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At Roy Brooks Ltd we respect your privacy and the confidentiality of your personal information.
Roy Brooks Ltd is an independent estate agency, our registered company number is 02676679.

This Privacy Notice explains:
Who we are
What personal information we collect
How we use your personal information
Who we share your information with and why
How we keep your information secure
Your rights
How to contact us
WHO WE ARE
Roy Brooks Ltd is an estate agency who help clients buy and let properties in south east London, occasionally further. Roy Brooks provide sales and lettings advice and vet prospective tenants and buyers through experienced staff and third parties based in the UK.

Currently, Roy Brooks Ltd determine the purposes and means of processing personal client data relating to giving advice. This means we’re data controllers for core advice-giving activities and are, therefore, responsible for managing this client data and ensuring compliance.

Roy Brooks Ltd is responsible for any direct marketing and similar activities we undertake.

WHAT PERSONAL INFORMATION WE COLLECT
Personal information includes your name, address, or phone number and other information that isn’t otherwise publicly available. We collect personal information about you when you contact us about products and services, visit or contact an office, visit a website we may have or register to receive one of our newsletters (if applicable).

The type of personal information we collect will depend on the purpose for which it’s collected and includes:
Contact details
Information to verify your identity
Family, lifestyle, health and financial information
Payment details.
DAT/0923/1018 03

We collect personal information directly from you. For example, we ask for personal information at the start of our relationship and in subsequent communications in order to check your identity and protect you from fraud. This is a legal requirement and is important to help safeguard you against potential crime.

Special category information
In some instances, it’s necessary to collect more sensitive information (such as health or lifestyle information) which is called special category data. This is to allow us to provide our advice service to you. We’ll always obtain your consent during the advice process to gather this data and explain what information we require and why it’s needed. Sensitive personal information will always be processed and stored securely. You can withdraw your consent at any time to us processing this data, however, this may mean that you can no longer access the service or product the information was gathered for.

Data retention
We keep your personal information only as long as is necessary for the purpose for which it was collected and to meet regulatory or legislative requirements. Personal information will be securely disposed of when it’s no longer required, in accordance with our Data Retention and Disposal Schedule. A copy of this is available from the How to Contact Us address, below.

ON WHAT BASIS DO WE COLLECT DATA
The processing of your personal data is allowed under a number of lawful basis. The data required for the provision of products and services is processed on the basis there’s a contract with you to do so. Any relevant marketing activity we undertake is done because as a firm, we have a legitimate interest to do so. However, you have rights, as listed below, which impact how we can use and process your data.

HOW WE USE YOUR PERSONAL INFORMATION
We process your information in order to support and maintain our contractual relationship with you and to comply with legal and regulatory requirements. This includes the following:
Providing our advice, products or services to you
Carrying out transactions you have requested
Confirming and verifying your identity for security purposes
Credit scoring and assessment, and credit management (where applicable)
Detecting and preventing fraud, crime, money laundering or other malpractice.
We also process your data for specific business purposes to enable us to give you the best products and services and the best and most secure experience. For example, we process your information to send you marketing that is tailored to your interests.
DAT/0923/1018 04

Our business purposes include the following:
Enhancing, modifying, and personalizing our services for the benefit of our customers
Providing communications which we think will be of interest to you
Market or customer satisfaction research or statistical analysis
Audit and record keeping purposes
Enhancing the security of our network and information systems.
You have the right to object to this processing if you wish, please see “YOUR RIGHTS” section below. Please bear in mind that if you object, this may affect our ability to carry out the tasks above for your benefit. We may also process your personal data as part of an acquisition or sale. Should this happen, you’ll be notified about any change to processing or data controller arising as a result of this activity.

WHO WE SHARE YOUR INFORMATION WITH AND WHY
We share your information with trusted third parties who perform tasks for us and help us to provide the services you require these include:
Third parties to verify your identity, in line with money laundering or other requirements (this may involve carrying out checks with credit reference databases)
Third parties who perform tasks for us to help us set up or service your plan (these third parties may be based in countries outside the European Economic Area (EEA) but where they are, we’ll undertake an assessment of safeguards in place)
Other organisations, including regulatory bodies, the police and fraud prevention agencies, to prevent and detect fraud
Third parties where required by law, court order or regulation
Third parties as part of an acquisition or sale.
HOW WE KEEP YOUR INFORMATION SECURE
We’re committed to ensuring the confidentiality of the personal information that we hold and we continue to review our security controls and related policies and procedures to ensure that your personal information remains secure. When we contract with third parties, we impose appropriate security, privacy and confidentiality obligations on them to ensure that personal information is kept secure. If we work with third parties in countries outside the EU, we ensure these are countries that the European Commission has confirmed have an adequate level of protection for personal information, or the organisation receiving the personal data has provided adequate safeguards. In limited circumstances, data may be accessed outside of the EEA i.e. by employees when they travel. In these circumstances, we ensure there are appropriate information security measures in place to safeguard your information.
DAT/0923/1018 05

Your rights
Roy Brooks Ltd tries to be as open as it can be in terms of giving people access to their personal information and, therefore, have outlined your rights below. This privacy notice was drafted with brevity and clarity in mind, therefore further information can be gathered by contacting us using the details below, or more information about your data protection rights can be found here: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulationgdpr/individual-rights

Marketing
You have the right to opt out of marketing information and tell us what your communication preferences are by contacting Roy Brooks Ltd using the details provided at the end of this notice, or by using the opt out option below or on any email marketing. You may opt out at any time if you don’t want to receive any further communications of this nature.

Individual data rights and requests
The right to be informed – You can request that we provide ‘fair processing information,' typically through this privacy notice
The right of access - You may request a copy of the personal information we hold about you using the contact details found on the end of this policy
The right to rectification - The accuracy of your personal information is important to us. You have the right to ask us to update or correct your personal information
The right to erasure – You may request the deletion or removal of personal data where there’s no compelling reason for its continued processing
The right to object – You may object to the processing of your data based on legitimate interests
The right to restrict processing - You have a right to request we ‘block’ or suppress processing of your personal data
The right to data portability – You may request to obtain and reuse your data
The right not to be subject to automated decision-making including profiling.
If you wish to correct, restrict, delete or make changes to your personal information, or any of the data subject rights listed above, please contact us at the number/address listed below.

HOW TO CONTACT US
If you have questions about this notice, need further information about our privacy practices, or wish to give or withdraw consent, exercise preferences or correct your personal information, please contact us using the following details:

Roy Brooks Estate Agency Ltd
2 Barry Parade
Barry Road
East Dulwich
London
SE22 0JA
Telephone: 020 8299 3021
post@roybrooks.co.uk
DAT/0923/1018 06

HOW TO COMPLAIN
If you wish to raise a complaint about how we have handled your personal data, you can contact the Information Commissioner's Office who will investigate the matter. If you believe we’re not processing your personal data in accordance with the law, you can complain to our regulator:
Information Governance department
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
0303 123 1113
www.ico.org.uk/concerns

CONSENT TO GATHER SPECIAL CATEGORY DATA
As detailed above, in some instances, it’s necessary for us to collect more sensitive information (such as health or lifestyle information) which is called special category data. This is to allow us to provide our property-finding advice service to you. This is where we need to gather your consent to the collection and processing of this data. You can withdraw your consent at any time to us processing this data, however, this may mean that you can no longer access the service or product the information was gathered for.

Date……………………………………….…..
Print name…………………………………....
Signature………………………………………

By signing the form above, you are giving consent for special category personal data to be collected and stored in order for your adviser to provide you with a tailored advice service

ELECTRONIC MARKETING
We may want to send you relevant marketing electronically from time to time. If you DO NOT wish to receive electronic marketing, then please tick the box below to opt out.

I do not wish to receive electronic marketing of relevant product
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At Roy Brooks Ltd we respect your privacy and the confidentiality of your personal information.

Roy Brooks Ltd is an independent estate agency, our registered company number is 02676679.

This Privacy Notice explains:

Who we are
What personal information we collect
How we use your personal information
Who we share your information with and why
How we keep your information secure
Your rights
How to contact us

WHO WE ARE
Roy Brooks Ltd is an estate agency who help clients buy and let properties in south east London, occasionally further. Roy Brooks provide sales and lettings advice and vet prospective tenants and buyers through experienced staff and third parties based in the UK.

Currently, Roy Brooks Ltd determine the purposes and means of processing personal client data relating to giving advice. This means we’re data controllers for core advice-giving activities and are, therefore, responsible for managing this client data and ensuring compliance.

Roy Brooks Ltd is responsible for any direct marketing and similar activities we undertake.

WHAT PERSONAL INFORMATION WE COLLECT
Personal information includes your name, address, or phone number and other information that isn’t otherwise publicly available. We collect personal information about you when you contact us about products and services, visit or contact an office, visit a website we may have or register to receive one of our newsletters (if applicable).

The type of personal information we collect will depend on the purpose for which it’s collected and includes:

Contact details
Information to verify your identity
Family, lifestyle, health and financial information
Payment details.

DAT/0923/1018 03

We collect personal information directly from you. For example, we ask for personal information at the start of our relationship and in subsequent communications in order to check your identity and protect you from fraud. This is a legal requirement and is important to help safeguard you against potential crime.

Special category information
In some instances, it’s necessary to collect more sensitive information (such as health or lifestyle information) which is called special category data. This is to allow us to provide our advice service to you. We’ll always obtain your consent during the advice process to gather this data and explain what information we require and why it’s needed. Sensitive personal information will always be processed and stored securely. You can withdraw your consent at any time to us processing this data, however, this may mean that you can no longer access the service or product the information was gathered for.

Data retention
We keep your personal information only as long as is necessary for the purpose for which it was collected and to meet regulatory or legislative requirements. Personal information will be securely disposed of when it’s no longer required, in accordance with our Data Retention and Disposal Schedule. A copy of this is available from the How to Contact Us address, below.

ON WHAT BASIS DO WE COLLECT DATA
The processing of your personal data is allowed under a number of lawful basis. The data required for the provision of products and services is processed on the basis there’s a contract with you to do so. Any relevant marketing activity we undertake is done because as a firm, we have a legitimate interest to do so. However, you have rights, as listed below, which impact how we can use and process your data.

HOW WE USE YOUR PERSONAL INFORMATION
We process your information in order to support and maintain our contractual relationship with you and to comply with legal and regulatory requirements. This includes the following:

Providing our advice, products or services to you
Carrying out transactions you have requested
Confirming and verifying your identity for security purposes
Credit scoring and assessment, and credit management (where applicable)
Detecting and preventing fraud, crime, money laundering or other malpractice.

We also process your data for specific business purposes to enable us to give you the best products and services and the best and most secure experience. For example, we process your information to send you marketing that is tailored to your interests.
DAT/0923/1018 04

Our business purposes include the following:

Enhancing, modifying, and personalizing our services for the benefit of our customers
Providing communications which we think will be of interest to you
Market or customer satisfaction research or statistical analysis
Audit and record keeping purposes
Enhancing the security of our network and information systems.

You have the right to object to this processing if you wish, please see “YOUR RIGHTS” section below. Please bear in mind that if you object, this may affect our ability to carry out the tasks above for your benefit. We may also process your personal data as part of an acquisition or sale. Should this happen, you’ll be notified about any change to processing or data controller arising as a result of this activity.

WHO WE SHARE YOUR INFORMATION WITH AND WHY
We share your information with trusted third parties who perform tasks for us and help us to provide the services you require these include:

Third parties to verify your identity, in line with money laundering or other requirements (this may involve carrying out checks with credit reference databases)
Third parties who perform tasks for us to help us set up or service your plan (these third parties may be based in countries outside the European Economic Area (EEA) but where they are, we’ll undertake an assessment of safeguards in place)
Other organisations, including regulatory bodies, the police and fraud prevention agencies, to prevent and detect fraud
Third parties where required by law, court order or regulation
Third parties as part of an acquisition or sale.

HOW WE KEEP YOUR INFORMATION SECURE
We’re committed to ensuring the confidentiality of the personal information that we hold and we continue to review our security controls and related policies and procedures to ensure that your personal information remains secure. When we contract with third parties, we impose appropriate security, privacy and confidentiality obligations on them to ensure that personal information is kept secure. If we work with third parties in countries outside the EU, we ensure these are countries that the European Commission has confirmed have an adequate level of protection for personal information, or the organisation receiving the personal data has provided adequate safeguards. In limited circumstances, data may be accessed outside of the EEA i.e. by employees when they travel. In these circumstances, we ensure there are appropriate information security measures in place to safeguard your information.
DAT/0923/1018 05

Your rights
Roy Brooks Ltd tries to be as open as it can be in terms of giving people access to their personal information and, therefore, have outlined your rights below. This privacy notice was drafted with brevity and clarity in mind, therefore further information can be gathered by contacting us using the details below, or more information about your data protection rights can be found here: https://ico.org.uk/for-organisations/guide-to-the-general-data-protection-regulationgdpr/individual-rights

Marketing
You have the right to opt out of marketing information and tell us what your communication preferences are by contacting Roy Brooks Ltd using the details provided at the end of this notice, or by using the opt out option below or on any email marketing. You may opt out at any time if you don’t want to receive any further communications of this nature.

Individual data rights and requests

The right to be informed – You can request that we provide ‘fair processing information,' typically through this privacy notice
The right of access - You may request a copy of the personal information we hold about you using the contact details found on the end of this policy
The right to rectification - The accuracy of your personal information is important to us. You have the right to ask us to update or correct your personal information
The right to erasure – You may request the deletion or removal of personal data where there’s no compelling reason for its continued processing
The right to object – You may object to the processing of your data based on legitimate interests
The right to restrict processing - You have a right to request we ‘block’ or suppress processing of your personal data
The right to data portability – You may request to obtain and reuse your data
The right not to be subject to automated decision-making including profiling.

If you wish to correct, restrict, delete or make changes to your personal information, or any of the data subject rights listed above, please contact us at the number/address listed below.

HOW TO CONTACT US
If you have questions about this notice, need further information about our privacy practices, or wish to give or withdraw consent, exercise preferences or correct your personal information, please contact us using the following details:

Roy Brooks Estate Agency Ltd
2 Barry Parade
Barry Road
East Dulwich
London
SE22 0JA
Telephone: 020 8299 3021
post@roybrooks.co.uk
DAT/0923/1018 06

HOW TO COMPLAIN
If you wish to raise a complaint about how we have handled your personal data, you can contact the Information Commissioner's Office who will investigate the matter. If you believe we’re not processing your personal data in accordance with the law, you can complain to our regulator:
Information Governance department
Information Commissioner's Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
0303 123 1113
www.ico.org.uk/concerns

CONSENT TO GATHER SPECIAL CATEGORY DATA
As detailed above, in some instances, it’s necessary for us to collect more sensitive information (such as health or lifestyle information) which is called special category data. This is to allow us to provide our property-finding advice service to you. This is where we need to gather your consent to the collection and processing of this data. You can withdraw your consent at any time to us processing this data, however, this may mean that you can no longer access the service or product the information was gathered for.

Date……………………………………….…..
Print name…………………………………....
Signature………………………………………

By signing the form above, you are giving consent for special category personal data to be collected and stored in order for your adviser to provide you with a tailored advice service

ELECTRONIC MARKETING
We may want to send you relevant marketing electronically from time to time. If you DO NOT wish to receive electronic marketing, then please tick the box below to opt out.

I do not wish to receive electronic marketing of relevant product

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Brockley

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Camberwell

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East Dulwich

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Nunhead

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Office Address

Sales Office
2 Barry Parade,
Barry Road,
East Dulwich,
London, SE22 0JA

Lettings Office
145a Evelina Road,
Nunhead,
London, SE15 3HB

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Tel (sales): 020 8299 3021 | Tel (lettings): 0203 206 3063 | Email: post@roybrooks.co.uk

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