This privacy policy explains how we use any personal information we collect about you when you use our services.
George Davie & Sons Limited will be a “controller” of the personal information that you provide to us when you engage with us as landlord/tenant; unless otherwise stated in this privacy notice.
Is information we collect from you confidential?
Information supplied to us by you will be dealt with in confidence. It will only be disclosed where reasonable and necessary to carry out the services associated in landlord and tenant matters or if we are legally required to do so.
What about data protection?
We fully abide by the data protection principles under the General Data Protection Regulation and any associated Act of Parliament. Your personal data held by us on any relevant filing system will not be disclosed to third parties without your consent and is available to you on request.
What information do we collect about you?
We collect information about you when you first contact us or engage with us as landlords. We also collect information when you provide any information we request or which you provide voluntarily. On our website, we collect usage information using cookies. We will hold some or all of the following personal information about you in our files, which may include name and address; date of birth; contact telephone number(s); email address(es); National Insurance Number; financial information we require in connection with your transaction. We may also obtain additional personal information to enable us to properly provide our services.
How will we use the information about you?
When you become a tenant or customer, we will collect, store and use the personal information that you provide to us in your instructions and during the course of our relationship.
Why we need your personal information – contractual purposes
We need to collect our personal information so that we can perform our contractual duties. We will use personal information to:
- Provide you with general or specific information, for example by communicating with you by email, letter and/or telephone
- Respond to and communicate with you regarding your questions, comments, complaints, concerns or allegations in relation to tenancy or lease arrangements
- Manage any money processed on your behalf
We may ask you for additional information during the course of our relationship, which shall be collected, stored and used in accordance with this privacy notice.
If you do not provide us with all of the personal information that we need, this may affect any legal agreements that we enter into
Why we need your personal information – legitimate purposes
We also process personal information in pursuit of our legitimate interests to:
- Manage our relationship with you
- By sending communications with information for upcoming changes to our contract and to keep you informed of legal developments and developments within our company
- We will not share your information for marketing purposes with any third party
- In providing our services, we may send your details to, and also use information from credit reference agencies and fraud prevention agencies
Where we process your personal information in pursuit of our legitimate interests, you have the right to object to us using your personal information for the above purposes. If you wish to object to any of the above processing, please contact us at info@georgedavie.co.uk. If we comply with your objection, this may affect our ability to undertake the tasks above for the benefit of you as a client.
Why we need your personal information – legal obligations
We are under a legal obligation to process certain personal information relating to our clients for the purposes of complying with our obligations under:
- RICS Rules
- Proceeds of Crime Act 2002
Who we share your personal information with
We may be required to share personal information with statutory or regulatory authorities and organisations. Such organisations include the Assessors or HMRC, for the purposes of compliance with statutory obligations.
We may also share personal data with our professional advisors for the purposes of taking advice.
George Davie & Sons Limited employs third party suppliers to provide services including legal searches, service of documents and our own professional advisers. These suppliers may process personal data on our behalf as “processors” and are subject to written contractual conditions to only process that personal data under our instructions and to protect it.
In the event that we do share personal data with external third parties, we will only share such personal data strictly required for the specific purposes and take reasonable steps to ensure that recipients shall only process the disclosed personal data in accordance with those purposes.
Your continued relationship with us will be evidence that you consent to our use of your personal information for these purposes.
Right to Erasure
If you do not wish to receive any information from us or if you want us to remove your details from our database then please confirm this in writing to George Davie & Sons Limited at their registered office address at any time.
If at any time during the course of our relationship with you, you require to provide us with personal information about a third party you should only do so after any required consents to this disclosure have been obtained from that third party as that personal data may thereafter be used or stored by us. It is your responsibility to ensure that you comply with the relevant sections of the Data Protection Act 1998 and any other legislation applicable to the information in question.
Marketing
We will not send to you marketing information
Access to your information and correction
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please email info@georgedavie.co.uk or write to us at George Davie & Sons Limited, Midholm, Suite 3, 2 Hillview Drive, Clarkston, Glasgow, G76 7JD. We may make a small charge for this service. We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.
Cookies
When you use a website sometimes, text files known as cookies are placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity. For further information visit www.aboutcookies.org or www.allaboutcookies.org. You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser but in a few cases some of our website features may not function as a result.
Other websites
Our website may contain links to other websites. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.
Changes to our privacy policy
We keep our privacy policy under regular review and we will place any updates on our website. This privacy policy was last updated on 23 May 2018.
How to contact us
Please contact us if you have any question s about our privacy policy or information we hold about you by email at info”georgedavie.co.uk or George Davie & Sons Limited, Midholm, Suite 3, 2 Hillview Drive, Clarkston, Glasgow, G76 7JD..
Ownership of Files and Data
When a matter has been completed, we will return, upon request, any documents belonging to you. Our working papers including all correspondence received and sent and all other papers and documents will remain in our ownership.
Destruction of Files and Data
By contracting with us, you consent to destruction of files and data without further reference to you after the periods set out below:
Tenancy application Five years after the first application.
Lease documentation Five years after lease expiry date.
Property details Five years after lease expiry date.
Statutory returns Five years after return date.
Lease memorandum Five years after lease expiry date.
Purchase: Five years after completion.
Sale: Five years after completion.
Company & Commercial Work Five years after completion.
Other Correspondence Files Five years after completion of the business.
