Proper Genies Privacy Policy

The information we collect about you

Proper Genies collect anonymous website user information and specific personal data relating to the sale, let, purchase or rent of properties in London. We also collect data about those who call our phone numbers, those looking to work with us and those looking to collaborate with us in our community work.

Visitors to our website

We use a third party service, QuantaTec, to collect standard internet log information and details of visitor behaviour patterns. We use this information to find out the number of visitors to various parts of the site, and to welcome return visitors. The information is held in a secure remote data centre and is processed in a way which does not identify anyone.

Any information you share using the online valuation feature on our website is recorded by the provider, QuantaTec, and is sent to us to continue serving you. This information is only used by Proper Genies to help deal with your enquiry and is thereafter deleted.

How we use your information

We use this information to match properties available for sale or to let with prospective buyers and tenants. We do not sell or rent personal information about you to anyone. We may share your information with third parties either because we are legally obliged to or because we have obtained specific permission from you to do so.

 Cookies

Cookies are created when a user's browser loads a particular website. The website sends information to the browser which then creates a text file. Every time the user goes back to the same website, cookies helps to improve user experience of the website by remembering your last pages visited and your search preferences and settings. Cookies also help us provide you with a better website by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

Cookies we use

Cookie: Random

Expiry: Browser session only

Function: Visitor Session

Landlords

When you enquire about renting your property out with Proper Genies, we will ask for standard details including your name, phone number, email address, home address and the address of the property you want to rent out, if different.

Following your decision to instruct Proper Genies to let out your property, we obtain a copy of the Land Registry Title for your property to confirm that you are the owner, and we take a copy of your photo ID to prove that you are that same person. These documents are stored in a secure remote data centre and any hard copies are shredded.

 Prospective tenants

When you enquire about a property or about your property search, we will take information about you and your search which is used exclusively to help you find and secure a property. The information about you is held in a secure remote data centre.

Tenants

When you rent a property through Proper Genies, your contact details, proof of identification, tenancy agreement and referencing information is stored in a remote data centre. These details are used to contact you about rent payment, access to the property and the renewal of your tenancy agreement. Identification documents are retained to conform with Right to Rent, part of the Immigration Act 2014. All documents relating to a tenancy contract are retained in a secure remote data centre for six years after the end date and are then destroyed.

Sellers

When you enquire about selling your property out with Proper Genies, we will ask for standard details including your name, phone number, email address, home address and the address of the property you want to sell, if different. We will also ask for a description of your property and additional information such as any service charges, lease length and relevant information about your onward purchase plans.

Following your decision to instruct Proper Genies to sell your property, we obtain a copy of the Land Registry Title for your property to confirm that you are the owner, and we take a copy of your photo ID to prove that you are that same person. To comply with The Money Laundering, Terrorist Financing and Transfer of Funds (information on the Payer) Regulations 2017, we also take a copy of your proof of address from the last three months. These documents are stored in a remote data centre and any hard copies are shredded.

Proper Genies LTD AML Registration No: XMML00000146135

Prospective buyers

When you enquire about a property or about your property search, we will take information about you and your search which is used exclusively to help you find and secure a property. The information about you is held in a secure remote data centre.

Buyers

When you buy a property through Proper Genies, all information about you and your search are retained in a secure remote data centre. The details will not be used to contact you unless you have given specific permission.

Contractors

When a contractor is directed by Proper Genies to carry out work on our, or one of our landlord’s or seller’s behalf, specific personal data will be shared with them in order for them to carry out their instructions. Each contractor used by Proper Genies has a contract detailing their obligations to protect the data they hold about you and to not share that with any third party.

Individuals named on tenant references

Employers, previous landlords and guarantors named by prospective tenants will be contacted by Proper Genies in relation to the suitability of the prospective tenant to rent a specific property.

Callers

All telephone calls connected through Zoopla are recorded and maintained on Zoopla Pro Portal.

Complainants

Contact details of a complainant will be retained in a secure remote data centre until the complaint is resolved.

Data subject rights and personal information: data subject rights under the GDPR

The General Data Protection Regulation (GDPR) grants people, in their capacities as consumers, citizens and so forth a range of specific data subject rights they can exercise under particular conditions, as per usual always with a few exceptions. GDPR compliance among others means enabling the exercise of these rights.

For data subject access requests you can contact Proper Genies by sending us an email on info@propergenies.co.uk

The 8 fundamental data subject rights are listed below:

1. Right to be informed This right provides the data subject with the ability to ask a company for information about what personal data (about him or her) is being processed and the rationale for such processing. For example, a customer may ask for the list of processors with whom his or her personal data is shared.
2. The data subject’s right of access This right provides the data subject with the ability to get access to his or her personal data that is being processed. This request provides the right for data subjects to see or view their own personal data, as well as to request copies of the personal data.
3. The data subject’s right to rectification. This right provides the data subject with the ability to ask for modifications to his or her personal data in case the data subject believes that this personal data is not up to date or accurate.
4. Right to withdraw consent This right provides the data subject with the ability to withdraw a previously given consent for processing of their personal data for a purpose. The request would then require the company to stop the processing of the personal data that was based on the consent provided earlier.
5. Right to object This right provides the data subject with the ability to object to the processing of their personal data. Normally, this would be the same as the right to withdraw consent if consent was appropriately requested and no processing other than legitimate purposes is being conducted. However, a specific scenario would be when a customer asks that his or her personal data should not be processed for certain purposes while a legal dispute is ongoing in court.
6. Right to object to automated processing This right provides the data subject with the ability to object to a decision based on automated processing. Using this right, a customer may ask for his or her request to be reviewed manually, because he or she believes that automated processing of his or her information may not consider the unique situation of the customer.
7. The Right to erasure this right provides the data subject with the ability to ask for the deletion of their data. This will generally apply to situations where a customer relationship has ended. It is important to note that this is not an absolute right and depends on your retention schedule and retention period in line with other applicable laws.
8. The right to data portability This right provides the data subject with the ability to ask for transfer of his or her personal data. As part of such request, the data subject may ask for his or her personal data to be provided back (to him or her) or transferred to another controller. When doing so, the personal data must be provided or transferred in a machine-readable electronic format.

Data subjects can report any concerns about Proper Genies handling of personal data by contacting the Information Commissioner's Office at www.ico.org.uk

 Proper Genies LTD ICO Reference No: ZA621984