01926 257070 / 07932 742 085 phil@reynoldsbutler.co.uk

Privacy Policy

Reynolds Butler Ltd (‘Reynolds Butler’)

Privacy Notice

This privacy notice is provided to set out the way in which Reynolds Butler deals with personal information which it holds. Reynolds Butler is committed to ensuring that your personal information is protected.Reynolds Butler treats personal information as confidential and details will only be shared in accordance with this privacy notice.

Our contact details

Reynolds Butler Ltd
Chandos Business Centre
87A, Warwick Street
Leamington Spa
Warwickshire
CV32 4RJ

Tel: 01926 257070
Email: phil@reynoldsbutler.co.uk

What type of information we have

We currently collect and process information including your full name and contact details (such as telephone number, email address and postal address) which we will obtain from you whenever you engage with us.

In addition, if we are providing a service to you, or on your behalf, where we are required to do so by law, we will collect information relating to your identity, which will be at least one form of photographic identification (such as a passport, a driving licence or an identification card) and one form of documentation with proof of your place of residence (such as a recent utility bill).

How we get the information and why we have it

We will source the information from details provided by yourself as a client or as prospective purchaser, prospective lessee, prospective seller or other party in relation to a property in relation to dealings with our client. We may also undertake Land Registry checks to confirm the interest which you hold in a particular property and use this as a source of personal details.

Further details are set out below regarding the information we collect in specific circumstances.

Professional advice and consultancy and valuation

If we are undertaking the above areas of work:

  • We will collect contact details from you as a client as noted above.
  • Where you are not the legal owner of the property, we will request details from you as to your ability to sell or let the property such as a Power of Attorney, Guardianship Order or Grant of Probate.
  • We may collect information required to identify you to meet anti-money laundering and counter terrorist financing requirements.
  • If we are dealing with an entity such as a company, trust or charity, we may need to obtain personal information for the beneficiaries of the entity and those in a position of control. This will include, but is not limited to, identity and address documents. We may also need to collect information on other individuals or entities who have an interest in the property who are not considered to be our customers, eg. an individual or entity who has a retained right of access over a property.
  • Where we are working alongside third parties such as solicitors, accountants, joint or multi agents (who may be your advisors or those of parties with mutual interests), we may need to share documentation on property interests which may include your personal details.
  • We may send your details (with prior notification to you) to other professionals and service providers in order fulfil specific areas of work outside of the scope of work agreed on your behalf, or to subcontractors performing work on behalf of Reynolds Butler on the instruction.

Purchase, sale and letting (as clients of Reynolds Butler)

If we are purchasing, selling or letting a property on your behalf:

  • We will collect contact details from you as a client as noted above.
  • Where you are not the legal owner of the property, we will request details from you as to your ability to sell or let the property such as a Power of Attorney, Guardianship Order or Grant of Probate.
  • We may collect information required to identify you to meet anti-money laundering and counter terrorist financing requirements.
  • If we are dealing with an entity such as a company, trust or charity, we may need to obtain personal information for the beneficiaries of the entity and those in a position of control. This will include, but is not limited to, identity and address documents. We may also need to collect information on other individuals or entities who have an interest in the property who are not considered to be our customers, eg. an individual or entity who has a retained right of access over a property.
  • We may collect your bank or building society account details to arrange payments of rent between landlords and tenants.
  • Where we are working alongside third parties such as solicitors, accountants, joint or multi agents (who may be your advisors or those of parties with mutual interests), we may need to share documentation on property interests which may include your personal details.
  • We may send your details (with prior notification to you) to other professionals and service providers in order fulfil specific areas of work outside of the scope of work agreed on your behalf, or to subcontractors performing work on behalf of Reynolds Butler on the instruction.

Sales, lettings and property management (as a purchaser, prospective purchaser, tenant or prospective tenant of a client of Reynolds Butler)

If we are dealing with you in regard a property to may wish to rent or purchase which we are marketing, or which we are managing on our client’s behalf:

  • Your full name and contact details (such as telephone number, email address and postal address) which we will obtain from you whenever you engage with us.
  • Obtain your specific requirements so that we can find a property that is suitable for your needs
  • Your bank or building society account details to allow us to set up an approved tenancy deposit scheme account on behalf of our client and to set up your rental payments to our client.
  • Hold information such as driving licence and passport details to comply with the Right to Rent requirements under the Immigration Act 2014.
  • We may also need to collect specific identity documents from you for the purpose of preventing and detecting crime, fraud or money laundering.

All data which we hold and process is done so in accordance with one of the bases under the General Data Protection Regulation (GDPR).

What we do with the information

Under data protection legislation we are only permitted to hold and process is done so in accordance with one of the bases under the General Data Protection Regulation (GDPR).
Reynolds Butler will use the personal data for the reason it is provided, in order to effectively carry out the services we have agree with our clients or in order to comply with a legal obligation.
How we use the information in specific areas of our work is shown below.

Professional advice and consultancy and valuation

If we are undertaking the above areas of work:

  • We use your personal information for the purposes of fulfilling our obligations to you to let or sell your property or, acquire a property for you, and arranging a contract for sale, purchase or a lease for you.
  • We will use your personal information to conduct due diligence in accordance with other legal or regulatory obligations.
  • We will share your personal information with your appointed solicitors and the solicitors and agents acting for the other side of the deal as is necessary to facilitate the sale or purchase.

We may also share your personal information with joint or multi agents or developers.

  • We will share your personal data with third party referencing agencies for the purposes of the prevention and detection of crime, fraud and/or money laundering.
  • We will send your details (with prior notification to you) to other professionals and service providers in order fulfil specific areas of work outside of the scope of work agreed on your behalf, or to subcontractors performing work on behalf of Reynolds Butler on the instruction.

Purchase, sale and letting (as clients of Reynolds Butler)

If we are purchasing, selling or letting a property on your behalf:

  • We use your personal information for the purposes of fulfilling our obligations to you to let or sell your property or, acquire a property for you, and arranging a contract for sale, purchase or a lease for you.
  • We will use your personal information to conduct due diligence in accordance with other legal or regulatory obligations.
  • We will share your personal information with your appointed solicitors and the solicitors and agents acting for the other side of the deal as is necessary to facilitate the sale or purchase. We may also share your personal information with joint or multi agents or developers.
  • We will share your personal data with third party referencing agencies for the purposes of the prevention and detection of crime, fraud and/or money laundering.
  • We will send your details (with prior notification to you) to other professionals and service providers in order fulfil specific areas of work outside of the scope of work agreed on your behalf, or to subcontractors performing work on behalf of Reynolds Butler on the instruction.

Sales, lettings and property management (as a purchaser, prospective purchaser, tenant or prospective tenant of a client of Reynolds Butler)

If we are dealing with you in regard a property to may wish to rent or purchase which we are marketing, or which we are managing on our client’s behalf:

  • We will your personal information for the purposes of fulfilling our obligations to our client to arrange a sale or lease.
  • We will use your personal information to conduct due diligence in accordance with other legal or regulatory obligations.
  • We will share your personal information with appointed solicitors on both sides of the deal as is necessary to facilitate the sale or purchase. We may also share your personal information with joint or multi agents or developers, as the case may be.
  • We will share your personal data with third party referencing agencies for the purposes of the prevention and detection of crime, fraud and/or money laundering and checking your suitability to rent a property.

Other uses of your personal information

  • Where we use third party services providers who process personal information on our behalf in order to provide services to us. This includes IT systems providers and IT contractors as well as third party referencing or screening agencies for the purposes of the prevention and detection of crime.
  • We will share personal information with our client’s regulatory advisors (eg. auditors) in regard specific instructions, the Royal Institution of Chartered Surveyors, governmental or quasi-governmental organisations, law enforcement authorities and with courts, tribunals and arbitrators as may be required from time to time in order to comply with our regulatory and legal obligations.

How we store your personal information

We will keep your personal information for as long as necessary to carry out the work we have undertaken, which will depend on the type of service you have requested from us. The retention period may be longer than the period for which we are providing services to you where we have statutory or regulatory obligations to retain personal information for a longer period, or where we may need to retain the information in case of a legal claim.

Unless we specifically advise otherwise, we will retain all records for a period of 15 years.

The accuracy of your information is important to us. We want to ensure that we can communicate with you in ways that you are happy with. If you wish to change how we communicate with you, or update the information we hold, then please contact us. Under current data protection law you have a number of rights as set out under the General Data Protection Act (GDPR), including the right to request a copy of the personal information we hold about you and to have any inaccuracies corrected. We will require you to prove your identity with two pieces of approved identification.

You may also ask us to restrict our data processing activities in certain circumstances. Further information can be found via the Information Commissioner’s Office (www.ico.org.uk).

Your data protection rights

Under data protection law, you have rights including:

Your right of access – You have the right to ask us for copies of your personal information.
Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
Your right to restriction of processing – You have the right to ask us to restrict the processing of your information in certain circumstances.
Your right to object to processing – You have the the right to object to the processing of your personal data in certain circumstances.
Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

Please contact us at the contact details set out at the start of this notice if you wish to make a request.

How to complain

If you have any complaints over the way we handle your personal data, you can contact us, and we will try to resolve the matter. However, if after contacting us you feel your complaint has not been dealt with satisfactorily, you can also complain to the Information Commissioner’s Office (ICO) if you are unhappy with how we have used your data.

The ICO’s address is:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113

Website: www.ico.org.uk

Use of cookies by Reynolds Butler

Reynolds Butler uses cookies on its website. Cookies are small text files on your device. They are made by your web browser when you visit a website. Every time you go back to that website, your browser will send the cookie file back to the website’s server.

You may refuse to accept cookies by activating the setting on your browser which allows you to refuse the setting of cookies. Unless you have adjusted your browser setting so that it will refuse cookies, our system will issue cookies when you visit our website.