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Privacy Notice and General Data Protection Regulation (GDPR)

At Quest London, we are committed to protecting your personal information we receive from you individually or collectively. This privacy policy covers the collection, use and disclosure of personal information that we collect from you.

This information is only required by us and/or any partner/associated companies to provide you with the products, quotes or information you have requested or may require.
All data subjects whose personal data is collected, in line with the requirements of the General Data Protection Regulation (GDPR).

This website is the property of Quest London of 22 Morris Road, London E14 6FF. By using this website you agree that you consent to and are bound by the following terms and conditions:

Disclaimer

Quest London takes all reasonable care to ensure that the information contained on this website is accurate, however, we cannot guarantee its accuracy and we reserve the right to change the information on this website (including these terms and conditions) at any time. You must therefore check these terms and conditions for any such changes each time you visit this website.

Quest London makes no representations or warranties of any kind with respect to this website or the content contained on it, including any text, graphics, advertisements, links or other items. Furthermore, neither Quest London nor any other contributor to this website make any representation or gives any warranty, condition, undertaking or term either expressed or implied as to the condition, quality, performance, accuracy, fitness for purpose, completeness or freedom from viruses of the content contained on this website or that such content will be accurate, up to date, uninterrupted or error free. Nothing on this website shall be regarded or taken as financial advice.

Awareness & Responsibility

The Compliance Officer is responsible for ensuring that this notice is made available to data subjects prior to Quest London collecting/processing their personal data.

All Employees/Staff of Quest London who interact with data subjects are responsible for ensuring that this notice is drawn to the data subject’s attention and their consent to the processing of their data is secured.

PRIVACY NOTICE

Who are we?

Quest London is an Estate Agent offering both Residential Sales and Lettings services, as well as management services for landlords.

If you have any questions or concerns in relation to this Privacy Notice you can contact our Data Protection Officer at info@questlondon.co.uk or by writing to the Data Protection Officer, Quest London, 22 Morris Road, London E14 6FF.

The personal data we collect will be used for the following purposes:

  • Contacting you in relation to assisting with your specified brief of finding a property for sale or let.
  • Undertaking the necessary verifications in relation to referencing checks.
  • The inclusion of any detail specific to the necessity of completing and binding contracts or agreements (tenancy agreement, terms of business, holding/ payment receipts completion documentation)
  • Arranging access for maintenance, inspections or viewings of the property
  • Making contact in relation to the renewal or termination of the tenancy
  • Making contact in relation to payments associated with scheduled rentals or invoices

Our legal basis for processing this personal data will be in relation to:

  • Our compliance to retain data for a fixed period of time specific records or documentation as required to satisfy set obligations put in place by law.
  • The review of any tenancy agreements
  • Any possible legal action which may need to be implemented

Any legitimate interests pursued by us, or third parties we use, are as follows:

  • Utilities providers, block management/freeholders, collections agencies
  • Contractors (maintenance, surveyors, inventory clerks, referencing, etc.)
  • Solicitors acting on behalf of the landlord or agent, insurers of the landlord

The special categories of personal data concerned are:

  • Name, D.O.B, Title (Mr/Mrs Etc)
  • Validity documents (proof of ID, Visa, Right to rent)
  • Contact details (telephone/mobile number, email address, property address)
  • Technical Data (internet protocol address, login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform, identification number, online identified, location data and other similar identifying information required for the customer’s device(s) to communicate with websites and applications on the internet)
  • Usage Data (how you use our website products and services, the full uniform resource locators clickstream to, through and from our site (including date and time), download errors, lengths of visit to certain pages, page interaction information, methods to browse away from the page and any phone numbers you use to call us)
  • Marketing and Communications Data (your marketing preferences from us and our third parties and your communication preferences)

We also may collect and use Aggregated Data. For example, when you visit our website we may aggregate data about your usage to tell us about how certain features on our website are used. This is not usually classified as personal data as whilst it derives from personal data (in the example, it is derived from your Usage Data) it does not reveal your identity to us. If we do link this Aggregated Data to your personal information, it will be treated as personal data in line with this policy.

This website may include links to third party websites, plug-ins or applications which may allow third parties to collect or share your personal data. We are not responsible for their use of your personal data and cannot control it. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.

Consent

By consenting to this privacy notice you are giving us permission to process your personal data specifically for the purposes identified.

Consent is required for Quest London to process both types of personal data, but it must be explicitly given. Where we are asking you for sensitive personal data we will always tell you why and how the information will be used.

You have the right to withdraw your consent for us to use your personal data for marketing purposes at any time. You also have the right to withdraw consent for us to pass your information to third parties for marketing purposes. If you do withdraw your consent, this will result in us ceasing to market goods and services to you.

You can ask us to stop sending you marketing messages at any time by:

  • following the opt-out links on any marketing message sent to you; or
  • contacting us at any time by emailing info@queslondon.co.uk or by calling 020 3620 7000.

If you do withdraw your consent to receiving marketing messages, we will still process your personal data in order to fulfil our contract with you and in accordance with our legal, accountancy and regulatory obligations.

If you no longer wish to be contacted by third parties for marketing purposes, please follow the instructions in their marketing communications, or consult their privacy policies about how to unsubscribe.

By accessing, browsing or otherwise using our www.questlondon.co.uk website (“the website”) or application you confirm that you have read, understood and agree to the terms of this Privacy Policy.

Disclosure

Quest London will not pass on your personal data to third parties without first obtaining your consent. The following third parties that will receive your personal data for the following purpose(s) as part of the processing activities are:

Credit referencing agencies, authorised maintenance companies and landlords, utility companies, deposit schemes\ombudsman.

Retention period

Quest London will process personal data for the period of your tenancy, or until you request that we stop, and will store the personal data for up to 6 years in the event of you entering into a tenancy or other legal agreement as specified by legislation.

Your rights as a data subject

At any point while we are in possession of or processing your personal data, you, the data subject, have the following rights:

  • Right of access – you have the right to request a copy of the information that we hold about you.
  • Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
  • Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
  • Right to restriction of processing – where certain conditions apply to have a right to restrict the processing.
  • Right of portability – you have the right to have the data we hold about you transferred to another organisation.
  • Right to object – you have the right to object to certain types of processing such as direct marketing.
  • Right to object to automated processing, including profiling – you also have the right to be subject to the legal effects of automated processing or profiling.
  • Right to judicial review: In the event that Quest London refuses your request under rights of access, we will provide you with a reason as to why.

You have the right to complain as outlined on the complaints section.

The rights listed above may apply in certain circumstances, and so we may not always be able to comply with your request to exercise these rights. We will usually respond to a request from you to exercise your rights within 1 month of receipt, but it might take longer if your request is particularly complex or if you have made a number of requests. Please be aware that we may need to process your personal data and/or request specific information from you to help us comply with your request. You will not usually have to pay a fee to exercise these rights, but we reserve the right to if your request is clearly unfounded, repetitive or excessive, alternatively we may refuse to comply with your request.

All of the above requests will be forwarded on should there be a third party involved as explained above for the processing of your personal data.

Complaints

Quest London is committed to providing an efficient and effective services to our clients and a duty of care to our tenants.

In the event that you wish to raise a complaint about how your personal data is being processed by Quest London (or thirds Parties as described above) or how your complaint has been handled, you have the right to lodge a complaint directly with Quest London’s Data Protection Representative and if you are unsatisfied with the outcome you can then contact Information Commissioners Office (ICO).

Quest London: 22 Morris Road London E14 6FF 020 3620 7000

Email: info@questlondon.co.uk

ICO:

Email: registration@ico.org.uk,

You can also visit www.ico.org.uk for more information about the Information Commissioner’s Office who is the UK supervisory authority for data protection issues.

PRIVACY STATEMENT

Quest London is committed to ensuring that your privacy is protected. This Privacy Policy together with the Terms and Conditions of Use and any other documents referred to in it sets out the basis on which any personal data which we collect from you, or that you or others provide to us, will be processed by us.

Please read the following carefully. By accessing, browsing or otherwise using our www.questlondon.co.uk website (“the website”) or application you confirm that you have read, understood and agree to the terms of this Privacy Policy.

Third-party links

This website may include links to third party websites, plug-ins or applications which may allow third parties to collect or share your personal data. We are not responsible for their use of your personal data and cannot control it. This privacy policy only applies to this website so when you link to other websites you should read their own privacy policies.

We also may collect and use Aggregated Data. For example, when you visit our website we may aggregate data about your usage to tell us about how certain features on our website are used. This is not usually classified as personal data as whilst it derives from personal data (in the example, it is derived from your Usage Data) it does not reveal your identity to us. If we do link this Aggregated Data to your personal information, it will be treated as personal data in line with this policy.

Personal data

Under the EU’s General Data Protection Regulation (GDPR) personal data is defined as:
“any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

How we use your information

This privacy notice tells you how we, Quest London, will collect and use your personal data.

Why does Quest London need to collect and store personal data?

For us to provide you with a service we need to collect personal data to enable us to process your application and fulfil our obligations to you by maintaining the property appropriately. Also, to carry out our obligations arising from any contracts entered between you and us. In any event, we are committed to ensuring that the information we collect, and use is appropriate for this purpose, and does not constitute an invasion of your privacy.

In terms of being contacted for marketing and subscription purposes Quest London would contact you for additional consent.

How Is Your Personal Data Collected?

We use different methods to collect data from and about you including through:

Direct interactions

You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

  • apply for our services;
  • subscribe to our service or publications;
  • request marketing to be sent to you;
  • contact us through social media;
  • walk-in to our branch offices or telephone our office;
  • give us some feedback.

Will Quest London share my personal data with anyone else?

We may forward your personal data on to third-party service providers contracted to Quest London during the processing of your application. Any third parties that we may share your data with are obliged to keep your details securely, and to use them only to fulfil the service they provide you on our behalf. When they no longer need your data to fulfil this service, they will dispose of the details in line with Quest London’s procedures. If we wish to pass your sensitive personal data onto a third party we will only do so once we have obtained your consent, unless we are legally required to do otherwise.

How will Quest London use the personal data it collects about me?

Quest London will process (collect, store and use) the information you provide in a manner compatible with the EU’s General Data Protection Regulation (GDPR). We will endeavour to keep your information accurate and up to date, and not keep it for longer than is necessary. Quest London is required to retain information in accordance with the law, such as information needed for income tax and audit purposes. How long certain kinds of personal data should be kept may also be governed by specific business-sector requirements and agreed practices. Personal data may be held in addition to these periods depending on individual business needs.

We will only use your personal data for the purposes for which we have collected it. If we need to process your personal data for a different purpose that is not compatible with the original purpose that we collected your personal data, we will let you know. We may process your personal data for a different purpose and without your consent where it is necessary for us to comply with our legal obligations.

It is important that the personal data we hold about you is accurate and current. Please keep us informed if your personal data changes during your relationship with us. You can ask us to rectify or update your personal information at any time by email to info@questlondon.co.uk or by writing to The Data Protection Officer, Quest London, 22 Morris Road, London E14 6FF

Under what circumstances will Quest London contact me?

Our aim is not to be intrusive, and we undertake not to ask irrelevant or unnecessary questions. Moreover, the information you provide will be subject to rigorous measures and procedures to minimise the risk of unauthorised access or disclosure.

Can I find out the personal data that the organisation holds about me?

Quest London at your request, can confirm what information we hold about you and how it is processed. If Quest London does hold personal data about you, you can request the following information:

  • Contact details of the data protection officer, where applicable.
  • The purpose of the processing as well as the legal basis for processing.
  • If the processing is based on the legitimate interests of Organisation Name or a third party, information about those interests.
  • The categories of personal data collected, stored and processed.
  • Recipient(s) or categories of recipients that the data is/will be disclosed to.
  • If we intend to transfer the personal data to another country or international organisation, information about how we ensure this is done securely. The EU has approved sending personal data to some countries because they meet a minimum standard of data protection. In other cases, we will ensure there are specific measures in place to secure your information.
  • How long the data will be stored.
  • Details of your rights to correct, erase, restrict or object to such processing.
  • Information about your right to withdraw consent at any time.
  • How to lodge a complaint with the supervisory authority.
  • Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
  • The source of personal data if it wasn’t collected directly from you.
  • Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing.

What forms of ID will I need to provide in order to access this?

 Quest London accepts the following forms of ID when information on your personal data is requested:

  • Passport
  • Photo driving licence
  • Identification card

EMAIL DISCLAIMER

Our e-mails and/or any files transmitted with them are confidential and intended solely for the use of the individual(s) or entities that they are addressed to. If you have received an email in error, please notify your systems manager. Our messages contain confidential information and are intended only for the individual(s) named. If you are not the named addressee you should not disseminate, distribute or copy the e-mail. Please notify the sender immediately by e-mail if you have received our e-mails in error and please delete our e-mails from your system. If you are not the intended recipient you are notified that disclosing, copying, distributing or taking any action in reliance on the contents is strictly prohibited.

Cookies and tracking

The Quest London website and applications may collect anonymous data about how you use our services in order to help us improve future functionality.

This website uses ‘cookies’ by using our website and agreeing to this policy, you consent to our use of cookies and other digital technologies to provide them to you as described in this notice and in our Privacy Policy.

Certain devices can detect your approximate location, via latitude and longitude. The accuracy of this data is not in the control of Foxtons. If this feature is requested, Foxtons will prompt you to provide your permission to access your location data for the purposes of providing you with results or directions based on your current location. You can disable location settings within your browser or app

You may refuse the use of cookies by selecting the appropriate settings on your browser, please see below for further information.

BLOCKING COOKIES

You may refuse the use of cookies by selecting the appropriate settings on your browser, the Help menu located on the menu bar of most internet browsers will inform you how to restrict your browser from accepting new cookies from websites, how to set the browser to notify you when you receive a new cookie and how to disable cookies altogether. However, please note that if you do block or restrict cookies, you may not be able to use the full functionality of the website.

Quest London use Google Analytics, which is a web analysis service provided by Google. No data that personally identifies an individual (such as a name, email address or billing information) is tracked, collected or uploaded. Quest London may collect and report on the adoption and usage of specific features, crashes and exceptions and other useful, anonymous metrics.

More about Google’s Privacy Policy.