Privacy Policy – Stonefield Estate Agents
Thank you for visiting our website. We are committed to protecting and respecting your privacy. This Privacy Policy sets out the basis on which we process any personal information we collect about you or that you provide to us. We may change this Privacy Policy from time to time, so please check back frequently.
About us
This website is operated by Stonefield Estate Agents. For the purposes of UK data protection law, the data controller is Stonefield Estate Agents of 16a Beresford Terrace Ayr KA7 2EG. We will treat your personal information as confidential and in accordance with applicable data protection legislation and your personal information will only be shared with others in accordance with this Privacy Notice.
Our Data Protection Officer Marie Barr and you may contact us on the following details: marie@stonefieldayr.com
What Personal Information is
Personal information is any information that tells us something about you. This could include information such as name, contact details, date of birth, bank account details or any information about your needs or circumstances, which would allow us to identify you.
We collect and process the following information about you: You can provide us with information about you by filling in forms on our website or by contacting us by telephone, email or otherwise. The information you provide to us may include your name, address, email address, telephone number and any other information you choose to provide.
Information we collect about you.
When you use our website, we automatically collect information about you, your computer or mobile device, your IP address and information about how you use our website and other websites.
We will collect your full name and contact details (such as phone number, email address and postal address) from you whenever you engage with us. Together with any relevant financial data, to enable us to offer you mortgage and insurance products and services from Stonefield Mortgages (SC805785), our mortgage and insurance company who offer whole of market mortgage advice. Stonefield Mortgages will then collate all relevant data needed in order to provide you with their products and services. Some personal information is classified as “special” data under data protection legislation. This includes information relating to health, racial or ethnic origin, religious beliefs or political opinions, and sexual orientation. This information is more sensitive, and we need to have further justifications for collecting, storing, and using this type of personal information.
There are also additional restrictions on the circumstances in which we are permitted to collect and use criminal conviction data.
In addition, if we are providing a service to you, or on your behalf, where we are required to do so by law, we will collect information relating to your identity, which will be at least one form of photographic identification (such as a passport, a driving licence, or an identification card) and one form of documentation with proof of your place of residence (such as a recent utility bill). This is to meet anti-money laundering and counter terrorist financing requirements.
We use data we have collected about people for the following permitted purposes under the General Data Protection Regulation:
To fulfil contractual obligations, we have toward them (where appropriate);
- To protect our legitimate interests and the legitimate interests of clients (landlords or property sellers);
- To allow our clients to fulfil their own contractual obligations to you (e.g. by carrying out repairs and property maintenance);
- To fulfil our obligations under the law.
Where we have obtained proper consent to do so we will also use your contact data:
- To allow us to send you property alerts and information;
- To allow us to market our services;
- To allow us to market relevant services by other third parties.
Information we receive from other sources.
We may receive information about you if you use a property portal website to contact us. This could include details of your property search and information about your likely interests. We may combine this information with other information you provide to us or which we collect about you.
Third parties or publicly available source
We may receive personal data about you from various third parties and public sources as set out below.
Identity and Contact Data from such as:
- Your appointed solicitor or a solicitor acting for a seller client
- Councillors, MPs or other representatives acting on your behalf/instruction
- Other Estate Agencies based inside the EU
- Zoopla Property Group Plc based inside the EU
- Rightmove Plc based inside the EU
- Facebook/Instagram/Twitter based outside the EU
How we use your personal information. We use personal information about you for the following purposes:
Providing services to you.
We use your personal information to provide you with information and services that you request from us and to administer any promotions or competitions you enter with us.
Under data protection legislation we are only permitted to use your personal information if we have a legal basis for doing so. We rely on the following legal bases to use your information:
- For employment-related purposes
- Where we need information to perform the contract, we have entered into with you
- Where we need to comply with a legal obligation
- Where the processing is necessary for us to carry out activities for which it is in Stonefield Mortgages legitimate interest (or those of a third party) to do so and provided that your interests and fundamental rights do not override those interests.
How we use your information
- We will securely pass contact details, identity and any relevant financial data we collect to our financial services company Stonefield Mortgages to enable them to offer you the services and products they provide.
- We will pass identity and financial information to legal advisors and debt collectors to protect our and our client’s legitimate interests by assisting in the collection of debts owed to ourselves or our clients or to take legal advice about claims that may be advanced against us or our clients.
Marketing and advertising.
We use your personal information to provide you, or to permit selected third parties to provide you, with information about goods or services that we think will interest you.
Service improvements.
We may use your personal information to tell you about changes to our services and to help keep our website secure. The legal basis for processing your personal information in these ways is typically one of the following:
Consent.
You have consented to us using your personal information for this purpose. You can withdraw this consent at any time by emailing marie@stonefieldayr.com.
Performance of a contract.
It is necessary for us to process your personal information to perform a contract with you, or for us to take steps on your instruction prior to entering into a contract with you.
Legitimate interests.
It is in our legitimate interests to use your personal information for this purpose to operate our website, to provide and promote our services, and to protect our business.
Legal obligations.
It is necessary for us to process your personal information to comply with the law. Sharing your personal information We may share your personal information with third parties in the following circumstances:
Landlords, tenants, vendors and purchasers.
When you ask us to do so, we may share your personal information with current or prospective landlords, tenants, vendors and purchasers (and their respective advisors) in relation to any potential sale or rental. If any of these third parties is a business, then they will become a data controller of the information we provide, and their own privacy policies will apply.
Our business partners, suppliers and subcontractors.
We may provide your personal information to our business partners, suppliers and subcontractors who are providing services to us, or where necessary to provide a service you have requested. We may also share your personal information in order to obtain professional advice, or to comply with a legal obligation or a request from law enforcement or another regulatory authority.
Storing your personal information
The information we store about you is stored on computer systems based in the European Economic Area (EEA). Unfortunately, the transmission of information over the internet is not completely secure. We will do our best to protect your personal information but cannot guarantee the security of your information transmitted to our website. Once we receive your information, we will use strict security procedures to try to prevent unauthorised access. We will store your personal information for as long as is necessary for the purposes for which it is processed. These periods will vary depending on the nature of the information and your interactions with us.
Access to Personal Information
You have the right to ask for a copy of any of your personal data held by us (where such data is held). This is known as a “subject access request”. Under the GDPR, no fee is payable and we will provide any and all information in response to your request free of charge.
Please contact the Data Protection Officer on the above contact details.
Retention
We will retain data no longer than necessary. Where a property is viewed and/or offers are made and/or a purchase takes place we will retain the information about that property transaction for 6 years from the end of the Sole Selling Rights Agreement in place with the Sales Vendor (the sale date or withdrawal date) to comply with our statutory duties to retain information for money laundering purposes, to comply with The Property Ombudsman Code of Practice for Residential Estate Agents in Scotland as well as to protect our legitimate interests and those of our clients in defending possible legal claims.
Cookies
We use cookies and other similar technologies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website (for example, to remember your details and improve our website). By using our website, you agree to our use of cookies. The cookies on our website are either set by us or by third party partners. You may adjust your browser settings to refuse cookies, but some of the services on our website may not work if you do so. You can find our more information about cookies at www.allaboutcookies.org and www.youronlinechoices.eu. You can disable cookies placed through Add This by clicking here.
Your rights
You have the right to tell us not to use your personal information for marketing purposes. You can exercise this right by unsubscribing using the link in any of the marketing emails we send you. UK data protection law also gives you the right to access your personal information, to object to the use of your personal information for certain purposes, and the right to erase, restrict or receive a machine-readable copy of your personal information. You can exercise any of these rights by contacting us at the address above or by emailing marie@stonefieldayr.com. We will comply with the law in responding to your requests. That means that there may be some legal reasons why we cannot comply with all requests.
Links to other websites
Our website may contain links to other websites that are not run by us. If you follow a link to another website, please note that other websites have their own privacy policies and we are not responsible for those policies or other websites’ content.
You should check these privacy policies before submitting any personal information to these websites.
Changes to this Privacy Policy
We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection. The policy was last reviewed and updated in April 2024.
Contacting us
If you have any questions about this Privacy Policy or the way we handle your personal information, please contact us at: Stonefield Estate Agents 16a Beresford Terrace Ayr KA7 2ER or marie@stonefieldayr.com.
We hope that we will be able to answer any questions or concerns that you have. You have the right at any time to raise your concern with the Information Commissioner’s Office at: Information Commissioner’s Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Stonefield estate agents privacy policy updated to include Stonefield mortgages April 2024