Ullyotts (Driffield) Limited, Ullyotts (Bridlington) Limited and Ullyotts (Rural) Limited (“Ullyotts”) are committed to protecting your personal information. In this notice, references to “we”, “us” or “our” means Ullyotts.
Ullyotts provides services including estate agency, letting and managing property and undertaking work within scope of a Chartered Surveyor. Ullyotts is a data controller under data protection legislation and contact details are shown at the end of this notice
We are committed to handling your personal information/data in a lawful, responsible and secure manner. We consider all data which is specific to an individual, or by which an individual can be identified, to fall into the category of personal information. This privacy policy provides a transparent and comprehensive description of the personal information that we collect, explains why we collect and retain and delete it, how we use it, who we share it with and what we do to keep it secure.
The information that we collect –
The diverse nature of the businesses we operate means that it is necessary to collect a broad range of information. We do this so that we are able to contact, communicate, provide services, collect payment, make payments and operate our business activity in a lawful and efficient manner.
The information that we collect and delete will depend upon, and be proportionate to, the reason that it is being collected and deleted and will therefore vary based on the business activity being conducted. The types of information that we collect fall into six categories, these are:
1 | Contact information such as names, addresses, telephone numbers, email addresses and any other contact details, and |
2 | Financial and credit information as deemed appropriate given the context of the business activity. This may include, but is not limited to, financial information pertinent to the purchase, sale, related sale, letting or taking of property and may also include proportionate and appropriate credit information which may be provided to us by third party organisations, and |
3 | Identification details including, but is not limited to, information in support of proof of identification, proof of address and Right to Rent etc and may include the processing of documents such as passports, driving licences or utilities bills. We may also verify the details that you give us using anti-money laundering software, and |
4 | Client records which may include, without limitation, communications notes on our internal systems, internal communications, details of queries or complaints, records of valuations, appraisals, viewing, inspections, and |
5 | Records of financial transactions which will include names, unique reference numbers, details of items transacted, amounts transacted and any other payment details, and |
6 | Technical information which includes any information necessary for the use of our website, such as IP address and log in details. |
How we collect this information –
i) | Directly from you or from your appointed representative e.g. a solicitor, and |
ii) | Letters, emails, submitted forms e.g. applications for tenancies or electronic requests for valuations, and |
iii) | Posts to us on social media, activity on our website, and |
iv) | Written records e.g. valuations, tenancy agreements, et cetera, and |
v) | Information received from third parties, e.g. in connection with an application for a tenancy. |
Collection, processing and retention of personal information –
We will only collect, process and retain personal information where there is a lawful and legitimate reason for doing so as follows:
1 | Consent – subject to your consent, which can be withdrawn at any time, a limited amount of contact information for the purposes of communication, and |
2 | Performance of a contract – to facilitate and comply with an agreement between us or a client, e.g. a landlord, and |
3 | Compliance with a legal obligation – including but not limited to documents necessary to carry out Right to Rent checks in line with guidance from the Home Office and the Immigration, Asylum and Nationality Act 2006, anti-money laundering and counterterrorism legislation such as the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 and The Money Laundering and Terrorist Financing (Amendment) Regulations 2019, Proceeds of Crime Act 2002 or the Criminal Finances Act 2017 and the Companies Act 2006 and the Value Added Tax Act 1994, and |
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4 | Essential to our Legitimate Interests – because it is essential to the efficient running of our business or to adequately protect ourselves from risk which may include retaining information until and/or beyond the expiry of the term set out the Limitation Act 1980.
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We never unnecessarily share personal information – Information may be shared with any statutory or regulatory body which has authority to require disclosure or providers of IT support services licence for the provision of checks to comply with anti-money laundering etc. Contact information may be shared with other
professionals only in furtherance of your instructions.
How long we keep personal information for –
Data will be retained to comply with statutory obligations. Save for that data, we only keep data whilst we have consent to do so, which consent can be withdrawn at any time, save during a current contract.
Data relating to unsuccessful applicants for rented property will not be kept save for a copy of the application.
The retention of data for a successful applicant for rented property will be limited to the application, tenancy agreement, notification to utilities, council tax and damage deposit.
Data relating to a Seller and Buyer will be deleted upon completion of the sale and purchase. Data relating to general practice clients will be deleted upon completion of the instruction.
Statutory Obligations –
Without limitation and, subject to any amendments from time to time, the Right to Rent (1 year), the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017, The Money Laundering and Terrorist Financing (Amendment) Regulations 2019 (5 years), the Proceed of Crime Act 2002 or the Criminal Finances Act 2017 (7 years) and tax legislation such as the Companies Act 2006 and the Value Added Tax Act 1994.
How we keep personal information –
Personal information is retained on property industry software. We do not control or maintain that software and therefore any loss or non-availability of personal information due to software malfunction is beyond our control. Further, changes in software systems can cause a loss of data, which loss is beyond our control.
Individual data rights –
Data protection law provides individuals with rights regarding how their data is used for the purposes of automated decision making. We do not use automated decision making.
The Data Protection Act 2018 also provides individuals with a number of rights in respect of their own data. These are the right to request access to their data, to correct their data or to delete their own data. If you wish to exercise any of these rights at any time or, if you have any questions, comments or concerns about this privacy notice, please contact the Compliance Officer by post addressed the Compliance Officer at Ullyotts, 64 Middle Street South, Driffield, East Yorkshire YO25 6QG.
If you continue to have concerns about the way that your personal information is being handled, you have the right to lodge a complaint with the Information Commissioner’s Office (ICO). The ICO can be contacted at Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF or ico.org.uk.
Changes to this policy –
Any changes we make to our privacy policy in the future will be posted here, on our website.
Privacy Policy
June 2023
