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PRIVACY POLICY

Privacy Policy

It's important, so we take your privacy seriously

This is the privacy notice of Prospect Holdings (Reading) Limited. In this document, "we" or "us" refers to Prospect Estate Agency.

Registered in England and Wales as company number 07005392.
Our registered office is at 24 King Street, Reading, Berkshire, RG1 2HE
Our registration number with the Information Commissioner is ZA067171.


Our Data Protection Officer is Mark Towell, who can be contacted via Joanne Timberlake at dpo@prospect.co.uk

This Privacy Policy (“Policy”) demonstrates our commitment to the privacy of your personal information. At Prospect, we want to make your experience with us satisfying and safe.

We operate secure data networks protected by industry standard firewall and password protection systems. Our Security and Privacy Policies are reviewed and enhanced as necessary and only authorized individuals have access to the information provided by you.

We may update this Policy at any time and publish the latest version on our website. Updates will be marked with a new edition number and dated accordingly.

If you have any questions or queries regarding this Policy, please contact us at dpo@prospect.co.uk. We will endeavour to deal with your question/s as quickly as possible. Should you have any other questions, queries or feedback regarding any of our services, offices or staff, please email customerservice@prospect.co.uk

Please use the headings below to find the information you’re looking for.

What personal information do we collect about you?

What purposes do we collect it for?

Who do we share your information with?

How long do we keep your information?

How can I access the information you hold about me?

Website usage tracking and cookies


What personal information do we collect about you?

The information we collect depends on the capacity in which you deal with us. You may deal with us in more than one capacity (e.g. if you are both buying and selling or are a buyer registering with us as a website visitor).

Property Buyers

We collect your full name and address, contact telephone number(s), email address, photo and address evidence of identity, signature and details of properties in which you may be interested, such as your property preferences, price banding and desired locations. When you express interest in or make an offer to buy a particular property, we will hold details of it, your potential seller, your conveyancer and your dealings.

We may collect some data regarding your family or health circumstances in appropriate cases (e.g. you are looking for a family home or need disabled access).

Property Sellers

We collect your full name and address, contact telephone number(s), email address, photo and address evidence of identity, signature and details of the property which you are selling (including photos) and your potential buyers. When you find a buyer, we will hold details of them, your conveyancer and your dealings.

We source data directly from you as an individual and in the case where a person is selling a property via another agency, who we have not had previous contact with, we also source data through public sites including Rightmove, Zoopla and Land Registry. On occasions where data is sourced via public sites, we will only use this data to contact the person under the compliant term of ‘Legitimate Interest’ and will always make the person aware of how their data has been sourced.

Lettings Tenants

We collect your full name and address, contact telephone number(s), email address, photo and address evidence of identity, signature, references and financial information and details of the property you are renting, its landlord and financial records of your tenancy.

We may also collect relevant information regarding your family, pets, and health information such as whether you are a smoker or have a disability.

Lettings Landlords

We collect your full name and address, contact telephone number(s), email address, photo and address evidence of identity, signature, bank details and details of the property you are letting (including photos), its tenants and financial records of lettings.~

Where we are acting for a management company for a block or estate, we collect directors’ names and contact details and names and contact details for any managers or other staff.

We source data directly from you as an individual and in the case where a person is letting a property via another agency, who we have not had previous contact with, we also source data through public sites including Rightmove, Zoopla and Land Registry. On occasions where data is sourced via public sites, we will only use this data to contact the person under the compliant term of ‘Legitimate Interest’ and will always make the person aware of how their data has been sourced.

Website Visitors

You do not have to provide us with any personal information to access all of the information sections of the website. We collect your IP address and any search terms you enter when you visit our website, see Website usage tracking and cookies below.

If you want to benefit from any of the online services that we offer via the website and/or to register with us, you will need to provide us with certain personal information. The following is a non-exhaustive list of the types of services which require some type of voluntary submission of personal information from you and the information collected:

  • email newsletters/promotions: name, email address and any other contact details you provide
  • property matching and Landlord/Tenant Tracker: your property preferences, price banding, desired locations, name and contact details

Job Applicants

If you choose to apply to work with us, via our website or otherwise, we will collect and hold the information that you provide in that application and any further information you may provide in subsequent correspondence or interview. This information may include (but is not limited to) roles applied for, salary sought, current salary, car ownership/driving licence (points held), educational qualifications, industry qualifications, experience.

It may also include sensitive personal details, such as your racial or ethnic origin, religious beliefs, medical history and details of any criminal convictions or offences.

If you are successful in your job application, our internal Employee Privacy Policy explains how we process your personal data.


What purposes do we collect it for?

The purposes we collect your information for depend on the capacity/ies in which you deal with us.

Property Buyers

We process your information to help find you a property to buy and to complete your purchase.

Our legal grounds for processing this data are:

  • Taking steps at your request prior to a seller entering into a contract with you
  • Performance of your contract with a seller.
  • Compliance with our legal obligations as estate agents (e.g. to obtain evidence of identity of buyers).
  • Our legitimate interests in understanding the market for property sales in our area in order to provide a better service to buyers and sellers.
  • Data concerning your health is processed with your explicit consent or where the processing is necessary for the purposes of performing obligations which are imposed by law on us in connection with social protection and in accordance with this Policy.

Property Sellers

We process your information to help find you a buyer for your property and to complete your sale.

Our legal grounds for processing this data are:

  • Taking steps at your request prior to a buyer entering into a contract with you.
  • Performance of your contract with a buyer.
  • Compliance with our legal obligations as estate agents (e.g. to obtain evidence of identity of sellers).
  • Our legitimate interests in understanding the market for property sales in our area in order to provide a better service to buyers and sellers.

Lettings Tenants

We process your information to help find you a property to rent, to complete the lease or licence and to manage the letting on behalf of your landlord.

Our legal grounds for processing this data are:

  • Taking steps at your request prior to a landlord entering into a contract with you.
  • Performance of your contract with a landlord.
  • Compliance with our legal obligations as lettings agents (e.g. to obtain evidence of identity of tenants) and our landlords’ legal obligations as landlords.
  • Our legitimate interests in understanding the market for property lettings in our area in order to provide a better service to landlords and tenants.
  • Data concerning your health is processed with your explicit consent or where the processing is necessary for the purposes of performing obligations which are imposed by law on us in connection with social protection and in accordance with this Policy.

Lettings Landlords

We process your information to help find you a tenant for your property to rent, to complete the lease or licence and to manage the property and tenancy/ies on your behalf.

Our legal grounds for processing this data are:

  • Taking steps at your request prior to a tenant entering into a contract with you
  • Performance of your contract(s) with a tenant(s).
  • Compliance with our legal obligations as lettings agents (e.g. to obtain evidence of identity of landlords) and your legal obligations as landlord.
  • Our legitimate interests in understanding the market for property lettings in our area in order to provide a better service to landlords and tenants.

Website Visitors

We process your information to provide the information you have requested and to provide you with marketing information that we believe may be of interest to you.

Information obtained from our website (though not necessarily personal information – see Website usage tracking and cookies below.) may also be used for:

  • Carrying out analysis.
  • Improving the quality of our services.
  • Tracking activity on our website.
  • Protecting our website against unauthorised access
  • NPS surveys

Our legal grounds for processing this data are:

  • Your consent given when submitting a request for information.
  • Taking steps at your request prior to one of our sellers or landlords entering into a contract with you.
  • Our legitimate interests in marketing our services and our sellers’ and landlords’ properties.
  • Our legitimate interests in improving the quality of our services and website experience.

Job Applicants

We process your information to evaluate your job application and provide you with information in response.

Our legal grounds for processing this data are:

  • Your consent given when submitting a job application.
  • Taking steps at your request prior to our potentially entering into a contract of employment with you.
  • Our legitimate interests in finding the best people for our team.
  • Data concerning your racial or ethnic origin, religious beliefs and/or medical history is processed with your explicit consent or where the processing is necessary for the purposes of performing obligations which are imposed by law on us in connection with employment and in accordance with this Policy.
  • Data concerning any criminal convictions or offences is processed only as authorised by law in connection with employment and in accordance with this Policy.


Who do we share your information with?

Who we share your information with depends on the capacity/ies in which you deal with us, as explained further below.

In some cases we may be required by law to disclose your personal information to third parties such as HMRC, Immigration Services or the Financial Services Authority, and we may disclose your personal information to the police or other public sector bodies with authority to request such information and/or fraud prevention agencies for the purpose of preventing fraud/loss, to prevent, detect or discourage crime and/or for the apprehension or prosecution of offenders. Your information may also be reviewed by governing bodies regulating compliance.

We may transfer your personal information to third parties located outside of the European Economic Area subject to the appropriate legal safeguards.

If Prospect Holdings (Reading) Ltd were to undergo any form of restructuring, whether by acquisition, merger or otherwise, we may continue to use and share your personal data across the restructured firm.

Property Buyers

Except as provided below, we will not share your personal information with any third parties, without your permission. These third parties would be suppliers of Conveyancing, Surveys, Insurance or other property related services that may be of assistance to you for the purchase of a property. On this basis we will share your information with your seller, your and the seller’s conveyancers, mortgage lenders (if you apply for a mortgage through us) or your financial adviser, your relocation provider, and your surveyor or architect (where instructed).

Your information may also be processed on our behalf by our software and IT support providers and our anti-money laundering search provider.

Property Sellers

Except as provided below, we will not share your personal information with any third parties, without your permission. These third parties would be suppliers of Conveyancing, Surveys, Insurance or other property related services that may be of assistance to you for the sale of a property. On this basis we will share your information with your buyer, your and the buyer’s conveyancers, and your relocation provider.

Your information may also be processed on our behalf by our software and IT support providers, our anti-money laundering search provider and our debt collection agency (if necessary).

Lettings Tenants

Except as provided below, we will not share your personal information with any third parties, without your permission. These third parties would be suppliers of property related services that may be of assistance to you for the renting of a property. On this basis we will share your information with your landlord, your and the landlord’s lawyers, your relocation provider, and your surveyor or architect (where instructed).

Your information may also be processed on our behalf by our software and IT support providers, our anti-money laundering search provider and our debt collection agency (if necessary).

Lettings Landlords

Except as provided below, we will not share your personal information with any third parties, without your permission. These third parties would be suppliers of property related services that may be of assistance to you for the purchase of a property. On this basis we will share your information with your tenant, your and the tenant’s lawyers and your surveyor or architect (where instructed).

Your information may also be processed on our behalf by our software and IT support providers, our anti-money laundering search provider and our debt collection agency (if necessary).

Website Visitors

Your information will be processed on our behalf by our website, software and IT support providers. It may be shared with third parties if you fall within one of the above categories.

Job Applicants

We will share your information with your referees and regulators where applicable.

Your information may also be processed on our behalf by our software and IT support providers and our anti-money laundering search provider.


How long do we keep your information?

How long we keep your information depends on the nature of the information and the capacity/ies in which you dealt with us.

Property Buyers

We retain information about property purchases for 7 years after the date of the final transaction.

If you do not purchase a property through us, your information is retained only for so long as you remain registered with us as a potential buyer.

Property Sellers

We retain information about property sales for 7 years after the date of the final transaction. If your property has not yet been sold by us, we keep your information until 7 years from the end of your contract with us in case any disputes arise.

If you obtain a valuation from us, we keep your information in case you decide to instruct us on the sale.

Lettings Tenants

We retain information about property lettings for 7 years after the date of expiry of the tenancy.

If you do not rent a property through us, your information is retained only for so long as you remain registered with us as a potential tenant.

Lettings Landlords

We retain information about property lettings for 7 years after the date of expiry of the tenancy.

If you enquire about letting through us, we keep your information in case you decide to instruct us on the letting.

Website Visitors

You may at any time remove yourself from our email mailing list by following the link provided in every newsletter.

If you register with us via our website your information will be retained indefinitely. You can de-register with us, change your preferences or request us to delete your details by emailing your request to dpo@prospect.co.uk.

Job Applicants

We retain information about job applications for 3 months from when we have filled the role applied for.

If you are successful in your job application, we retain your information in accordance with our internal Employee Privacy Policy.


How can I access the information you hold about me?

You have the following rights as a data subject:

Right of access

You have the right to request a copy of the information that we hold about you.

If you request a copy of your personal data that we retain, we will provide it to you free of charge. However, we may charge a reasonable fee when a request is manifestly unfounded or excessive, particularly if it is repetitive. We may also charge a reasonable fee to comply with requests for further copies of the same information. The fee will be based on the administrative cost of providing the information.

Information will be provided without delay and at the latest within one month of receipt of the request.

Right of rectification

You have a right to correct data that we hold about you that is inaccurate or incomplete.

Should you wish to have your information updated or corrected, you may either access and correct your Internet registration record online or, alternatively, you may contact dpo@prospect.co.uk. We will use our reasonable endeavours to update or correct your information as soon as possible.

Right to be forgotten

You have the right to have your personal data erased if:

  • The personal data is not required to be retained by law (e.g. Money Laundering Regulations/HMRC)
  • You withdraw your consent (where we rely on consent for processing)
  • You object to the processing of your data, and there is no overriding legitimate interest to continue this processing.
  • You no longer wish to receive direct marketing.

When we receive a request for erasure we will respond to the request without undue delay and within 30 days of receipt.

Right to restriction of processing

Where certain conditions apply to have a right to restrict the processing.

Right of portability

You have the right to have the data we hold about you transferred to another organisation.

Right to object

You have the right to object to certain types of processing such as direct marketing.

Right to object to automated processing, including profiling

You also have the right to object to the legal effects of automated processing or profiling.

Right to judicial review

In the event that we refuse your request under rights of access, we will provide you with a reason as to why.

If you wish to make a complaint about how your personal data is being processed by us, or how your complaint has been handled, you have the right to lodge a complaint with us (contact dpo@prospect.co.uk) or directly with the Information Commissioner’s Office as our supervisory authority (see ico.org.uk/concerns).

All of the above requests will be forwarded on should there be a third party involved (see Who do we share your information with?) in the processing of your personal data.

Personal Data Breach

In the unlikely event of a data breach, we will inform affected individuals when it is likely to result in a high risk to their rights and freedoms without undue delay. We will provide relevant information and advice to help them protect themselves from its effects.

We will inform the ICO of this breach within 72 hours.


Website Usage Tracking and Cookies

We use an internet device called a cookie to store login or other information on your computer. Using Sub2 Cookies, we track and catalogue each individual visitor’s actions on our site. These actions includes specific pages you have visited, searches you have made using our ‘Search’ function. To track this information, we use Sub2 Cookies and you can find detailed information about the cookies we use and how by visiting the Sub2 Cookies Information page.

We use Google Analytics to store information such as the time you visit the website, whether you have visited before and the website that you visited prior to visiting our website. It must be noted that Google Analytics cannot be used to identify you personally. Using Google Analytics, we do not track what individual users read, but rather how well each page performs overall. This helps us continually to build a more informative and useful website for our users.

For further information about Google Analytics please see http://www.google.com/intl/en/analytics/privacyoverview.html.

Edition 2.0 | Last Updated October 2018

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