Hazells & Co (BSE) Ltd (“We”) are committed to protecting and respecting your privacy.
This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be processed by us. Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.
Your Privacy is Important to us
This notice informs you how we use the information you give us and how we protect your privacy. It also explains your rights under the UK Data Protection Act (update 2018) and the EU General Data Protection Regulations 2018. We abide by UK Law and our data protection regulator within the UK is the Information Commissioners Office.
Collecting of and purpose for your information
We offer services and products to our clients. To provide these, we may need to collect personal data such as name, address, contact details.
We use information held about you in the following ways:
- Your information may be used to introduce you to the services we offer, to help with ongoing administration, to contact you with any review or changes that are applicable, for our own business research and analysis.
- To ensure that content from our site is presented in the most effective manner for you and for your computer.
- To provide you with information, products or services that you request from us or which we feel may interest you, where you have consented to be contacted for such purposes.
- To carry out our obligations arising from any contracts entered into between you and us.
- To allow you to participate in interactive features of our service, when you choose to do so.
- To notify you about changes to our service.
Withholding of the required data may result in an insufficient service being provided.
We may obtain data from individual customers or from employer firms.
Sharing your data
We may share your personal data with the following organisations –
- We may verify your identity by searching publicly available records held by credit reference agencies
- Business partners, suppliers and sub-contractors for the performance of any contract we enter into with them
- In order to provide the Home Setup and Utility Management Services, we may, in the course of provision of the services, share move-to and move-from addresses, moving dates, tenancy details, council tax status, and other data required for the provision of those services (including data relating to other occupants or household members) with Ethical Introductions Ltd (T/A Just Move In).
We will not sell or share your information with any other third parties unless we have obtained additional consent from you.
Your rights regarding your data
- We will not hold your information for any longer than is necessary and as a maximum no longer than 5 years after you have terminated as a client of our firm unless there is a lawful basis for retention
- Should your data be inaccurate we will rectify this without delay
- Should you wish us to delete your data at any point, please contact the office as shown further below to make the request. This will be actioned unless there is a lawful basis for us to retain the information in which case you will be advised accordingly
- Should you wish to transfer your data to another organisation, please contact the office as below and we will organise this for you
- You can request access to your data at any time. We will provide you with a full copy within one month of your request
- You can withdraw consent to us holding and processing your information at any time. Please contact the office as below should you wish to do this
- We may provide you with updates and bulletins which are appropriate to your service on an ongoing basis – this will be explained to you if it is applicable. You can opt out of these should you wish to – contact us and advise us if you wish to
Security
We have in place a full information security policy, business continuity and disaster recovery plans. We take data security very seriously and have in place we feel the most secure options available to store and transfer your data securely. We can provide details on request.
Where we store your personal data:
The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers. Such staff maybe engaged in, among other things, the fulfilment of your order, the processing of your payment details and the provision of support services. By submitting your personal data, you agree to this transfer, storing or processing. We will take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this privacy policy.
Our contact details
Should you wish to contact us in relation to any issues within this notice, please contact:
Data Protection Officer
Hazells & Co (BSE) Ltd
The Annexe
Short Brackland
Bury St Edmunds
Suffolk IP33 1EL
You will be responded to as promptly as possible
Your right to complain
Should you wish to make a complaint in relation to data protection issues relating to our firm, you can contact us as above or you can contact our regulator as follows:
The Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Tel: 0303 123 1113 (local rate) or 01625 545 745 if you prefer to use a national rate number
www.ico.org.uk
Consent
We are required under the Regulations to obtain your consent to our collection, processing, sharing and holding of your personal data. Please ensure you have read this notice fully and accept all that it contains. If you have any queries, please contact us directly. Please contact us should you not be able to read or understand this notice sufficiently.
Changes to our privacy policy
Any changes we may make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by e-mail.
We take your privacy and right to confidentiality seriously. We therefore comply with the principles of the General Data Protection Regulations (GDPR) and the Data Protection Act 2018..
Our policy is to observe your personal rights to
- be informed
- have access to your data
- be able to rectify your data
- have your data erased
- restrict processing
- data portability
- object to processing
If you provide us with your details, your information will be securely held, be processed lawfully, transparently and for a specific purpose. We do not disclose any of your personal details without consent to third parties unless required to do so by law.
During our association with you as our client/tenant we may need to record the following personal details:-
Your Name
Your Home Address (and previous addresses from referencing)
Date of Birth
Your Telephone number(s) and email address(es)
Your photograph/image
Your Bank account details including sort code, account number and statements
Your Residency status
Employment Details
Passport Information
Credit Reference results
Information relating to a relevant property
Our data retention/destruction policy is to hold and maintain relevant records for a period of seven years from our last contact date with a data subject.
Under GDPR, you can ask for access to information we hold about you by submitting a data subject access request.
Legal Basis for Processing Personal Data
Personal data is processed in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Depending on the activity, we rely on the following lawful bases:
- Performance of a contract – where processing is necessary to deliver services or meet contractual obligations, including obligations involving TransUnion.
- Legal obligation – where processing is required to comply with applicable laws, regulatory requirements, or statutory obligations.
- Legitimate interests – where processing is necessary for legitimate business purposes such as system security, fraud prevention, risk management, audit, and compliance, and where such interests do not override the rights and freedoms of individuals.
- Consent – where required by law, and where individuals have been provided with a clear choice and the ability to withdraw consent at any time.
Where legitimate interests are relied upon, appropriate assessments are conducted to ensure that the rights and freedoms of data subjects are protected.
Legitimate interests pursued
Our legitimate interests include operating our business, fulfilling contractual obligations, ensuring system and data security, preventing fraud, supporting audit and compliance activities, and protecting TransUnion data. These interests are balanced against the rights and freedoms of individuals, with appropriate safeguards in place.
International Data Transfers
We do not transfer, store, or process personal data outside of the United Kingdom.
All personal data is handled exclusively within the UK and is not accessed by individuals, employees, or third-party providers located outside of the UK.
As such, no international data transfer safeguards are required.
exclusively within the UK and is not accessed by individuals or third parties located outside of the UK.
Where such transfers take place, we ensure appropriate safeguards are in place to protect personal data in accordance with applicable data protection laws. These safeguards may include the use of approved standard contractual clauses, international data transfer agreements, or transfers to countries that have been recognised as providing an adequate level of data protection.
Provision of Personal Data
Is the provision of personal data statutory or contractual?
The provision of certain personal data is primarily contractual and, in some circumstances, required to meet legal and regulatory obligations.
Personal data is required to:
- enter into and perform contracts with customers, suppliers, or business partners.
- process orders, manage accounts, and deliver goods and services.
- verify identity and prevent fraud; and
- comply with applicable legal, regulatory, accounting, and tax obligations.
What are the consequences of not providing personal data?
If you choose not to provide the personal data, we request:
- we may be unable to enter into a contract with you.
- we may be unable to fulfil orders, supply goods, or provide services.
- we may be unable to conduct necessary verification, compliance, or fraud prevention checks; and
- as a result, our services may be delayed, restricted, or declined.
Where personal data is requested for optional purposes, such as marketing communications, providing this data is not mandatory, and you may withdraw your consent at any time without affecting your ability to receive goods or services from us.
Credit Reference and Affordability Checks
To help us assess applications, prevent fraud, and meet our legal and regulatory obligations, we may obtain information about you from credit reference agencies (CRAs).
We obtain this information via Creditsafe, which uses its data partner TransUnion to supply consumer credit and identity data.
- Creditsafe Business Solutions Limited is authorised and regulated by the Financial Conduct Authority
FCA Firm Reference Number: 742313
- TransUnion International UK Limited is authorised and regulated by the Financial Conduct Authority
FCA Firm Reference Number: 737740
The information we receive may include data relating to your identity, credit commitments, payment history, and public record information. This data is used solely for legitimate business purposes, including creditworthiness assessment, identity verification, and fraud prevention, in accordance with applicable data protection laws.
Further information about how Creditsafe and TransUnion process your personal data can be found in their respective privacy notices:
- Creditsafe Privacy / Transparency Notice:
Transparency Notice | Customers & Suppliers - TransUnion Bureau Privacy Notice:
https://www.transunion.co.uk/legal/privacy-centre/pc-bureau
Automated Decision Making
We do not carry out automated decision-making or profiling in relation to personal data.
Hazells Data Protection Officer
For further information or Data Protection enquiries please contact:
Richard Pyatt – richard@hazells.co.uk