Privacy Notice UK
FBM Estate & Letting Agents is committed to protecting and respecting your privacy. We adhere to this Privacy Notice (the "Notice") which together with any disclaimers sets out the basis on which any personal data relating to you ("Data") we collect from you (or that you provide to us, or that is provided to us) by any means will be processed. Please read the following carefully to understand our use of Data. Please note that this Notice relates only to living individuals in relation to Data relating directly to themselves, and not to persons in any other capacity.
We are well known and respected local estate agency selling property in Pembrokeshire for over 180 years. Originally based in Tenby, we have now expanded to a 5 office practice with offices in Tenby, Haverfordwest, Milford Haven, Narberth and, Pembroke along with our Rental Department that covers the whole of the county. FBM’s ethos is still based around its original principals - honest, reliable and trustworthy. However, this has not stopped us embracing technology and becoming a forward thinking, high profile, multi-office practice. We have lead the way locally with innovation but the key to every area of our business is exceeding our clients expectations.
We are, for the purpose of the Data Protection Act 2018 and the UK General Data Protection Regulation (UK GDP) (the Acts), the data controller of your personal data and registered in the UK with the Information Commissioner's Office with the registration number: 2563829X.
This Notice is split under several headings - if you click on a heading you will be taken directly to that section. More detailed information is available in several sections, or on request in some instances.
1. Who we are and how to contact us.
2. What information about me do you collect and use, and where do you get my personal data from?
3. Do you collect information from children (under 13yr olds)?
4. How and why do you use my personal information?
5. Do you share my information?
6. Is my information sent outside the European Union?
7. What is the legal basis for your collection and processing of my information?
8. What are my rights, and how do I exercise them?
9. Can I stop getting emails and other communications from you?
10. Is my information secure?
11. How long do you keep my information?
12. How do I contact the Information Commissioners Office?
1. Who we are and how to contact us
We are FBM Estate & Letting Agents, which is the trading name of Haverfordwest Estates Limited, Private Company Limited by shares (LTD) or (Ltd) 3312364 and having its registered office at Slate House, St. Julian Street, Tenby, Pembrokeshire, SA70 TAS.
- FBM
- FBM LETTINGS
The CONTROLLER for the purposes of the UK General Data Protection Regulation (UK GDPR), and the UK Data Protection Act 2018 is FBM Estate & Letting Agents.
For data protection issues, please email Management Executive at management.executive@fbm.co.uk.
Or write to us at:
6 Picton Place, Haverfordwest, Pembrokeshire, SA61 2LX
Tel: 01437 761451
2. What information about me do you collect & use? Where do we get your personal data from?
"Personal data" is data which can identify you, either directly or indirectly, as an identified or identifiable individual.
When you engage with us via the website, or by letter, telephone or personally, we collect personal data in accordance with the law, such as your name, address, contact details and purpose of your enquiry or concern.
We also collect data directly from you when you or your firm become a customer of FBM Estate & Letting Agents.
- We collect data directly from you when you become a customer, for example when you purchase or rent a property from us or if you engage us as a sales, letting or management agent to provide services to you for the sale, letting and or management of your property or properties or if you register your information with us to keep you informed of products and services we may provide.
- When any incident involves the collection of personal data to investigate or handle.
- When you sign up to a newsletter.
- When you take part in any survey, contest or promotional event or offer.
- For details of our cookies and how to opt out of their use, see our COOKIES page.
The personal data we collect includes the following:
- Your full name.
- Postal address.
- Email addresses.
- Home, work and mobile phone numbers.
- Details of contracts you have entered with third parties for us to provide services to you.
- Professional advisors.
- Other information that we may need in order to fulfil our legal and service obligations with regard to money laundering, proof of funds, evidence of identity, evidence of entitlement to sell a property, and similar.
We may also obtain personal information that you post on social media, such as Facebook, LinkedIn, Twitter, etc. If we do this it will be in line with a social media policy.
Please keep in mind that if you directly or indirectly disclose personal information or sensitive data through social media, this information may be collected and used by others. We have no control over such social media websites, and this Privacy Notice does not apply to such data. You should consult each site's Privacy Notice for information about their processing.
For full details of your rights in connection with the personal data held by us, please ask for our Data Subjects Rights Policy by emailing management.executive@fbm.co.uk and we will help you as much as we can.
3. Do we offer our services directly to children (under 13yr olds)?
The services are not directed to children under the age of 13 years and we request that such individuals do not provide personal data to us. We do NOT collect any data from children and if we discover that we inadvertently have such data we will immediately delete it.
4. How and why do use my personal information?
FBM Estate & Letting Agents will process your information for the purposes as set out in this Notice, in particular:
We collect and process personal data in order to perform the contract we have entered into with you, to discharge other contractual or service obligations, or to comply with our legal obligations.
We will collect and process personal data where we have a legitimate interest, for example to verify identities, or obtain customers’ property status and requirements when arranging viewings to either buy or rent; or to collect cookies on our website in order to improve users’ experience when using our website.
We are members of the Property Ombudsman, who monitors their members to ensure best industry practice, and compliance with statute, e.g. trading standards. Our agency contracts have been thus approved, and offer each individual the option whether or not to consent to their details being divulged to specified third parties.
5. Do you share my information?
Your data is shared as necessary within FBM Estate & Letting Agents for business purposes such as internal administration, invoicing, providing you, your organisation or company with our products, and as set out below.
We do not sell, rent, or otherwise share personal data with unaffiliated entities for their independent use except as expressly described in this Privacy Notice or with your prior consent.
We share data with our third-party service providers that perform services on our behalf, such as:
- Property portals.
- IT service providers.
- CCTV monitoring partners.
- Logistics providers.
We would also share with service providers, advisors, potential transactional partners, or other third parties in connection with the consideration, negotiation, or completion of a transaction in which we are acquired by or merged with another company or association, or we sell, liquidate, or transfer all or a portion of our assets.
All such sharing takes place only to the extent necessary to perform the services carried out for or on our behalf, and making sure that they comply with data protection law.
All such third parties are prohibited from using your personal information except to provide these services to FBM Estate & Letting Agents and they are required to maintain the confidentiality of your information.
FBM Estate & Letting Agents will otherwise disclose your personal information, without notice to you, only if required to do so by law or in the good faith belief that such action is necessary to: (a) conform to the edicts of the law or comply with legal process served on FBM Estate & Letting Agents or the website; (b) protect and defend the rights or property of FBM Estate & Letting Agents and its staff; and, (c) act under exigent circumstances to protect the personal safety of staff or users of the services or facilities of FBM Estate & Letting Agents or the public.
6. Is my information sent outside the European Union?
The personal data that we collect from you may be transferred to and stored outside the European Economic Area (EA*). It may also be processed by staff operating outside the EA who work for one of our suppliers, in which case the third country's data protection laws will have been approved as adequate by the European Commission, or other applicable safeguards are in place as set out in the UK General Data Protection Regulation (UK GDPR) and UK Data Protection Act of 2018.
These safeguards are set out below:
We don’t share the data with anyone outside of the UK.
7. What is the legal basis for you collecting and processing my information?
The Data Protection ACT 2018 and the UK General Data Protection Regulation (UK GDPR) sets out the grounds upon which data controllers such as FBM Estate & Letting Agents can rely on to lawfully process personal data.
We rely on the following grounds:
Where you have given us consent to the processing of your personal data for a specific purpose, for example for marketing purposes;
The processing is necessary for FBM Estate & Letting Agents to fulfil our contract with you.
The processing is necessary for compliance with a legal obligation, for example to comply Revenue requirements;
The processing is necessary in order to protect the vital interests of a staff member or another person, for example, an attendee at a training course in a medical emergency:
The processing is necessary for the purposes of the legitimate interests pursued by FBM Estate & Letting Agents or by a third party, except where such interests are overridden by the interests or fundamental rights and freedoms of the data subject, (especially a child). Some marketing might take place under this heading, but never to children, unless to oversight;
Under the UK Data Protection Act of 2018, we may also lawfully share data for the following reasons; Equality of opportunity or treatment, Racial and ethnic diversity at senior levels of organisations, Regulatory requirements relating to unlawful acts and dishonesty etc., Suspicion of terrorist financing or money laundering, Support for individuals with a particular disability or medical condition, Insurance.
In relation to personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, and the processing of genetic data, biometric data for the purpose of uniquely identifying a natural person, data concerning health or data concerning a natural person's sex life or sexual orientation only, the processing relates to personal data which are manifestly made public by the data subject:
The processing is necessary for the establishment, exercise or defence of legal claims:
The processing is necessary for the purposes of preventive or occupational medicine, for the assessment of the working capacity of the employee, medical diagnosis, the provision of health or social care or treatment or the management of health or social care systems and services on the basis of Union or Member State law or pursuant to contract with a health professional when those data are processed by or under the responsibility of a professional subject to the obligation of professional secrecy under Union or Member State law or rules established by national competent bodies or by another person also subject to an obligation of secrecy under Union or Member State law or rules established by national competent bodies;
The processing is necessary for archiving purposes, in the public interest, scientific or historical research purposes or statistical purposes based on Union or Member State law.
8. What are my rights, and how do I exercise them?
Below we outline the rights you have in relation to the data we hold about you. If you would like to exercise any of these rights please ask for our SUBJECTS' RIGHTS POLICY and FORMS by emailing management.executive@fbm.co.uk which will help you to exercise any of the rights outlined here:
Access - you have the right to find out what data we hold about you, and to get a copy of the data;
Restriction of Processing - you have the right to ask us not to process some data, or not process in a particular way, in certain circumstances;
Right to object - you have the right to object to our processing of your data when we are processing it on the basis of our legitimate interests, for direct marketing purposes, or for statistical purposes;
Right to data portability - if we are processing by automated means your personal information that you gave us, on the basis of your consent or on the basis that it is necessary for the performance of a contract with us, you may ask us to provide the personal information to you in a machine-readable format;
Right of Rectification - if you believe that data we hold about you is inaccurate then you have the right to ask us to change and or correct it;
Right of erasure - in certain circumstances, you have the right to ask us to erase the information we hold about you. You can also ask that if we have made information about you public or shared the information with third parties that we use reasonable effort to erase that information also, these are not an unlimited right, and we can discuss the issue with you if required;
Complaint - you have the right to complain to the Information Commissioner's Office if you feel that we are in breach of any of your rights. We would ask that you contact us first by emailing management.executive@fbm.co.uk to enable us to try to deal with the matter to your satisfaction.
INFORMATION COMMISSIONER'S OFFICE
Cheshire (Head office)
Wycliffe House
SK9 5AF
Wilmslow
Scotland
Queen Elizabeth House
Sibbald Walk
Edinburgh
EH8 8FT.
Phone 0303 123 1113
Live chat: Online https://bit.ly/37F415W
Wales
2nd Floor, Churchill House
Churchill Way
Cardiff
CF10 2HH
Northern Ireland
3rd Floor
14 Cromac Place
Belfast
BT7 2JB
9. Can I stop getting emails, text messages and other communications from you?
Yes!
If you no longer wish us to contact you in a particular way, e.g. no longer send you text messages, just advise us of that and we will respect your request.
As a customer of ours it may be necessary for us to contact you at some point in connection with services, for example to ensure your data is correct, or for product information purposes.
MARKETING
If you no longer wish to receive marketing communications by electronic means, just use the opt-out facility in any of our communications, OR advise us a management.executive@fbm.co.uk.
You may also write to us or telephone us at:
FBM, 6 Picton Place, Haverfordwest, Pembrokeshire, SA61 2LX
Tel: 01437 761451
10. Is my information secure?
FBM Estate & Letting Agents secures your personal information from unauthorised access, use or disclosure.
FBM Estate & Letting Agents secures the personal data you provide on computer servers in a controlled, secure environment, protected from unauthorised access, use or disclosure.
When personal data is transmitted to other Web sites, it is protected through the use of encryption, such as the Secure Socket Layer (SSL.) protocol.
Documents or copies which are held by FBM Estate & Letting Agents are always kept in secure lockable storage and, where deemed necessary, this should also be fireproof, and access is restricted to those who require such access.
Data is retained only for as long as is necessary for the purpose for which it was obtained.
Data Security - Data and Files stored electronically on the FBM File Server are secured via specific FileFolder Security permissions. Users can be denied access to files & folders that are business critical or sensitive in nature by Security Groups.
Data Backup - All FBM Servers are backed up Daily using a backup solution called SPX, to a separate Backup Appliance.
12. How do I contact the Information Commissioner's Office?
You have the right to complain to the Information Commissioner's Office if you feel that we are in breach of any of your rights.
Full contact details are provided below.
We would ask that you contact us first at management.executive@fbm.co.uk or FBM, St. Julian Street, Tenby, Pembrokeshire, SA7O 7AS Tel: 01834 842207 to enable us to try to deal with the matter to your satisfaction. If you wish to exercise any of the rights you have respect of your data, please ask for our Data Subject Rights' Policy and Forms by emailing management.executive@fbm.co.uk and will help you as much as we can.
INFORMATION COMMISSIONER'S OFFICE
Cheshire (Head office)
Wycliffe House
SK9 5AF
Wilmslow
Wales
2nd Floor, Churchill House
Churchill Way Cardiff
CF10 2HH
Scotland
Queen Elizabeth House
Sibbald Walk
Edinburgh
EH8 8FT
Phone 0303 123 1113
Live chat: Online https://bit.ly/37F4l5W
Northern Ireland
3rd Floor
14 Cromac Place
Belfast
BT7 2JB
Notice Review
The notice will be reviewed and evaluated from time to time. Ongoing review and evaluation will take cognisance of changing information or guidelines, legislation and feedback from staff and others.
If this policy changes the relevant people will be notified. Any questions about this notice should be referred to the privacy lead within the company who is in charge of administering, enforcing and updating this notice.
