving vendors.
This website uses tracking software to monitor its visitors to better understand how they use it. This software is provided by Google Analytics which uses cookies to track visitor usage. The software will save a cookie to your computer’s hard drive in order to track and monitor your engagement and usage of the website.
Other cookies may be stored to your computer’s hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer.
