1.     Who we are?

We are Filey Properties Limited, Filey Properties EDM Limited, Filey Properties EDMONTON Limited, Filey Properties ENFIELD Limited, and Filey Properties London Limited, which are collectively known as Filey Properties are a property lettings, sales and rent guarantee company with six offices conveniently located across North London. We pride ourselves with our unique professional services and customer satisfaction.

This privacy notice explains how we use any personal data we collect about you when you use our services and this website.

Filey Properties is committed to ensuring that your privacy is protected. Should we ask you to provide certain data by which you can be identified when using our services or this website, then you can be assured that it will only be used in accordance with this privacy notice.

For the purpose of the General Data Protection Regulation (GDPR) and the Data Protection Act 2018, the Data Controllers are as follows:

  • Filey Properties Limited. Registered in England and Wales. Company Registration No. 05941491. Registered address 291 Green Lanes, London, England, N13 4XS.
  • Filey Properties EDM Limited. Registered in England and Wales. Company Registration No. 09317172.
  • Filey Properties EDMONTON Limited. Registered in England and Wales. Company Registration No. 07825184.
  • Filey Properties ENFIELD Limited. Registered in England and Wales. Company Registration No. 09416037.
  • Filey Properties London Limited. Registered in England and Wales. Company Registration No. 09317059.

2.     What data do we collect about you?

We collect, process and retain personal data about you only when you:

  • responding to your request
  • providing you with property marketing services – i.e. sell your home
  • providing you with property management services – i.e. rent out your home, or rent a home to you

This data can include:

·       Customer name ·       Previous postal addresses ·       Payslips*
·       Phone number ·       Nationality ·       Marital status
·       Email address ·       NI number ·       Date of birth
·       Landlord details ·       Primary ID* ·       Employers address
·       Vendor property details ·       Address ID* ·       Previous employers address
·       Buyer contact details ·       Bank statements* ·       Visiting IP address
·       Tenant contact details ·       Credit card statements* ·       Browser type & version
·       Bank details ·       Mortgage statements* ·       Operating system & device
·       Postal addresses ·       Proof of deposit

*copies of documentation

Unless a person voluntarily submits personal data to us (for example, by sending us an e-mail, application form, or management agreement), we cannot personally identify an individual.

3.     How will we use the data about you?

We collect data about you to process your enquiry or manage the service we provide for you.

We will process (collect, store and use) the data you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your data accurate and up to date, and not keep it longer than is necessary.

This is what we do for the following:

  • Prospects: We use your personal data to respond to any general enquiries you may have made to us via email, telephone or any other method of communication. We will use this data to follow-up your enquiry.
  • Landlords: We use your personal data to carry out anti-money laundering (AML) checks we are duty bound to do before we can enter into a contractual agreement with you. We will also use your data to carry out administrative and management of our business agreement.
  • Tenants: We use your personal data to verify your identity and ensure you can afford the tenancy services we provide you. This may also include us sharing the minimum amount of your data with 3rd party suppliers (e.g. carpet fitter) and or sub-contractors (e.g. maintenance) to carry out the services we have contracted to in the AST agreement.
  • Vendors: We use your personal data to carry out the necessary vendor checks before we can enter into a contractual agreement with you. We will also use your data to carry out administrative and management of our business agreement.
  • Buyers: We use your personal data so that we can match your property buying requirements and enable us to keep you informed. We will also use your data to carry out administrative and management of our business agreement.
  • Current Employees & Former Employees: We use (or used) your personal data to process your salary payments, so we know who to contact in case you have an emergency at work and manage your work performance.
  • Job Applicants: We use your personal data to assess your suitability for the role you have applied for and potentially shortlist you for the job role. All the data you provide us will only be used for progressing your job application, or to fulfil legal or regulatory requirements if necessary.
  • Website Visitors: We use your data collected from the website to personalise your repeat visits to our website. Filey Properties will not share your data for marketing purposes with any other company.

4.     Our legal grounds for processing your personal data?

We may rely on one or more of the following legal grounds to process your personal data:

  • Contract: Article 6(1)(b) of the GDPR, which relates to the processing necessary in the performance of a contract or to take steps at your request, before entering a contract. We will use if you become a customer (tenant, landlord, vendor or buyer), employee or supplier (e.g. Engineer).
  • Consent: Article 6(1)(a) of the GDPR, which relies on your freely-given consent at the time you provide your personal data to us. We will always make it clear what your data will be used for and provide a link or reference to our privacy policy and the ability to opt out of communications or withdraw consent. We will use this when we ask your consent to use any testimonials for our marketing purposes.
  • Legal Obligation: Article 6(1)(c) of the GDPR, which relates to processing necessary for compliance with a legal obligation to which we must comply with. For example, sharing employee personal data with HMRC.
  • Legitimate Interests: Article 6(1)(f) of the GDPR, which relates to our legitimate interests communicating with our customers, and prospects to introduce them to services, or market similar services that would be of interest and benefit to them. In addition, we use our legitimate interests in the operating of Closed-circuit television (CCTV) cameras in all our premises for security and safety reasons.

5.     How long is your personal data retained?

We have data retention policies and procedures designed to help ensure that we comply with our legal obligations in relation to the retention and deletion of your personal data. Personal data that we process for any purpose or purposes will not be kept for longer than is necessary.

How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

Generally, personal data at Filey Properties is retained for 7 years unless required for specific legal or regulatory purposes. For example, employee data will be kept for 7 years after the employee has terminated their employment contract. Filey Properties also reserves the right to keep personal data for longer if we feel that this is in our legitimate interests.

6.     Where personal data is stored

We store personal data in digital format on secure cloud servers and systems hosted in the European Union (EU) and in the United States (US). Where data is stored on servers located in the US we rely on the Privacy Shield Framework to transfer this data. Access to personal data is highly restricted internally for approved business purposes only.

Any personal data collected in paper form (e.g. contracts, agreements, inventories, etc.) are securely filed at our office locations.

7.     Keeping personal data secure

Transmitting data over the internet is generally not completely secure. We have procedures and security in place to keep personal data secure once it is in our systems. All personal data is stored securely in accordance with the principles of the GDPR.

Any personal data collected in paper form (e.g. vendor, tenancy or landlord agreements, etc.) are securely filed at our office and site locations in the UK. All access to your personal data is highly restricted for approved business purposes only.

8.     Sharing your personal data

We will not sell or share your personal data with any 3rd party organisation for market research or marketing purposes without specific consent from you.

We use data processors who are third parties who provide elements of services for us. We have contracts in place with our data processors. This means that they cannot do anything with your personal data unless we have instructed them to do it. They will not share your personal data with any organisation apart from us. They will hold it securely and retain it for the period we instruct.

We may share data (including personal data) if we have a legal obligation to do so, or if we have to enforce or apply our terms of use and other agreements. This may include submitting data for legal reasons.

Examples of third parties we may share data your personal data with in order to provide services:

  • Solicitors and conveyancing agents for legal advice relating to your property
  • Utilities companies where we are required to do to adhere to a tenancy agreement
  • Property maintenance and repairs including plumbers, electricians etc.
  • Referencing companies to obtain references for letting a property
  • Inventory companies who conduct check ins and check outs

9.     Your Data Subject Access Rights

You can exercise your data subject rights and utilise our Data Subject Access Request (DSAR) procedure by contacting our Data Compliance Lead in writing at address Filey Properties, 78 Lancaster Road, Enfield EN2 0BZ or by emailing  info@fileyproperties.com. Your rights are as follows:

  • You have the right to ask for a copy of your personal data.
  • You have the right to have your personal data rectified. If you find your personal data we hold is inaccurate or incomplete, you can request to see this data, rectified.
  • You have the right to have your personal data deleted. Though it should be noted this is not an absolute right.
  • You have the right to demand the restriction of the data processing of your personal data. This may include, but not limited to the use of data for direct marketing purposes.
  • You have the right to receive your personal data in a structured, commonly used and machine-readable format (e.g. PDF or CSV) and to request the transmittance of your data to another controller;
  • You have the right to object to the data processing. This is not an absolute right and only applies under certain circumstances;
  • You have the right to withdraw a given consent at any time to stop a data processing that is based on your consent.

You may make any of the requests outlined above by contacting us by email: info@fileyproperties.com  or in writing marked for the attention of our Data Compliance Lead at the following address Filey Properties, 78 Lancaster Road, Enfield EN2 0BZ.

If you wish to complain about how we have handled your personal data, please contact our Customer Service Manager by email at info@fileyproperties.com.

Our Customer Service Manager will then investigate your complaint and work with you to resolve the matter.

If you still feel that your personal data has not been handled appropriately according to the law, you can contact the Information Commissioner’s Office in the UK here: https://ico.org.uk/concerns/ and file a complaint with them.

10. Changes of Business Ownership and Control

Filey Properties may sometimes expand or reduce its business, this may involve the sale of certain divisions or the transfer of control of certain divisions to other parties. Data provided by Users will be transferred along with that division and the new owner or newly controlling party (if necessary to that division) will, under the terms of this Policy, be permitted to use the Data for the purposes for which it was supplied by you.

In the event that any personal data submitted by prospects or customers will be transferred in such a manner, you will not be contacted about this in advance or then after by ourselves

11. Children’s privacy

Our Service does not address and is not directed towards anyone under the age of 13. We do not knowingly collect personal data from anyone under the age of 13.

If you are a parent or guardian and you are aware that your Children has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we take steps to remove that data from our systems.

12. Cookies

To make your visit to our website more pleasant and to enable the use of certain functions, we may use “cookies” on various pages. Cookies are small text files that are stored on your terminal device. Some of the cookies we use are deleted after the end of the browser session. Other cookies remain on your device and enable us or our partner companies to recognise your browser on your next visit.

You can set your browser in such a way that you are informed about the setting of cookies separately and decide individually about their acceptance or exclude the acceptance of cookies for certain cases or generally. For more data, see the help function of your Internet browser. If cookies are not accepted, the functionality of our website may be limited.

To find out more about how we use cookies you can access our “Cookie Policy” in the link http://fileyproperties.com/cookie/.

13. Other websites

Our website contains links to other websites. This privacy notice does not cover the links within this site linking to other websites. We encourage you to read to read the privacy statements on the other websites you visit.

14. Changes to our privacy notice

We keep our privacy notice under regular review and we will place any updates on this web page. This privacy notice was last updated on 28th March 2019.

The Filey Properties companies are registered Data Controllers with the Information Commissioner’s Office (ICO) as follows:

  • Filey Properties Limited under registration number Z1173911;
  • Filey Properties EDM Limited under registration number ZA167641;
  • Filey Properties EDMONTON Limited under registration number ZA167657;
  • Filey Properties ENFIELD Limited under registration number ZA167655; and
  • Filey Properties London Limited under registration number ZA468710.

15. How to contact us

Please contact us if you have any questions about our privacy notice or data we hold about you email us or write to the Data Compliance Lead, Filey Properties, 78 Lancaster Road, Enfield EN2 0BZ.