Privacy Policy

Privacy Policy

This privacy policy is issued on behalf of Anstey Group Limited, part of the Anstey Group and any associated companies of the Anstey Group. When we mention Anstey, “we”, “us” or “our” in this privacy policy, we are referring to Anstey Group Limited. Anstey Group Limited is responsible for processing your data. We are registered as a Data Controller with the Information Commissioner’s Office, the UK supervisory authority for data protection issues under:

  • Anstey Residential Limited: ZA283218
  • Crestwood Property Limited t/a Anstey Property Management: Z3571154

At Anstey we are committed to ensuring that your privacy is protected. This privacy notice, together with our Terms and Conditions and any other notice referred to in it, sets out how we will process personal data we collect from or about you, or which you provide to us when you visit our website our use our services.  Please read this notice carefully to understand why data is being collected and what we do with that data.

This website is not intended for children and we do not knowingly collect personal data from children.

As a business we collect, use, store and transfer different types of personal data depending on who you are.

We will collect and process the minimum amount of personal data in order to fulfil our service to you in assisting you with your property search and/or the marketing and subsequent sale or let of your property.

This information will be:

  • Identity Data: Name, contact details, telephone number, email address, postal address, national insurance number, your interests and preferences, property ownership details or other evidence of your ability to sell or let the property, references, credit checks, details of your immigration status, employment history, feedback and survey responses. Also information relating to your identity where we are required by law to collect this in order to comply with the Money Laundering Regulations 2017 and the Immigration Act
  • Usage Data: about your visits to our website (which enable our website to remember information about you and your preferences) and use of our site. We may automatically collect information about your computer or mobile device, including your IP address. This information may be combined with other information you provide to us, as described above
  • Conflicts Data: Information on your close connections where we are required to conduct conflicts of interests under regulatory obligations
  • Financial Data: Your banking details where required such as where you are letting a property or, where renting, to set up an approved tenancy deposit account for you and arrange for rental payments which may include your salary, mortgage statements, credit card details.
  • Marketing Data: Your marketing preferences from us including details about your areas of interest where we wish to send you marketing information about similar products and services
  • Communication Data: Your communications with us, including a record of any email correspondence between us and/or a call recording of your initial enquiry via either Rightmove or similar property portal.

Where we need to collect personal data by law (for example to meet our obligations to prevent fraud and money laundering) or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with our services). In this case, we may have to cancel a product or service you have with us.  In this event, we will notify you. 

As a business we collect, use, store and transfer different types of personal data depending on who you are.

We will collect and process the minimum amount of personal data in order to fulfil our service to you in assisting you with your property search and/or the marketing and subsequent sale or let of your property.

This information will be:

  • Identity Data: Name, contact details, telephone number, email address, postal address, national insurance number, your interests and preferences, property ownership details or other evidence of your ability to sell or let the property, references, credit checks, details of your immigration status, employment history, feedback and survey responses. Also information relating to your identity where we are required by law to collect this in order to comply with the Money Laundering Regulations 2017 and the Immigration Act
  • Usage Data: about your visits to our website (which enable our website to remember information about you and your preferences) and use of our site. We may automatically collect information about your computer or mobile device, including your IP address. This information may be combined with other information you provide to us, as described above
  • Conflicts Data: Information on your close connections where we are required to conduct conflicts of interests under regulatory obligations
  • Financial Data: Your banking details where required such as where you are letting a property or, where renting, to set up an approved tenancy deposit account for you and arrange for rental payments which may include your salary, mortgage statements, credit card details.
  • Marketing Data: Your marketing preferences from us including details about your areas of interest where we wish to send you marketing information about similar products and services
  • Communication Data: Your communications with us, including a record of any email correspondence between us and/or a call recording of your initial enquiry via either Rightmove or similar property portal.

Where we need to collect personal data by law (for example to meet our obligations to prevent fraud and money laundering) or under the terms of a contract we have with you and you fail to provide that data when requested, we may not be able to perform the contract we have or are trying to enter into with you (for example, to provide you with our services). In this case, we may have to cancel a product or service you have with us.  In this event, we will notify you. 

We use different methods to collect data from and about you including through:

Direct interactions

This is the most common source of your personal data. You may give us personal data when you fill in forms of correspond with us by post, phone, email or otherwise. For example, when you:

  • apply for or enquire about our services;
  • create an account on our website;
  • subscribe to our service or publications;
  • request marketing to be sent to you;
  • contact us through social media;
  • walk-in to our branch offices or telephone our call centre;
  • enter a competition, promotion or survey; or
  • give us some feedback; or
  • speak with us on the telephone and we record the call
  • make a complaint

Third parties or publicly available sources

As well as by direct interactions with you, we may receive personal data about you from various third parties and public sources. For example, from:

  • payment service providers
  • data brokers or aggregators, e.g. TwentyCi, Rightmove, Zoopla (based inside the EU, or Facebook (based outside the EU)
  • publicly availably sources or registers, e.g. Companies House, HM Land Registry and/or the Electoral Register.
  • Credit referencing agencies
  • Government or Police Databases or registers

We may use your personal data for some or all of the purposes listed below. We will only use your personal data for the purposes for which we collected it. If we need to process your personal data for a different purpose that is not compatible with the original purpose we will let you know. However, we may process your personal data for a different purpose without your consent where it is necessary for us to comply with our legal obligations.

The legal grounds under the General Data Protection Regulations for processing your personal data are as follows:

  • Where we are performing our obligations under a contract with you (Article 6(1)(b) GDPR) It is necessary for the performance of a contract to which you are a party, or to take steps prior to entering into a contract with you, for us to provide you with our products and services.
  • With your consent (Article 6(1)(a) GDPR) You have given us explicit consent to the processing of your personal data namely to receive electronic marketing by us. You do not need to provide us with marketing consent in order to receive our services.
  • Where the processing is in our legitimate business interests (Article 6(1)(f) GDPR) It is necessary for the purposes of our legitimate interests, except where our interests are overridden by the interests, rights or freedoms of affected individuals (such as you). To determine this we shall consider a number of factors, such as what you were told at the time you provided your data, what your expectations are about the processing of the data, the nature of the data, and the impact of the processing on you. Our legitimate interests include processing necessary data to improve and to promote our services and products and to better understand our customers’ interests and knowledge of the property market and to administer the technical aspects of our service and products.
  • Where we are under a legal obligation (Article 6(1)(c) GDPR) We may be required to process your personal data so that we comply with laws or court orders to which we are subject.
  • Where we need to protect your interests (or someone else’s interests); and/or
  • Where it is needed in the public interest or for official purposes.

Marketing

You have the right to withdraw your consent for us to use your personal data for marketing purposes at any time. You also have the right to withdraw consent for us to pass your information to third parties for marketing purposes. If you do withdraw your consent, this will result in us ceasing to market goods and services to you.

You can ask us to stop sending you marketing messages at any time by:

  • following the opt-out links on any marketing message sent to you; or
  • contacting us at any time by emailing hello@anstey.co.uk or by calling 02380 174444.

Where you withdraw your consent to receiving marketing messages, we will still process your personal data in order to fulfil our contract with you and in accordance with our legal, accountancy and regulatory obligations. If you withdraw your consent, your previous consent will remain valid in respect of our use of your data until you withdrew your consent.

Third-party marketing

We will get your express opt-in consent before we share your personal data with any company outside the Anstey Group of companies for marketing purposes.

If you no longer wish to be contacted by any such third parties for marketing purposes, please follow the instructions in their marketing communications, or consult their privacy policies about how to unsubscribe.

We will hold and use personal information about you in the following ways:

  • In order to fulfil our obligations to you when providing you with our property services.
  • To share your information with others where necessary to fulfil our property services for you or where acting as an agent for a third party on your behalf.
  • To comply with our statutory and regulatory obligations, including verifying your identity, prevention of fraud and money laundering and to assess your creditworthiness.
  • To communicate with you during the course of providing our services, for example with your enquiries and requests.
  • Statistical purposes so we can analyse figures to help us manage our business and plan strategically for the future.
  • Or to provide you with information about goods or services we feel may be of interest to you, where you have provided permission for us to do so or, if you are an existing customer, where we choose to contact you by electronic means with information about our own goods and services similar to those which you have already obtained from us or you have negotiated to obtain from us. For those marketing messages you can unsubscribe at any time.
  • To track your use of our services in order to improve these services.
  • To notify you about changes to our services.
  • We may disclose your personal data to other parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

 We may disclose your personal data to external third parties. For example:

  • Other companies in the Anstey Group
  • Trade contractors
  • Property developers
  • Survey companies
  • Solicitors
  • Surveyors
  • EPC providers, inventory clerks
  • Managing agents
  • Property auctioneers, auction legal pack providers
  • IT and system administration service providers
  • Anti-money laundering verification service providers
  • Tenancy deposit schemes (or deposit replacement service providers)
  • Utility switch companies
  • Utility suppliers
  • Local authorities and government law enforcement agencies
  • Government departments (e.g. HM Land Registry)
  • Professional advisers acting including lawyers, bankers, auditors who provide consultancy, banking, legal, insurance and accountancy services and insurers based in the United Kingdom (also including rent and legal protection insurers)
  • Credit or reference providers (including for the purposes of debt recovery)
  • Other agents with whom we have entered into a sub-agency agreement and where they have introduced a potential purchaser/vendor/landlord/tenant for your property
  • The counter party to your transaction i.e. your landlord/tenant/purchaser or vendor

Your data will be stored electronically with all reasonable technological and operational measures put in place to safeguard it from unauthorised access and any identifiable information will be encrypted or minimised. Where necessary your data will be stored securely, in hard copy format, within the premises of Anstey Group Limited or associated group company. Access to such data will be limited to Anstey personnel only. We also systematically monitor outbound emails for the purposes of protecting confidential and personal data and assisting in our ability to identify potential data breaches. If we become aware of a data breach we will, where we are required to, notify the Information Commissioner’s Office. If we believe that the data breach is serious, we may notify you as well.

We will retain your personal data for different periods depending upon the service you have asked us to provide, which may be a longer period than that for which we need to hold your data to provide those services, i.e. where we are under regulatory or statutory duties to hold your data for a longer period or need to retain it in the event of a legal claim or complaint. If we need to retain your personal data for long periods, we will take into consideration the potential risks in continuing to store your data against why we might need to keep it. 

How you can access and update your information
You have a right to request a copy of the personal information we hold about you, known as a data subject access request. You also have the right to request that information we hold about you which may be incorrect, or which has been changed since you first told us, is updated or removed. These requests are free of charge and can be sent to Amy Maidman at amy.maidman@anstey.co.uk or by post to our Head Office premises at 11 Kings Park Road, Southampton. Hampshire. SO15 2AT.  We will respond to any such request within one calendar month, subject to us receiving satisfactory identification. The right to access personal information may be limited in some circumstances by local law requirements.

How you can request erasure of your data
You can ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where you have withdrawn consent for us to process it (as explained below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

How you can withdraw your consent
You have the right at any time to withdraw any consent you have given us to process your personal data. Please note if you withdraw your consent it will not affect the lawfulness of any processing of your personal data we have carried out before you withdrew your consent. Should you wish to do so you can change your consent preferences at any time by contacting Amy Maidman at amy.maidman@anstey.co.uk or by post to our Head Office premises at 11 Kings Park Road, Southampton. Hampshire. SO15 2AT.

How you can restrict or object to us using your data
You can ask us to suspend the way in which we are using your information in certain scenarios, or object to our processing your data where we are relying on a legitimate interest ground (or those of a third party) and you feel it impacts on your fundamental rights and freedoms, or where we are processing your personal data for direct marketing purposes. In some cases where you object, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Please note that if you want us to restrict or stop processing your data this may impact on our ability to provide our services. Depending on the extent of your request we may be unable to continue providing you with our service. If you have any queries or concerns about the way in which your data is being used please contact Amy Maidman at amy.maidman@anstey.co.uk or by post to our Head Office premises at 11 Kings Park Road, Southampton. Hampshire. SO15 2AT.

Moving your information to another organisation
In the event that we process your data by automated means where you have either provided us with consent for us to use your information or where we used the information to perform a contract with you, you have the right to request that we send to you or to another organisation, a copy of the personal data we hold about you, for example when you are dealing with a different service provider. If you would like us to move, copy, or transfer your information please contact Amy Maidman at amy.maidman@anstey.co.uk or by post to our Head Office premises at 11 Kings Park Road, Southampton. Hampshire. SO15 2AT. We will respond to you within one month after assessing whether or not this is possible, taking into account the technical compatibility with the other organisation in question.

If you wish to contact us about how we handle your personal data, please contact our Data Protection Officer Amy Maidman at amy.maidman@anstey.co.uk. Alternatively, write to us at Data Protection Officer, Anstey Group Limited, 11 Kings Park Road, Southampton, Hampshire, SO15 2AT. If you have a complaint about the way in which your personal data has been processed you have the right to contact the Information Commissioner’s Office but we would suggest that you first complete our internal complaints procedure and we will try to address your concerns.

Further details can be found at www.ico.org.uk or 0303 123 1113.

LAST AMENDED: DECEMBER 2020

This Privacy Policy was last amended in December 2020 and supersedes any earlier version. We may change this Privacy Policy from time to time by amending this page.