This Privacy Statement sets out how Walton Robinson uses and protects any personal data provided to us, whether by using our website, by mail or telephone, via email, or by visiting us in person.
Walton Robinson is committed to ensuring that your privacy is protected. Should we ask you to provide certain data by which you can be identified, you can be assured that it will only be used in accordance with this privacy statement and General Data Protection Regulations (GDPR).
Walton Robinson does not intend children to view this Privacy Statement and does not knowingly collect data relating to children.
In order to prevent unauthorised access, use, disclosure or accidental loss, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the personal data we process. We have limited access to your personal data to those who have a business need to know to carry out their function in supporting our business.
We have also put in place procedures to deal with any suspected personal data breach and will notify you and the Information Commissioner (the UK regulator for data protection matters) should a breach occur, where we are legally required to do so.
This Privacy Statement was last updated on 24 January 2019. There may be times that Walton Robinson review this Privacy Statement and make changes. We advise that you review this policy from time to time.
- Company Name: Walton Robinson Ltd
- Company Number: 03927163
- Registered Address: Walton Robinson, 101 Percy Street, Newcastle upon Tyne, Tyne & Wear, NE1 7RY
- Telephone Number: 0191 243 1000
Walton Robinson is a member of ARLA Property Mark, NAEA Property Mark and The Property Ombudsman and adheres to industry guidelines and codes of practice.
We have appointed a data privacy manager to oversee questions in relation to this privacy statement. If you have any data protection queries about how your data is held, including any requests to exercise your legal rights, please contact the data privacy manager via this link or the details above.
Walton Robinson collects only personal data which the user has chosen to supply through completing a contact form on our website, via email, over the phone or in person to our staff. This will comprise identity and contact information (including email account), financial data and transaction information relating to the property/properties you own or in which you are interested. We will also collect information from prospective tenants such as employment references, previous landlord references, bank statements and information about any third parties acting in their capacity as guarantors. No other personal data is collected by us.
In response to contact made by you, Walton Robinson may contact you by email, post, SMS or telephone. You can withdraw consent for marketing communications at any time by unsubscribing.
Depending on your query or request, we may contact you for the following reasons;
- To provide property details of specific properties or services you have expressed interest in;
- To process property details provided by you to facilitate the rental, management or sale of your property by us;
- To provide property details of additional properties and/or services we think you will be interested in based on the criteria provided
If you engage Walton Robinson’s services to buy, sell, rent, let or manage a property (or any other service) we will hold your data for as long as is reasonably necessary and use it to contact you in order to fulfil our contractual and legal obligations. Should you require further details of our data retention policy then please contact us here.
It is important that all personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us.
Lawful Basis for processing personal Data
We will only use your personal data when the law permits us to do so. Most commonly, we will use your personal data in one or more of the following circumstances:
- Where we need to perform the contract we are about to enter into or have entered into with you;
- Where it is necessary for our legitimate interests. Walton Robinson have conducted a Legitimate Interest Assessment (LIA) in order to show the purpose, necessity and balance of our marketing activities. We have carefully considered the reasons we process data and concluded that we have a legitimate interest to process data and that we do so in a responsible and ethical manner that does not negatively impact the individuals who provide their personal details to us;
- Where we have obtained your explicit and informed consent; and/or
- Where we need to comply with a legal or regulatory obligation.
All personal data is securely stored and processed in line with GDPR and use of this data for electronic marketing purposes meets the Privacy and Electronic Communications Regulations (PECR). We do not perform cold calling or use purchased marketing lists. We only contact those who have actively contacted us or registered with us with the intention of using our services.
Disclosure to Third-Parties
We will never sell, distribute or lease your personal information to third parties unless we have your permission to do so, or in the following limited circumstances:
- We are required by law to do so;
- We rely upon service providers to support our business who provide communications, IT and system administration services;
- We instruct professional advisors including bankers, lawyers, auditors and insurers based in the UK who provide banking, legal, insurance and accounting services;
Third parties, to whom we may choose to sell, transfer or merge parts of our business or assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way set out in this Privacy Statement;
- We use deposit registration services where requested to do so by landlords including (but not limited to) TDS, DPS and MyDeposits;
- We are members of PropertyMark who act as a professional body for our business;
- We are members of The Property Ombudsman who act as a professional body for any disputes/complaints arising from our business dealings; or
- Occasionally contractors on specific instructions where necessary for the maintenance and/or repair of properties.
Where we give access to our service providers to process your personal data this will only be done in accordance with our strict instructions and where our business practices require such disclosures to be made.
We require all third party service providers and/or professional advisors to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third parties to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.
A cookie is a small data file that certain web sites write to your hard drive when you visit them. The only personal information a cookie can obtain is information a user supplies him or herself. A cookie cannot read data from your hard disk or read cookie files created by other sites.
The following cookies are used within the site;
- Tracking Cookies: Walton Robinson uses site-tracking software to monitor visitor traffic patterns and site usage. This software does not enable us to capture any personal information. This service is provided by Google Analytics.
- ASP.NET Session: This website has been built using Microsoft ASP.NET. To use some of the functionality of this framework requires the use of a session cookie.
- Social Media: Social Media elements of the site may create cookies for their purpose.
Whilst it is unusual for us to transfer your personal data outside the European Economic Area (EEA) there may be exceptional circumstances where this is necessary. This will only happen where a landlord resides outside the EEA territory and we are required to transfer to them the personal data of the contracting tenant(s). We are required to do this to perform our contract with the landlord(s) and tenant(s) in such cases.
Where possible, we will ensure that a similar degree of protection is afforded to it by ensuring that at least one of the following safeguards are implemented:-
- The country in question is deemed by the European Commission to provide an adequate level of protection for transfers of personal data;
- Where we use providers based in the US, we may transfer data to them if they are part of the Privacy Shield which requires them to provide similar levels of protection to that found within the EEA territory;
However, where such safeguards do not exist, we will seek your explicit consent before we allow any personal data about you to cross borders outside of this geographical area.
Please be aware that data transfers to countries outside of the EEA that do not provide the safeguards listed above may not provide adequate levels of protection for personal data. Whilst we will ensure the safeguarding of your personal data here in the UK, and use safeguards where possible, we cannot guarantee that your data will be protected abroad. Accordingly, where we transfer personal data outside the EEA, we will obtain your explicit consent. You may withdraw this consent at any time.
Your Legal Rights
You have the right to:
Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which overrides your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data's accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
No fee usually required
You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.
What we may need from you
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
Time limit to respond
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
If you wish to exercise any of the rights set out above including details about personal data held about you, please contact us using any of the details below;