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Privacy Policy & Cookies

This is the Privacy Policy for Hythe and Waterside

We are committed to putting the consumer first and being transparent on how we collect, use and protect your personal information. The data controller is Hythe and Waterside (referred to in this policy as "we", "us" or "our"). We want you to be confident that the personal information you give us is safe and secure with us and understand how we use it to offer you a better and more personalised experience.

Our Privacy Policy explains:

•  Who we are and the services we provide
•  The personal information we collect;
•  How we collect and use your personal information;
•  Why we process your personal information;
•  Information we share
•  How long we will hold your information for
•  The rights and choices you have when it comes to your personal information;
•  Why we use cookies;
•  The steps we take to ensure your information is kept secure and confidential;
•  How to contact us.

1. Who we are and the services we provide

The Hythe and Waterside privacy notice provides information on how Hythe and Waterside and any 3rd party providers collect, use, secure, transfer and share your information. Hythe and Waterside provide the following services;

•  Property Sales
•  Lettings
•  Holiday Rentals
•  Removals

Hythe and Waterside Lettings registered trading address is;

Hythe and Waterside Lettings Ltd
Registered in England and Wales Reg No. 08456543
VAT Registration No. 794520116

Registered Address:
7 Hayters Court
Griggs Lane
Brockenhurst
Hampshire
SO42 7PG

2. What Information we collect

Typically, Hythe and Waterside will collect;

First name, middle name, surname, previous name, date of birth, present address, residential status, previous address, landlord details, nationality, NI number, UK National, how many dependants, dependants names, dependants DOB, Primary ID*, Address ID*, bank statements*, proof of deposit*, payslips*, self employed accounts*, employees name, gender, existing insurance details, email address, phone numbers, new property details, solicitor details, estate agent details, new mortgage details, new insurance details, criminal offences/convictions, marital status, salary, accountant details, previous employers details, employers address, employers phone number, ethnicity, bank details

*Copies

3. How we collect and use your personal information

In the general conduct of business, Hythe and Waterside collects information relevant to the services being sought across the range of services it offers (listed previously) from:

•  Yourself

•  Next of kin

•  Spouse / partner / family member

•  Business associates

•  Employers

•  “trusted” sources including:

•  Government / Land / Police registers

•  Credit / Default Agencies

•  Financial Institutes (Banks, Building Societies, Laon Agencies, Credit Card Companies

•  Insurance Companies

•  Other law firms

•  Through consent to third parties disclosing information about you to us that they have collected

Such Information will generally be collected directly via the use of any of our standard forms, over the internet, via email, in our branches or through a telephone conversation with you.

In addition, you may choose to submit information directly to us via several methods, including:

•  In response to marketing or other communications

•  Through social media

•  By signing up for a Hythe and Waterside service

•  In connection with an actual or potential business or employment relationship with us

You may also agree to third parties disclosing information about you to us that those third parties have collected.

You may also agree to third parties disclosing information about you to us that those third parties have collected. We, our service providers and partners collect certain information by using automated means, such as cookies and web beacons, when you interact with our advertisements, mobile applications, or visit our websites, pages or other digital assets.

The information we collect in this manner may include: IP address, browser type, operating system, referring

URLs and information on actions taken or interaction with our digital assets. We may use third-party web analytics services on our websites and mobile apps the analytics providers that administer these services use technologies such as cookies and web beacons to help us analyse how visitors use our websites and apps.

"Your Rights and Choices" section of this Privacy Notice specifies your ability, to opt out or limit the usage of the information collected.

4. Why we process your personal information

Generally, we will collect, use and hold your personal information for the purposes of:

•  Assessing applicants for and providing Hythe and Waterside services

•   Process payments / transactions including: Accounting, Authorisation, Clearing, Chargebacks, Auditing, Billing, Reconciliation, Collection, Complaints, Enquiries, Credit Checks and related dispute resolution activities

•  Protect against and prevent fraud, unauthorised transactions, money laundering (please see below), tax evasion, claims, other liabilities and manage risk exposure and agent quality, integrity, compliance and security of business processes

•  Create and manage any accounts, associated authentication criteria (ID’s and passwords) you may have with Hythe and Waterside

•  Provide, administer, and communicate with you about Hythe and Waterside services, offers and promotions.

•  Compile business directories, including business contact information

•  Operate, monitor, evaluate and improve our services, websites, mobile applications, other digital assets and business.

•  Developing new services

•  Managing communications, assess effectiveness and optimisation of advertising

•  Functionality of our websites, mobile applications and other digital assets

•  Evaluate your interest in employment and contact you regarding possible employment opportunities

•  Enforcing Hythe and Waterside “Terms of Use”, other legal rights as may be required by applicable laws and regulations or requested by any judicial process or government agency having or claiming jurisdiction over Hythe and Waterside

•  Comply with industry standards and Hythe and Waterside policies

4.1. Anti-Money Laundering

In addition to help you with a property related service we have to comply with certain regulations for example the “Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 (referred to as “the Regulations).” Hythe and Waterside are required to obtain certain information from you to comply with regulations. The information provided will only be used by us in relation to complying with the Regulations and will not be shared with any other party outside of the companies wholly owned by us unless we are required to do so under law.

If you decide to enter in to a business relationship with Hythe and Waterside to comply with certain regulations. We will require two separate Identification documents one primary and one secondary document even if it appears on both lists. The information may be required at various stages of the process depending whether you are:

Purchasing (or Selling)

Primary Documents – Proof of ID

•  Valid Passport with MRZ

•  Valid full UK photo driving license

•  Valid full UK driving license (Non photo, paper) issued before 1998

•  Valid EU/EEA/Switzerland photo driving license

•  Valid EU/EEA/Switzerland national Identity Card

•  Valid UK Armed Forces ID Card

•  Valid UK Biometric Residence Permit (copy of both sides)

•  Valid Blue disabled drivers pass (with photo)

•  Valid Freedom Pass

•  Valid Local Authority Bus pass

•  Department of Works & Pensions letter confirming pension details including National Insurance Number dated within last 12 months

Secondary documents = proof of residence (home)

•  Valid full UK phot driving license

•  Valid full UK Driving License (non photo, paper) issued 1998

•  Local authority council tax band bill (dated within last 12 months)

•  UK Bank / Building societies statements/bills showing activity, dated within the last six months. Including account number and sort code (internet printed acceptable)

•  UK mortgage statement (dated within last 12 months) (Internet printed acceptable)

•   Utility bill dated within the last 6 months including – electricity bill (with MPAN number), landline, gas, satellite TV, water. (internet printed acceptable) (Not mobile phone bills)

•  Her Majesty’s Revenue and Customs (HMRC) inland Revenue (IR) Coding / assessment / statement (dated within the last 12 months) with National Insurance Number

•  Department for Works & Pensions letter confirming pension details and NI number. (Dated within last 12 months)

We reserve the right to employ third party electronic verification for the purposes of verifying identity. This search will not affect your credit rating.

4.2 Lawful basis of processing

Hythe and Waterside processes your information under the following

•   Performance of a contract: where you enter into a contract with Hythe and Waterside and we need to process your information as part of this contract

•  Legitimate interests: some information is processed by Hythe and Waterside as part of its legitimate interests which include: Fraud, risk assessment, due diligence, network and information security, suppressions, and managing opting out of communications, profiling, direct marketing, monitoring, web analytics, cloud storage, updating customer details, lettings, sales, removals and other core services provided by the data controller

•  Public interest: some information is processed in accordance public interest such as relocations

•  Consent: where we process information under consent we will seek your clear and unambiguous consent prior to processing your data

 

5. Information we share

We do not sell or otherwise disclose personal information we collect about you, except as described in this Privacy Notice or as indicated via the consent process at the time the data is collected. We share the information with, but not limited to:

•  Vetted, Contracted service providers including: gas engineers, electricians, builders, plumbers

•  Formally contracted service providers to perform services on our behalf: Hosting Datacentre’s, infrastructure, applications (development / support) cloud services (software as a service – SaaS, Platform as a service – PaaS, infrastructure as a service – IaaS)

We contractually require these service providers to safeguard the privacy and security information they process on our behalf and authorise them to use or disclose information only as necessary to perform services on our behalf with legal requirements

•  Councils, health and care providers

•  Other law firms

•  Credit agencies, Land Registry Office, Her Majesty’s Revenue and Customs (HMRC) and other relevant regulatory bodies

•   Additionally, we may share information about you, if required legally, to prevent harm or financial / reputation loss, for investigation of suspected or actual fraudulent or illegal activities.

•  Perspective employers requesting references via your written consent

5.1 How long we will hold your information for

We will keep information for a reasonable amount of time in order to perform the purposes listed above

We only keep your information for as long as necessary. We generally keep personal information for a year unless you have entered into a contract with Hythe and Waterside in which we would keep your personal information for 7 years in with accordance with legislative enforceable by HMRC.

6. Your rights and choices

Your rights regarding the sensitive / personal information we maintain about you enable you to exercise choices about what personal information we collect from you, how we use that information and how we communicate with you

6.1 Access and correction

You may have the right to:

•  Obtain confirmation that we hold personal information about you

•  Request access to and receive information about the personal information we maintain about you

•  Receive copies of the personal information we maintain about you

The right to access personal information may be limited in some circumstances by local law requirements.

To exercise these rights, please contact us as set forth below.

6.2 Update and correct inaccuracies in your personal information

If you feel that the information we hold about you in incorrect or inaccurate you can contact us outlining the information you feel is incorrect of inaccurate If we refuse to correct your personal information, we will provide you with a written notice that sets out the reasons for our refusal (unless it would be unreasonable to provide those reasons) and provide you with a statement regarding the mechanisms available to you to make a complaint. We will provide you with access to information we hold about you:

6.3 Object to the processing of your personal information

If you would like to object to any processing of your information by Hythe and Waterside you can contact us outlining what processing of information you would like to object to.

6.4 Have the information blocked, anonymised or deleted

If you would like Hythe and Waterside to delete, block or anonymise information we hold about you, you can contact us outlining what information you would like deleted, blocked or anonymised.

To update your preferences, ask us to remove your information from our mailing lists or submit a request to access, update, correct or delete your personal information, please contact us as specified in the “How To Contact Us” section below.

6.5 Opting out of processing

You can opt out collection of personal information by automated means e.g. when visiting our website or visit third-party websites and interact with our adverts, by using the Cookie Consent tool displayed in the website (the browser you use may provide options on how to opt out of receiving certain types of cookies). However without cookies you may not be able to use all of the website features and/or online services.

Hythe and Waterside operate a cookie policy < content here> Some of our service providers and partners may collect information about your online activities over time and across third-party websites to customise and target our adverts.

You can at any time tell us not to send you marketing communications by

•  e-mail info@hytheandwaterside.com

•  unsubscribing via the “unsubscribe link” within the marketing e-mails you receive from us or by,

•  contacting Hythe and Waterside as indicated below

6.5 Withdrawal of consent

If we obtain your information by consent you have the right to withdraw any consent you previously provided to us.
If we process your information under legitimate interest you can object at any time on legitimate grounds, to the processing of your personal information.
Hythe and Waterside will apply your preferences going forward. Doing so will mean that you cannot take advantage of certain services and promotions.
The right to consent removal may be limited in some circumstances by local law requirements and you will be informed appropriately.

7. How to contact us / Complaints and feedback

If you:

* Make a complaint about a breach of your personal information, applicable privacy laws / principles or a concern about Hythe and Waterside privacy practices

You may e-mail us at:

info@hytheandwaterside.co.uk

Or write to us at:

Hotspur House
The Pier
Hythe
Southampton
SO45 6AU

If we fall short of your personal information, applicable privacy laws / principles or a concern about Hythe and Waterside privacy practices, please contact us via the details provided above.

To assist us in responding to your request, please give full details of the issue. We attempt to review and respond to all complaints within reasonable time.

If we cannot for lawful reasons complete your request we will explain this to you to the extent that we lawfully can.

7.1 How we protect personal information

The security of your personal information is very important and Hythe and Waterside is committed to protecting the information we collect. We maintain administrative, technical and physical safeguards designed to protect the personal information you provide or we collect against accidental, unlawful or unauthorised destruction, loss, alteration, access, disclosure or use. We use SSL encryption on a number of our websites from which we transfer certain personal information.

Hythe and Waterside stores personal information only for as long as it is necessary for the fulfilment of the purpose for which the personal information was collected, unless otherwise required or authorised by applicable law. We take measures to destroy or permanently de-identify personal information if required by law or if the personal information is no longer required for the purpose for which we collected it.

8. Updating this privacy statement

We will update this statement from time to time so we suggest that you review this statement at regular intervals. Where we undergo substantial changes to our privacy statement we will endeavour to inform you directly about these changes.

9. Cookies

The definition of Cookies is small text-based files left on your computer following a visit to a website. It is common practice to use these to help websites operate, or operate more effectively, in addition to providing information to the website owners.
At the top of this page you will see a box which allows you to decide whether or not to accept or decline our website’s cookies. Cookies can be controlled in your browser’s setting with most web browsers. If you want to obtain more information about cookies, including ways to see cookie settings and including managing and deleting them, please go to http://www.allaboutcookies.org. Should you decide to disable cookies, please be aware that certain elements of this website may not work as intended.
You can opt out of Google Analytics tracking for all websites by going to http://tools.google.com/dlpage/gaoptout.