Scipio Property Limited is committed to protecting and respecting your privacy, and complying with The Data Protection Act 1998 and the EU General Data Protection Regulation (GDPR). This policy sets out the basis on which any personal data that we collect from you, or that you provide to us, will be processed. It also tells you who we share this information with, the security mechanisms we have put in place to protect your data and how to contact us if you have a complaint. We will not share your personal information with any other third parties without your consent, other than as confirmed in this Privacy Policy/Notice. Please review this policy carefully to understand our views and practices regarding your personal data and how it will be treated.

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Who we are

Scipio Property Limited are an experienced property investment, development and management consultancy in the UK covering London, Manchester & SE England.

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Data Controller

Scipio Property Ltd is incorporated and registered in England and Wales with Company Number 04214713 whose registered office is 20 Wenlock Road, London, N1 7GU. Email: info@scipioproperty.com Telephone: 020 7924 5726

Scipio Property Limited collects, uses and is responsible for personal information about you. When we do this we are the ‘controller’ of this information for the purposes of the General Data Protection Regulation and other applicable data protection laws.

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Data Protection Officer

Richard Arko-Adjei, Director of Scipio Property Limited

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Information we may collect from you

Scipio Property Limited collects only personal data which the user has chosen to supply through completing a contact form on our website, via email, over the phone or in person to our employees. 

When carrying out business activities in relation to the sale, acquisition/purchase, letting, or arranging a tenancy, of property and/or land we collect the following personal information that you will need to provide to us:

• Your full legal name

• Your telephone contact number(s)

• Your home address and the property address (if different)

• In the case of a Company, your registered office address and the address we should contact you at on a daily basis (if different)

• Your email address

• Proof of identity documentation to comply with the current Money Laundering Regulations. Usually we need to take our own copies of your passport and photo driving licence, and we will often ask to take copies of recent bank statements and council tax/utility bills.

We will also collect information from prospective tenants and guarantors, such as: 

• Employment references

• Payslips

• Credit checks

• Previous landlord references

• Bank statements

No other personal data is collected by us.

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Information collected from other sources

In order to identify the legal owners of properties, land that we market, and properties we let, we obtain from the Land Registry office copy entries to verify the legal names of the legal owners. This information is already a matter of public record.

 

How we use your personal information

We use your personal information for the following purposes:

• We use data to help us provide you with a great service and tailor the information you receive from us

• We respect your privacy and work hard to meet regulatory requirements

• Carry out our obligations arising from any contracts entered into between you and us and to provide you with the information and services that you request from us

• Send you details of any properties that match your criteria

• Notify you of any changes to our services which may affect you

• Ensure that our website is presented in the most effective way for you and the device you are using to access it

• Update property information

• To provide you, or permit selected third parties to provide you, with information about services we feel may interest you. If you are an existing customer, we will only contact you by electronic means (email or SMS) with information services similar to those which were the subject of a previous sale or negotiations of a sale to you

• To notify you about changes to our service

• To ensure that content from our site is presented in the most effective manner 

• Verification during the application process of applicants and guarantors (where relevant) employment, credit status, UK Right to Rent Status and verification of identity

 

Disclosure of your information

We may share your information with any members or subsidiaries of Scipio Property Limited as defined in section 1159 of the UK Companies Act 2006.

We may also share your information with the following third parties:

• Business partners, affiliates, suppliers and subcontractors for the performance of any contract we enter into with them or you

• Analytics and search engine providers that assist us in the improvement and optimisation of our website and marketing efforts

We will disclose your personal information to third parties:

• In the event that we sell or buy any business or assets, in which case we will disclose your personal data to the prospective seller or buyer of such business or assets

• If we or substantially all of our assets are acquired by a third party, in which case personal data held by it about its customers will be one of the transferred assets

• If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of us, our customers, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction

• As part of our Anti-Money Laundering Policy we will usually undertake electronic verification of your proof of identity documentation via SmartSearch, who hold a bank of data linked to Experian. Any checks made in this way do not affect your credit rating. We will never provide any third parties with your proof of identity documentation.

We will not share your personal information with any other third parties without your consent, other than as confirmed in this Privacy Policy/Notice.

 

Transfer of your information outside the European Union (EU) / European Economic Area (EEA)

We are not aware of any reason where it may be necessary to transfer your personal information outside the EU/EEA or to an international organisation. Should a request for such information be sent to us by a law enforcement agency we would only ever do so at the insistence of the UK’s National Crime Agency.

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Where we store your personal information

The data that we collect from you will be transferred to, and stored at, a destination within the European Economic Area (“EEA”).

Data will be stored on our property software system and internal server.  We may retain paper copies of agreements, applications and referencing which will be stored in our property in a locked storage system.

Unfortunately, the transmission of information via the internet is not completely secure. Although we will implement measures to protect your personal data, we cannot guarantee the security of your data transmitted to our site; consequently, please note that we do not accept any responsibility for any risks in transmission of data (to the extent that such liability can be lawfully excluded). Once we have received your information, we will use procedures and security features to seek to prevent unauthorised access.

 

Retention

We will retain your personal data for different periods of time depending on the service you have chosen to use us for, and which may be for a longer period than that for which we need to hold your data to provide those services, i.e. where we are under a regulatory or statutory duty to hold your data for a longer period or need to retain it in the event of a legal claim or complaint.

 

Your rights

You have the right to opt-in to marketing and to subsequently ask us not to process your personal data for marketing purposes. You can opt-in to marketing by checking certain boxes on appropriate contact forms which we use to collect your data. You can exercise the right to subsequently opt-out of marketing at any time by informing us of this by contacting us at info@Scipioproperty.com

Our website may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to those third party websites.

You have a right of access to check your personal data to verify the lawful basis of processing. We are obliged to respond to an access request within 30 days and may not charge a fee unless the request is unfounded, excessive or repetitive. If a fee is charged it is to be a reasonable fee based upon the administrative cost of providing the information. You have a right to rectification if the data we hold is either inaccurate or incomplete. If your data has been disclosed to third parties then we must inform them of the rectification, where possible. You have a right to erase your data when consent is our basis of processing (the right to be forgotten). You may request that your personal data be erased, for example, where there is no compelling reason for its continued processing or where you withdraw consent. We will comply with your request unless we have another basis of processing justifying our retaining the data (for example a legal requirement or the defence of a legal claim). You have some rights to ask us to restrict processing i.e. to block or suppress processing where, for example, the data may be incorrect and whilst the accuracy is verified. We are permitted to store the data. 

You do have a right to object to further processing of your personal data. We may be required to stop processing unless there is some other legitimate basis of processing such as a legitimate interest or a requirement for the exercise or defence of a legal claim.

We will only ever keep your data for as long as is necessary and information therein will be stored for the term of any agreement and for six years after the end of a tenancy/agreement. All paper data is destroyed safely and ethically.

Under the General Data Protection Regulation, you have a number of important rights that you can exercise free of charge. In summary, these rights are:

Transparency over how we use your personal data and fair processing of your information;

• Access to your personal information and other supplementary information;

• Require us to correct any mistakes or complete missing information we hold on you;

• Require us to erase your personal information in certain circumstances;

• Receive a copy of the personal information you have provided to us or have this information be sent to a third party, this will be provided to you or the third party in a structured, commonly used and machine readable format;

• Object at any time to processing of your personal information for direct marketing;

• Object in certain other situations to the continued processing of your personal information;

• Restrict our processing of your personal information in certain circumstances;

If you want more information about your rights under the GDPR please see the Guidance from the Information Commissioner’s Office (https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulation-gdpr/individual-rights/)

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If you want to exercise any of these rights, please:

• Email, phone or write to our Data Protection Officer 

• Please be prepared to provide additional information so that we can identify you, and we are very likely to contact you to request further information to verify your identity. For security reasons we must be sure it is you who are requesting the right or rights that you wish to exercise.

We will respond to you within one month from when we receive your request. Please note if you wish to unsubscribe from any email you can do so by clicking the link to unsubscribe in the email footer or on our web site home page or by contacting us (see ‘Get in touch’ below). It may take up to 5 working days for this to become effective.

 

How to make a complaint

The General Data Protection Regulation also gives you the right to lodge a complaint with a supervisory authority, in particular in the European Union (or European Economic Area) this will be in the country/state where you work, normally live or where the alleged infringement of data protection laws occurred. The UK supervisory authority is the Information Commissioner’s Office who can be contacted at https://ico.org.uk/concerns/. 

If you have a complaint about our use of your information, you can contact the Information Commissioner’s Office via their website at www.ico.org.uk or write to them at:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire

 

Automated decision making

We do not use Automated Decision Making in the course of our business.

 

Our security

The security of information is very important to us and we have measures in place which are designed to prevent unauthorised access to your personal information. These include, but are not limited to:

Electronic data files are stored in two ways – the first being on a UK “cloud” based secure client management system and the second being stored on a secure server in South Wales. Hard copy files are kept to a minimum and are stored in locked cabinets before being securely destroyed.

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Future processing

We do not intend to process your personal information for any reason other than stated within this privacy notice. If this changes, we will inform you by email.

 

Changes to this privacy notice

Any changes which we make to our privacy policy in the future will be posted on this page and, where appropriate, notified to you by email. We encourage you to periodically review this policy for the latest information on our privacy practices.

 

Cookies policy

• A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you accept our Cookie notice. Cookies contain information that is transferred to your computer’s hard drive.

• When you visit our website, we use Google Analytics performance cookies to collect information so that we can analyse how you use our website. These cookies don’t collect information that identifies you. All information these cookies collect is anonymous and is only used to improve how our website works.

• You can delete existing cookies off your hard drive and choose to block new cookies from our website. You can find out how to do this by visiting http://www.allaboutcookies.org/manage-cookies/

 

Get in touch

If you have any questions about this privacy notice or the information we hold about you, please contact our Data Protection Officer.

The best way to reach us is to email: info@Scipioproperty.com. Alternatively, please call us on 020 7924 5726, and ask to speak to the Director; Richard Arko-Adjei

Scipio Property Limited, 20 Wenlock Road, London, N1 7GU
Tel 020 9924 5726
info@Scipioproperty.com

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