Harrow & Vale

Privacy Policy

Harrow & Vale Ltd is committed to protecting your privacy and handling your personal information fairly, lawfully and transparently.

This Privacy Notice explains how we collect, use, store and protect your personal information when you use our services, visit our website, contact us, or enter into a business relationship with us.

Harrow & Vale Ltd is the Data Controller for the purposes of UK data protection legislation.

Our Details

Harrow & Vale Ltd
Units 1 & 2 Western Farm
32 Taunton Road
Pedwell
Bridgwater
Somerset
TA7 9BG

Telephone: 01225 690075
Email: lettings@harrowandvale.co.uk

Information We Collect

Depending on the service you require, we may collect:

Personal Information

  • Name
  • Address
  • Date of birth
  • Telephone number
  • Email address

Identity Information

Where required we may collect:

  • Passport
  • Driving Licence
  • Proof of Address
  • Right to Rent documents
  • AML/KYC documents

Financial Information

Where appropriate we may collect:

  • Bank details
  • Rent payment information
  • Deposit information
  • Mortgage information
  • Source of Funds documentation (for sales where required)
  • Source of Wealth documentation (where required)

Property Information

We may collect:

  • Property ownership information
  • Tenancy details
  • Maintenance history
  • Property photographs
  • EPC information
  • Compliance certificates

How We Collect Information

Information may be collected when:

  • You instruct us.
  • You apply to rent a property.
  • You enquire about a property.
  • You complete forms.
  • You visit our website.
  • You telephone us.
  • You email us.
  • We receive information from referencing agencies, solicitors, mortgage brokers or other parties involved in a property transaction.

Why We Process Your Information

We process personal information to:

  • Let and manage property.
  • Sell residential property.
  • Arrange viewings.
  • Progress sales.
  • Progress tenancies.
  • Carry out referencing.
  • Carry out Right to Rent checks.
  • Comply with Anti-Money Laundering legislation.
  • Collect rent.
  • Protect deposits.
  • Arrange repairs.
  • Meet our legal obligations.
  • Respond to enquiries.
  • Improve our services.

Our Lawful Bases for Processing

We process personal information under one or more of the following lawful bases under the UK GDPR:

  • Performance of a contract.
  • Compliance with a legal obligation.
  • Legitimate interests.
  • Consent (where required).

Sharing Your Information

We may share information where necessary with:

  • Landlords.
  • Tenants.
  • Buyers and sellers.
  • Solicitors.
  • Mortgage brokers.
  • Referencing providers.
  • Deposit protection schemes.
  • Contractors and maintenance companies.
  • Utility providers (where instructed).
  • Local authorities.
  • HM Revenue & Customs.
  • The National Crime Agency (where legally required).
  • Regulators.
  • Professional advisers.
  • IT service providers acting on our behalf.

We will only share information where there is a lawful basis for doing so.

Anti-Money Laundering

Where Harrow & Vale undertakes estate agency work, we are legally required to verify the identity of certain customers and carry out checks required by anti-money laundering legislation.

This may include:

  • Identity verification.
  • Proof of address.
  • Politically Exposed Person (PEP) screening.
  • Sanctions screening.
  • Source of Funds enquiries.
  • Source of Wealth enquiries where appropriate.

These checks are undertaken to comply with our legal obligations.

How Long We Keep Information

We retain personal information only for as long as necessary to fulfil the purposes for which it was collected, to comply with legal and regulatory obligations, and to establish, exercise or defend legal claims.

Retention periods vary depending on the nature of the information and applicable legal requirements. When information is no longer required, it will be securely deleted or destroyed.

Security

Harrow & Vale takes appropriate technical and organisational measures to protect personal information.

These include:

  • Secure office systems.
  • Password protection.
  • Controlled staff access.
  • Secure disposal of documents.
  • Staff training.
  • Regular review of security procedures.

Your Rights

Under UK data protection law you may have the right to:

  • Access your personal information.
  • Request correction of inaccurate information.
  • Request erasure where applicable.
  • Restrict processing.
  • Object to processing in certain circumstances.
  • Request transfer of your data where applicable.
  • Withdraw consent where processing is based on consent.
  • Lodge a complaint with the Information Commissioner’s Office (ICO).

Some rights are subject to legal exemptions.

Cookies

Our website may use cookies to improve your browsing experience and to help us understand how visitors use our website.

Further details are available in our Cookie Policy.

Contact Us

If you have any questions about this Privacy Notice or how we use your personal information, please contact:

Harrow & Vale Ltd
Units 1 & 2 Western Farm
32 Taunton Road
Pedwell
Bridgwater
TA7 9BG

Telephone: 01225 690075
Email: lettings@harrowandvale.co.uk

Complaints

If you are unhappy with how we have handled your personal information, please contact us first so that we have the opportunity to resolve your concerns.

If you remain dissatisfied, you have the right to complain to the Information Commissioner’s Office (ICO).

Changes to this Notice

We may update this Privacy Notice from time to time to reflect changes in legislation, guidance or our business practices. The latest version will always be available on our website and upon request.