This is the privacy notice of Retehomes Limited. In this document, “we” or “us” refers to Retehomes Limited.
Retehomes operates the website which provides the property service.
This page is used to inform website visitors regarding our policies with no collection, use, or disclosure of personal information if anyone decides to use our service.
If you choose to use our service, then you agree to the collection and use of information in relation to this policy. The personal information that we collect is used for providing and improving the service. We will not use or share your information with anyone except as described in this Privacy Policy.
The terms used in this Privacy Policy have the same meanings as in our Terms and Conditions, which are accessible through this website unless otherwise defined in this Privacy Policy.
Information collection and use
For a better experience while using our Service, we may require you to provide us with certain personally identifiable information including but not limited to your name, phone number, and postal address. The information we collect will be used to contact or identify you.
Log Data
We want to inform you that whenever you visit our Service, we collect information that your browser sends to us which is called Log Data. This Log Data may include information such as your computer’s internet protocol (IP) address, browser versions, pages of our Services that you visit, the time and date of your visit, the time spent on those pages, and other statistics.
Cookies
Cookies are files with a small amount of data that commonly used an anonymous unique identifier. These are sent to your browser from the website that you visit and are stored on your computer’s hard drives.
Our website uses these cookies to collect information and to improve our Service. You have the option to either accept or refuse these cookies and know when a cookie is being sent to your computer. If you choose to refuse our cookies, you may not be able to use some portions of our service
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 conveyance, 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.
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
What Purposes Do We Collect It For?
The purpose we collect your information depends on the capacity in which you deal with us.
Property Buyers
We process your information to help find you a property to buy and 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 the identity of buyers).
- Our legitimate interest is 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 that 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 the identity of sellers).
- Our legitimate interest is 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, complete the lease or license, and 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 the identity of tenants) and our landlords’ legal obligations as landlords.
- Our legitimate interest is 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 that 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, complete the lease or license, and manage the property and tenancy 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 the identity of landlords) and your legal obligations as a landlord.
- Our legitimate interest is 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 may also be used for:
- Carrying out analysis.
- Improving the quality of our services.
- Tracking activity on our website.
- Protecting our website against unauthorized access
- NPS surveys
Our legal grounds for processing this data are:
- Your consent is 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 interest is in improving the quality of our services and website experience.
Who Do We Share Your Information With?
Who we share your information with depends on the capacity 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 Retehomes 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 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 info@retehomes.com
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 info@retehomes.com. We will use our reasonable endeavors 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.
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