This notice explains how we will collect, use, disclose, transfer, and store the personal information that we collect from you. It is important that you read this notice together with any other privacy notice or fair processing notice we may give you from time to time, including that applicable to our website available at
www.theopa.co.uk that you are fully aware of how and why we are using your data. This privacy notice supplements any other notices we provide and is not intended to override them. The Online Property Agency Limited, takes data protection seriously
- We keep to a minimum the information we hold about you.
- We use your data to provide our services to you and to meet our legal obligations.
- We delete your data when it is no longer needed.
- You have privacy rights as an individual.
- We are happy to talk to you about how we process and protect your data
Data Controller Contact Details We are The Online Property Agency Limited of Sovereign Court, 6 Graham Street, Birmingham, B1 3JR. Company Registration number:
12567989. We are the data controller for the information you provide in relation to our services. You can contact us by telephoning us on 0121 740 1000 or by writing to us at enquiries@theopa.co.uk
What is Personal Data? Personal Data is any information about you that enables you to be identified. Personal Data covers obvious information such as your name and contact details, but it also covers less obvious information such as identification numbers, electronic location data, and other online identifiers
Where we get personal information from?- Information we collect when you visit or create an account on our website
- Information we collect directly from you, either through face to face contact, by telephone, email or electronic communications such as messaging or through the internet
- Information provided to us by third parties (eg rightmove/ zoopla etc)
- Information from publicly available sources, for example, Companies House, Land Registry
- If you contact us, we will keep a record of that correspondence.
- We will collect further identity information about you to undertake checks and comply with anti-money laundering requirements. This will be last 3 years of addresses, along with driving licence details and/or passport detail and/or NI Number.
How we use your personal information We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests.
- Where we need to comply with a legal or regulatory obligation.
We use your personal information to respond to your enquiries, deliver our services you have requested and pursue breaches of our terms and other policies. We may also use it to develop and improve our products and services as well as for internal purposes, such as auditing, data analytics and research. We will not sell, rent or lease the data we capture to third parties, but we may disclose it in the circumstances set out below in “Disclosure to third parties”.
Retention Periods Personal data is only retained for as long as necessary for the purpose of processing. Retention periods can vary based on the purpose the data was provided, the requirements of the business and the lawful reason for processing. There are some legal requirements which apply to personal data retention; our minimum retention period is 12 months and the maximum period is 7 years from the date the business transaction is ended. Where there are no legal requirements, data is destroyed or deleted;
- when you withdraw your consent
- when the data is no longer up to date
- the purpose for which is was provided is no longer valid
Job application and employment If you send us information in connection with a job application, we may keep it for up to three years in case we decide to contact you at a later date. If we employ you, we collect information about you and your work from time to time throughout the period of your employment. This information will be used only for purposes directly relevant to your employment. After your employment has ended, we will keep your file for six years before destroying or deleting it.
Disclosure to third parties We require all third parties to respect the security of your personal data and to treat it in accordance with the law. We do not allow our third-party service providers 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. We may also disclose your Data to third parties: In the event that we sell or buy any business or assets, in which case we may disclose such personal data to the prospective seller or buyer of such business or assets.
- If our company, or substantially all of our assets, are acquired by a third party.
- If we are under a duty to disclose or share your personal data in order to comply with any legal obligation; or in order to enforce an agreement with your employer; or to protect the rights, property, or safety of us, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
- In the event that your offer is accepted on a property we may disclose personal data to the vendors agent or broker so they may update their records to produce a notice of the proposed sale. Protection of Personal Information We take precautions — including administrative, technical, and physical measures — to safeguard your personal information against loss, theft, and misuse, as well as against unauthorised access, disclosure, alteration, and destruction. Your rights You have lots of
rights in respect of our processing of your personal data.
The relevant rights are:
- Request a copy of your personal data and information about our processing of it
- Request that we delete information on you if we do not need to hold it
- Request that we correct any personal data that we hold on you
- Request that we stop processing your data, for certain things, eg marketing although we can still hold it
- The right to withdraw consent If you want to exercise any of these rights, please just contact us on: enquiries@theopa.co.uk
You also have the right to lodge a complaint about our processing with a supervisory authority — in the UK that is the ICO whose details are here: https://ico.org.uk/global/contact-us/postal-addresses/
Your right to complain Any complaints will be handled under our complaints procedure. A copy can be requested by contacting
info@theopa.co.uk When we receive a complaint, we record all the information you have given to us. We use that information to resolve your complaint. If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and, if we do, what that information is. We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.
Your right to complain to the Information Commissioners Office (ICO) You have the right to complain to the Information Commissioner’s Office if you feel unhappy with the way we process your data. The Information Commissioners Office (ICO)
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF Alternatively please visit
www.ico.org.uk for more information
Our contact information Should you wish to contact us regarding this privacy policy, your personal data and data protection, including to make a subject access request, please use the following details:
by email: info@theopa.co.uk by phone: 01217401000
by post: Sovereign Court, 6 Graham Street, Birmingham, B1 3JR.
Changes to this Policy Any changes we may make to this policy in the future will be posted on this page. Please check back from time to time review this Policy and keep up to date.
