1. Who We Are
Haviva Estate Agents Ltd is the data controller for the purposes of the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. We are registered with the Information Commissioner's Office under registration number ZB936452.
Address: 92a Brent Street, Hendon, London, NW4 2ES | Tel: 020 7680 1000 | Email: info@havivaestates.co.uk
In providing certain property management and tenancy administration services, Haviva Estate Agents Ltd may work alongside Haviva Property Management Ltd. Where necessary for the provision of those services, personal data may be shared between the two companies in accordance with applicable data protection legislation.
2. Definitions
"Haviva", "we", "us" and "our" refers to Haviva Estate Agents Ltd and, where appropriate, Haviva Property Management Ltd in connection with the services provided.
3. Personal Information We Collect
Depending on the services you use, we may collect and process the following categories of personal information:
- Your name, postal address, email address, telephone number and, where applicable, company details.
- Proof of identity and proof of address, including photographic identification (such as a passport or driving licence) and documentation verifying your residential address.
- Date of birth where required for legal, regulatory or tenancy purposes.
- Billing information, payment details and records of transactions made with us.
- Employment details, income information and affordability information where relevant to tenancy applications.
- Previous landlord or tenancy references and rental history where provided as part of an application.
- Right to Rent documentation, nationality and immigration information where required by law.
- Information necessary to undertake Anti-Money Laundering (AML), sanctions and identity verification checks where applicable.
- Information relating to property purchases, sales, lettings or property management services provided by Haviva.
- Records of correspondence with us, including emails, letters, telephone calls, website enquiries and other communications.
- Maintenance requests, inspection records, tenancy administration records and property management information.
- Information relating to your property search preferences and requirements where you ask us to assist you in finding a property.
- Information regarding guarantors, occupiers or referees where relevant to the services we provide.
- Information regarding complaints, disputes or claims relating to our services.
- Technical information collected through our website, including IP address, browser type, device information and website usage analytics.
- Marketing preferences where you have requested to receive property updates or other communications from us.
- Any other information you voluntarily provide to us in connection with our estate agency, lettings or property management services.
4. How We Use Your Data
| Purpose | Legal Basis |
|---|
| Providing property sales and lettings services | Performance of a contract |
| Anti-Money Laundering (AML) checks | Legal obligation |
| Right to Rent checks | Legal obligation |
| Tenant referencing | Performance of a contract and/or legitimate interests |
| Managing tenancy agreements | Performance of a contract |
| Sending property listings and updates | Consent or legitimate interests |
| Responding to enquiries and complaints | Legitimate interests |
5. Who We Share Data With
We may share your personal data with other parties involved in your transaction or tenancy, such as the other party to a tenancy or sale (for example, the landlord, tenant or buyer), referencing and deposit protection providers, contractors carrying out maintenance or inspections, and professional advisers such as solicitors where relevant. We may also share data with HMRC and other authorities where we are legally required to do so, and with IT and software providers who help us deliver our services.
We do not sell your personal data to third parties.
6. Anti-Money Laundering
As an estate agent we are supervised by HMRC under the Money Laundering Regulations 2017. We are legally required to verify the identity of buyers, sellers, landlords and tenants before providing our services.
7. Data Retention
- Tenancy records: 6 years after end of tenancy
- Sales transaction records: 6 years after completion
- AML identity records: 5 years from end of business relationship
- Marketing data: until you withdraw consent
- General enquiries: 2 years
8. How We Protect Your Data
We take appropriate technical and organisational measures to protect personal data against unauthorised access, alteration, disclosure or destruction.
9. International Data Transfers
Some of our service providers may store or process personal data outside the United Kingdom. Where this occurs, we take reasonable steps to ensure that appropriate safeguards are in place and that personal data receives an adequate level of protection in accordance with UK GDPR.
10. Cookies
For information regarding cookies and similar technologies used on this website, please refer to our Cookie Policy.
11. Your Rights
Under UK GDPR, you have a number of rights in relation to your personal data, including the rights to request access, rectification, erasure, restriction of processing, data portability and to object to certain processing activities. These rights are not absolute and may be subject to legal exemptions or limitations.
To exercise any of your rights, please contact us at info@havivaestates.co.uk. We will respond without undue delay and, in most cases, within one month of receiving your request. Where permitted by law, this period may be extended where a request is particularly complex or numerous, and we will inform you if this applies.
We do not make decisions based solely on automated processing that produce legal or similarly significant effects.
12. Complaints
If you are unhappy with how we have handled your personal data, or with our service more generally, please contact us in the first instance using our Complaints Procedure. We will acknowledge your complaint within 3 working days and provide a full response within 15 working days.
If you remain unsatisfied with how we have handled your personal data specifically, you have the right to complain to the Information Commissioner's Office (ICO): www.ico.org.uk | 0303 123 1113 | Our ICO registration number: ZB936452.
