Privacy Policy
This privacy notice sets out how we process personal data we collect from or about you, or
which you provide to us. Please read this notice carefully to understand why data is being collected
and what we do with that data.
For the purpose of the Data Protection Act 1998 and General Data Protection Regulation EU
2016/679, the data controllers are Davenport Property Management Ltd T/a Highfields Letting Agents Registered address, 6 Blackford, Nr Burwarton, Bridgnorth, Shropshire, WV16 6QS.
Company Number 04434031.
What type of information will we collect from you?
The personal information we collect from you will typically include the following:
Full name and contact details (including your contact number, email and postal address)
Information relating to your identity where we are required by law to collect this to comply with the
Money Laundering Regulations 2017 and the Immigration Act
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
Information on any access requirements you have necessary to enable us to find suitable properties
for you, which may consist of special category personal data comprising details of any disability or
other health information about you
Details about your areas of interest where we wish to send you marketing information about similar
products and services
Usage information about your visits to our website (which enable our website to remember
information about you and your preferences) and use of our site. Please read our 'Cookie Policy' for
further details. This may include information about your visit, including the full Uniform Resource
Locators (URL), clicks through to and from our site (including date and time), products you viewed or
searched for' page response times, download errors, length of visits to certain pages, page
interaction information (such as scrolling, clicks, and mouse-overs), methods used to browse away
from the page, and any phone number used to call our customer service number
Other technical information, including what devices you use to connect to our App, device location
data where this function is not disabled by you on your device, the Internet protocol (IP) address
used to connect your computer to the Internet, your login information, browser type and version,
[time zone setting, browser plug-in types and versions, operating system and platform
Your communications with us, including a record of the email or telephone correspondence created
when you contact us as part of a product or service query
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, but we will notify you if this is the case at the
time.
On what basis can we process your information?
The legal grounds under data protection legislation for processing your personal data are as follows:
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
You have given us explicit consent to the processing of your personal data for one or more specific
purposes, namely 1) where you have given us consent to receive electronic marketing by us and/or
2) to process your Special Category Personal Data described above. You do not need to provide us
with marketing consent in order to receive our services
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 to improve
and to promote our services and product 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 need to comply with a legal obligation; or in rare circumstances
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
What are we going to do with your information?
We will hold and use personal information about you in the following ways:
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 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 credit worthiness
Communicate with you during the course of providing our services, for example with your enquiries
and requests
To provide you, or to enable third parties to provide you, with information about goods or services
we feel may interest you, where you have provided permission for us to do so or, if you are an
existing customer only, where we choose to contact you by electronic means (including e-mail or
SMS) with information about our own goods and services similar to those which you have already
obtained from us or negotiated to obtain from us. For those marketing messages you can
unsubscribe at any time
How long we keep your data for
We will retain your personal data for different periods depending on the service you have chosen to
use us for, 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.
Who your information will be shared with
We will pass your details to the following organisations (our “data processors”) who carry out certain
activities on our behalf as part of us providing our services: Expert Agent Vallis House, 57 Vallis Rd, Frome BA11 3EG - they host our software and client/applicant data
tenancy applications LetHQ, 46 Seaview Road, Wallasey, CH45 4LA. We also use LetHQ for Identity Checks.
We are under a duty to disclose or share your personal data in order to comply with any legal or
regulatory obligation, or to protect the rights, property, or safety of our company, our customers, or
others. This includes exchanging information with other companies and organisations for the
purposes of fraud protection and credit risk reduction.
We will not share your information with third parties for marketing purposes without first obtaining
your prior consent.
Security of your data
Your data will be held on secure servers within the European Economic Area ("EEA") with all
reasonable technological and operation measures put in place to safeguard it from unauthorised
access. Where possible any identifiable information will be encrypted or minimised.
.
Your rights
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 Highfields Letting Agents, 6 Blackford, Nr Burwarton, Bridgnorth, Shropshire, WV16 6QS or email info@highfieldsestateagents.co.uk
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 please contact us at Highfields Letting Agents, 6 Blackford, Nr Burwarton, Bridgnorth, Shropshire, WV16 6QS or info@highfieldsestateagents.co.uk
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.
Any queries or concerns about the way in which your data is being used can be sent to Highfields Letting Agents, 6 Blackford, Nr Burwarton, Bridgnorth, Shropshire, WV16 6QS or info@highfieldsestateagents.co.uk
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 let us know by
email to info@highfieldsestateagents.co.uk. We will respond to you within one month after assessing
whether this is possible, taking into account the technical compatibility with the other organisation
in question.
Complaints about the use of your personal data
If you wish to raise a complaint on how we have handled your personal data, you can contact us to
have the matter investigated by writing to Highfields Letting Agents, 6 Blackford, Nr Burwarton, Bridgnorth, WV16 6QS or info@highfieldsestateagents.co.uk