You and your data – Tollumi Estates

Tollumi Estates Ltd (Company number 14249928 ). This privacy policy explains how our organisation uses the personal data we collect from you when you use our services.

If your mortgage adviser is an appointed representative of Tollumi Estates Ltd, we are responsible for the regulated activities they perform. This will mean that we have access to certain shared systems which hold your personal data so that we can continue to meet regulatory requirements. In this instance, Tollumi Estates Ltd and the appointed representative will be joint “data controllers” of your personal data.

Our contact details are:

What type of data do we collect?

These are examples of the data we currently collect and process:

• Personal identifiers and contact details including name, mailing address, email address, telephone numbers;
• Other personal information including date of birth, gender, marital status and nationality;
• Financial Data including banks account details, any savings and debts you may have, and salary details;
• Website user statistics.

We may also collect, store and use the following ‘special categories’ of more sensitive personal information:

• Information about your health including any medical conditions.

How we get the information and for what purposes

Most of the personal information we process is provided to us by you directly when you interact with our staff, advisers and appointed representatives in writing (including emails and other electronic communications), face to face, by phone or online.

Tollumi Estates may also receive your data indirectly from third parties including estate agents, developers, land registry, referencing companies and financial advisers.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

• Your consent. You are able to remove your consent at any time by contacting info@tollumiestates.co.uk
• Performance of a contract with you;
• We have legitimate interests (for running our business and to develop and grow our business);
• We have a legal obligation.

What we do with the information we have

These examples show how we use the information that you have given us:

• To help you find properties, prospective buyers or tenants;
• Verify your identity for security, anti-money laundering, right to rent or other statutory purposes;
• Carry out credit checks and to obtain personal references;
• Provide other parties with whom you have expressed interest to contract and their representatives with sufficient information to make a decision as to whether to enter into a contract with you, and then to enter into a contract with you;
• Negotiate on your behalf;
• Provide you with advice;
• Pay rent we have collected into your bank account.

In order to fulfil the terms of our contact with you, your personal data may be shared with our business partners, product providers such as lenders and insurers, advisers, agents, sub-contractors, lawyers and by any of our or their subsidiary or associated companies.

We may also share your personal data with credit reference agencies, with any agent that you have given us authority to communicate with and persons you ask us to share your data with, companies that we introduce you to, market researchers and customer service agencies for the purposes set out above.

For the purposes of processing a tenancy application, your information will be shared with our third party suppliers, for the purposes of referencing, tenancy agreement set up and for the collection of rent and dilapidation deposits as well as the protection of the dilapidation deposit.

We may also share your personal data without your permission with fraud prevention agencies, law enforcement agencies, regulators such as the Financial Conduct Authority, the Financial Ombudsman Service and the UK Financial Services Compensation Scheme or in response to a court order.

If, in the future, we sell, transfer or merge all or part of our business or assets, including the acquisition of other businesses, we may share your data with other parties. We will only do this if they agree to keep it safe and private and to only process it in the same ways as set out in this notice.

How we store your information

Your information is securely stored in the data centres of our service provider which may at times be outside the EU. These data centres are certified to internationally recognised security standards (ISO 27001) and our service provider is a signatory of the EU US Privacy Shield. We will use reasonable and necessary procedural and technical security features to prevent unauthorised access to your data. If we become aware of a data breach, we will notify the Information Commissioner's Office and notify you in accordance with our legal obligations.

How long your personal data will be kept

We will retain your personal information for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or reporting requirements.

After the retention period, if there is no other on-going client relationship your personal data will be securely deleted, or anonymised so that it can be used for research and statistical purposes but without any method of identifying you individually.

If you require further details on our data retention procedures, please contact us using the details above.

Your data protection rights

Under data protection law, you have certain rights. These include:

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at info@tollumiestates.co.uk if you wish to make a request.

How to complain

If you have a complaint, please contact our Data Protection Officer using the contact details above. You can also complain to the ICO if you are unhappy with how we have used your data.

The ICO’s address:

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

Helpline number: 0303 123 1113