Brix London Privacy Policy

Our Privacy Notice

Brix London intends to collect (or otherwise process) personal information about you.

The appropriate data controller (which determines the purpose and means of “processing” your personal information) will be the business which you have instructed and if you are in any doubt about the identity of the data controller in your case, you should ask your usual contact or representative.

This Privacy Notice applies to the use and processing of personal information collected by Brix London.

For information concerning the collection, use and processing of personal information by any of our third party business partners or suppliers, please contact our representative with whom you usually deal.

Information covered by this Privacy Notice

• Personal data. This is information, or any combination of separate pieces of information, that could be used to identify you.
• Special categories of personal data. This is information which is classified as sensitive (for example details of your health)

Please read this Privacy Notice carefully. If you have any questions about this notice or our use of your personal data, please contact the Brix London Data Protection Officer by e-mail to info@brixlondon.com or in writing to Brix London, 107 Victor Road, London NW10 5XB

Where we get personal information from

When you enquire or register for products and services provided by Brix London, we may collect personal information from a variety of sources, including:

• Information from publicly available sources, for example, Land Registry
• Information we collect directly from you, either through face to face contact, by telephone, e-mail or electronic communications such as messaging or through the internet
• Information we collect when you visit or create an account on our websites
• Information provided to us by third parties

What information we collect

Information we collect directly from you

Depending on the type of service or product we are discussing, the following are examples of information we may collect directly from you:

1. Name
2. Date of birth
3. e-mail address
4. Postal address
5. Telephone number
6. Information about your family
7. Financial information, such as earnings and outgoings
8. Payment information, such as a credit card and bank account details
9. Your communication and marketing preferences

We may, during the course of your relationship with us, request additional information from you which is relevant to the provision of specific services.

b. Information we obtain from third parties

Where we are required by law, or for business needs, we will obtain information about you from third parties, but only after we have your agreement to do so. For example (but not limited to) the third parties we may need to contact are credit reference agencies, banks, employers, accountants and solicitors in order to obtain references, undertake identity verification and basic criminal record checks, and validate your income level and financial history.

Who we share your information with

We may share your information both within Brix London and also with relevant third-party business partners.

Where we engage with third party service providers on your behalf to provide products (such as mortgages, house and contents insurances) or other business services, we provide them with only the personal information they need to perform the service we request.

In such instances we contractually require the third party provider to securely protect information, and not to use the information provided for any other purpose other than the intended use.

How we use your information

We will process the information you provide, or the information that we obtain from other sources, to provide you with products and services and to answer any questions you may have.

The following are examples of how we use the information we collect:

• To evaluate your interest in and suitability for employment
• To process your registration and confirm your identity
• To provide our letting services for tenants, prospective tenants and landlords
• To provide property management services
• To arrange surveys and valuations
• To arrange protection insurances
• To process payments for our services
• To provide, administer and communicate with you about services, offers, programs and promotions from Brix London, our third party providers and our partners
• To compile business directories, including business contact information
• To operate, monitor, evaluate and improve our services and website

Information about our products and services

We may also use your personal data to contact you by post, e-mail, telephone or other electronic means to provide you with information about products and services from Brix London and our carefully selected third parties which we feel may be of interest or relevant to your needs.

Please see Section 12 for information about how you can exercise your rights.

Credit Scoring

Some of the services provided by third parties may involve an automated decision and/or credit scoring to determine whether we are able to provide a service or product.

Using third parties to undertake searches and collate information on our behalf helps make fair and responsible decisions. When coming to these decisions we and third parties will consider:

1. the information provided on the application form
2. information about previous account conduct, including any payment arrears and
3. official public records information such as fraud record information and insolvency records

We will endeavour to ensure that any credit scoring methods used by third parties are regularly tested to ensure they remain fair, effective and unbiased.

For further information about automated decisions or credit scoring, please contact Brix London by e-mail at info@Brixlondon.com.

Lawful basis of processing

Brix London processes your information under any of the following lawful conditions:

When requested by the Property Ombudsman Service or any other consumer ombudsman or trade association

• Performance of a contract – this is where the collection and processing of your data is necessary for the performance of a contract to which you are a party, or in order to take steps at your request prior to entering into a contract.
• Legal obligation – this is where the collection and processing of your data is necessary for compliance with a legal obligation, for example verification of identity and fraud prevention.
• Consent – where we process information under consent, we will seek your clear and unambiguous consent before processing your data, for example to send and/or receive marketing information from other companies that are working with or associated to Brix London.
• Legitimate interests – some information is processed by Brix London as part of its legitimate interests which include network and information security, direct marketing, web analytics, updating customer details, lettings and other services provided.
• Other situations – we may transfer or otherwise process your personal information:
• As part of the sale of a Brix London or in relation to the purchase of another business or when we have received your instruction to pass the sale of your property to another agent or to enforce our terms and conditions
• When required by law and/or government authorities

How long we keep your information for

We will keep your information for as long as is reasonably necessary for the purposes set out in this privacy notice, and to fulfil our legal and regulatory obligations.

For further information about how long we will keep your information, please contact the Data Protection Officer at Brix London by e-mail at info@brixlondon.com.

When we communicate with you

• We will send you service-related communications.
• We may also contact you in order to provide you with information about our products and services which we believe may be of interest to you, and which relate to your needs.

How we communicate with you

For service-related communications, we will contact you either by e-mail or through the post. We may also telephone you or send you SMS messages, which may include automated SMS reminders for viewings.

We give you choices about how we communicate promotions and offers to you.

1. By e-mail – we only send you promotional e-mails if you explicitly select to receive these (you opt-in). You can stop receiving promotional e-mail messages from Brix London by following the opt-out or unsubscribe instructions provided in the footnotes of any e-mail you receive from Brix London.
2. By post – we only send you promotional communication by postal mail if you explicitly select to receive these (you opt in). You can stop receiving promotional mail by post from Brix London by following the opt-out or unsubscribe instructions included in those communications.
3. By mobile text message – we will only send you promotional text messages if you explicitly select to receive these (you opt-in). You can stop receiving promotional text messages from Brix London by following the opt-out instructions provided in the text message.
4. By telephone – we will only contact you by telephone for promotional reasons if you explicitly select to receive these (you opt-in). You can opt out of receiving promotional telephone calls from Brix London by informing us during a telephone call.

Your statutory rights

You have a number of rights concerning the personal information we use. These include the right to:

1. ask us for access to a copy of your personal information we hold about you;
2. ask us to correct your personal information;
3. ask us to delete your personal information;

Where you have provided consent for Brix London to process your personal data, you may withdraw that consent at any time. If you withdraw your consent, your previous consent will remain valid in respect of our use of your data in relation to the services we are still contracted to provide.

You can also update your communication preferences at any time.

We will act to respond to your request to stop receiving promotional e-mails, telephone calls, texts or postal messages from Brix London as quickly as is practicable (around 10 working days, as our systems may take time to replicate).

We will keep information for record keeping purposes, to ensure we fulfil your request not to send particular types of messages in line with your opt out request.

1. ask us to restrict the use of your personal data, including direct marketing;
2. object to our use of your personal data;
3. object to an automated decision, including profiling (for example, in terms of credit risk) or to lodge a complaint with the Information Commissioner’s Office, if you object to the way we use your personal information;

For more information please go to www.ico.org.uk.

If you wish to make a request for access to a copy of your personal data, please write to the Data Protection Officer at Brix London at 107 Victor Road, London. NW10 5XB or e-mail us at info@brixlondon.com.

If you wish to exercise any of your other rights, please write to the Data Protection Officer at Brix London, 107 Victor Road, London NW10 5XB or e-mail info@brixlondon.com.

We will acknowledge your request and let you know what we will need from you to carry out your request. Every effort will be made to respond to or comply with your request as quickly as possible, and we will ensure our systems are updated as soon as is practicable in response to your request.

Other Technologies

Our security software may use your IP address and browser version to identify you and to help protect our systems and provide diagnostic information in the case of an issue.

How we protect your information

We store your personal information on our computer systems that are password protected. We have implemented strict security procedures to ensure that personal information is not damaged, destroyed or misused, and to prevent unauthorised access to your information.

We also use a number of security measures to prevent electronic access.

Where, in line with this Privacy Notice, information is shared with third parties, we make all reasonable efforts to ensure that similar security measures are used to protect your information.

Data Transfers

We do not currently transfer the personal information we collect about you to recipients in countries other than the country in which the information originally was collected. Those countries may not have the same data protection laws as the country in which you initially provided the information.

If in the future, we or our partners need to transfer your information to recipients in other countries we will:

1. perform those transfers in accordance with the requirements of applicable law and subject to appropriate safeguards, and
2. protect the transferred personal information in accordance with this Privacy Notice

Children’s privacy

We do not offer any products or services to children. In certain circumstances (for example an application to rent) we may need to collect the name and date of birth of children from applicants and share this with the landlord.

Links to other websites

Our websites, other electronic portals and documentation may provide links to other websites for your convenience and information. These may operate independently from us and have their own privacy notices or policies; which we strongly suggest you review.

Where linked websites are not owned or controlled by us, we are not responsible for their content or data privacy practices.

Our Promise to you

When you provide us with this information, you agree to the collection, use and sharing of your information in accordance with this data privacy notice. Our promise to you is that:

1. We will work with other businesses to put together offers we think you might like
2. You are in control of your data
3. If you do not think the data is correct, please tell us and we will put it right.
4. We will keep your data secure
5. We also promise to collect, process, store and share your data safely and securely and to make sure the businesses we work with do the same

Updates to our Privacy Notice

We will occasionally update our Privacy Notice, so we suggest that you review this Notice from time to time. If we make substantial changes to our Privacy Notice, we will endeavour to inform you directly about these changes.

Complaints Procedure

In the event that you may wish to make a complaint, please download our complaints procedure to find out how to make a complaint.