INTRODUCTION

At Tavistock Bow, we value the privacy of our clients, customers and the individuals that engage with us and we strive to be as transparent as possible about why and how we collect and process Personal Data.

Due to the nature of our business activities, it is essential for us to collect certain personally identifying information (Personal Data) from the people with whom we come in to contact, whether it be basic information such as a phone number, email address or postal address, or more detailed information required to form the basis of a contract or to aid the progression of a transaction.

You have the right to know how and why this data is collected, how it will be used and be confident that we operate robust procedures for the secure storage and transmission of that data when required, and that you as the individual have control over your data.

At all times our intention is to be open and transparent in regard to how we collect, process, store and use your data, our requirement for this data, who we may share it with (and why).

For these reasons we offer the TAVISTOCK BOW PRIVACY PROMISE.

TRANSPARENCY

We collect, process and store personal data to:

• Enable us to perform our business activities
• Deliver the best possible experience for our customers and clients
• Use feedback to improve our services where possible
• Offer genuinely interesting and relevant marketing material
• Monitor activity to ensure our services and communications are optimised for our audience

In some cases, we have a legal obligation to collect and store for a prescribed period certain personal data about individuals with whom we interact. Our business activities may necessitate the transfer of personal data for the progression or on-going administration of a property transaction to:

• Third party Data Processors (sub-contractors)
• Additional Data Controllers (corporate/institutional Landlords)

We make every effort to ensure that each and every third party Data Controller/Processor with whom we engage have equally robust and compliant Data Protection Procedures in place for processing, transfer and storage of personal data.

We DO NOT seek to collect personal data for any other reason and PROMISE that all Personal Data collected from our customers and clients WILL NOT be provided to third parties for commercial gain.

PRIVACY NOTICE

Tavistock Bow is committed to ensuring your privacy is protected. Should we ask you to provide certain information by which you can be identified when using our website or engaging in any email or verbal correspondence with us, WE PROMISE that it will only be used in accordance with this privacy notice.

The following sets out our Privacy Policy and the basis on which we will process any Personal Data that we collect and receive from and about users of our website (www.tavistockbow.com), customers who register with us for property searches, subscribers to our newsletters and clients instructing us in a professional capacity as their property advisor.

We may need to change this policy from time to time and will update this page accordingly. We recommend checking this page periodically to ensure you are still in agreement with the policy and any changes that may have occurred. This policy is effective from 25/5/18.

Who We Are

For clarity, references to ‘Tavistock Bow’ and ‘We’ shall mean:
Tavistock Bow Ltd. of 31a Long Acre, London WC2E 9LA
registered in England & Wales under Company Number 9122123

Our Privacy Commitments

We will only collect, use, share and keep Personal Data for legitimate business purposes that we explain here below, or where we have a legal requirement to do so.

We undertake to be as clear and open as possible with you on what Personal Data we collect and how it will be processed.

As long as we maintain records of your Personal Data, we will keep it up to date and protect it with appropriate safety measures.

Legal Basis

The legal bases we rely on for the collecting and processing of Personal Data include:

1. Contractual Obligation
2. Legal Compliance
3. Legitimate Interest
4. Consent

Data Collection

We collect the following Personal Data from or about you as customer or client of Tavistock Bow.

Personal Data Collected Directly from you including your:

• Name
• Phone numbers
• Postal address
• Email addresses

Our legal basis for the collection and processing of this data is the provision to you of the services requested by you and offered by Tavistock Bow.

Personal Data Collected Automatically:

• From our Website
• From the use by you of third party property portals such as Rightmove & Zoopla (The Sites)
• The data transmitted from your browser includes your IP address, the date and time of the visit, the pages accessed, the access status/HTTP status code, your browser, your operating system and interface, as well as the language and version of the browser software.

The legal basis for collecting and processing this personal data is to enable us to operate The Sites and provide you with access to the pages you wish to access.

• Personal Data received indirectly through third party suppliers/sites, which enables us to create and store a record of your requirements.

The legal basis for collecting and processing this personal data is our legitimate interest in knowing more about our customers specific requirements in order to assist them effectively with their search.

In certain circumstances the following additional personal data may be required:

• Personal forms of identification (Driving Licence, Passport, Utility Bills, Visas) for the purposes of formal identification under existing legislation (Right To Rent & Anti-Money Laundering Regulations)
• Details about your occupation and current residential status
• Personal Bank Account Details for the setting up of Money Transfers and Standing Orders for rent payments, or for depositing funds received on behalf of our clients

In circumstances where more sensitive personal data is collected (with your permission), we undertake to provide secure procedures for the collection, transmission and storage of such data including encrypted email communication and password protected storage compliant with the General Data Protection Regulations 2018.

Use Of Your Personal Data

We will use your personal data for the following:

• Administration of your property search and to contact you about your search and any subsequent agreed transaction (purchase or rental)
• To administer and market your property for sale or letting, or for the on-going management of your property
• To contact you with marketing messages which you have requested or agreed to receive from us by Opting-In (for example our periodic newsletters and market comment)
• To provide Personal Data to third parties only in relation to the progression of a purchase/sale/rental/letting for the provision of other associated services essential to the completion of a transaction (IE Referencing Agencies etc.)
• To contact you with surveys and feedback requests (for example relating to a property you have viewed or a service we have provided)
• To analyse the browsing history of our customers and the way our customers use The Sites.

Cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Internal Record Keeping & It’s Use for Marketing Purposes

We may use the information to improve our services and may periodically send promotional emails about our services, special offers and/or other relevant information which we think you may find of interest using the email address you have provided.

From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone or mail. We may use the information to customise the website and/or marketing material such as newsletters and market updates according to your interests.

To agree to the above and receive only relevant marketing material direct from Tavistock Bow (and NOT third parties) please OPT-IN here

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have employed robust and compliant physical, electronic and managerial procedures to safeguard and secure the information we collect online and through written and verbal communication with our staff, including https protocols, password protected file storage and encrypted email transmissions in-line with the updated General Data Protection Regulations 2018 (GDPR) effective 25/05/18.

Google Analytics

Google Analytics, a web analytics service provided by Google, Inc. (“Google”) also places cookies on your computer, to enable Google to provide us with activity reports relating to the Sites. Google uses this data only to provide us with information on how users use the Sites and does not associate your IP address with any other data held by Google. The information generated by Google cookies about your use of the platform (including your IP address) will be transmitted to and stored by Google on servers in the United States. You may refuse these cookies by selecting the appropriate settings on your browser or by downloading and installing the browser plug-in available under https://tools.google.com/dlpage/gaoptout?hl=en-GB

Data Sharing

Tavistock Bow WILL NOT sell your information. We WILL NOT share your information with any third party, except as stated in this Privacy Notice or as required to operate The Site, provide our services to you, administer your account, or where we have a legal obligation to do so.

Social Media

We may share your Personal Data with relevant social media sites to enable them to provide marketing messages that you have agreed to receive from them.

Links To Other Websites

Our website may contain links to other websites that may be of interest. We do our utmost to ensure that any outbound links from our website are to trusted third party websites, however, once you have used these links to leave our site, please note that we have no control over external websites. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting external sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Control Of Your Personal Information

You may choose to restrict the collection or use of your personal information in the following ways:

• When contacting us directly or filling in a form on our website, please indicate that you are happy for us contact you in relation to the provision of our services and to receive direct marketing from us (NOT any third parties) by checking the ‘Opt-In’ box
• Once you have Opted-In, you agree to us using your personal information for direct marketing purposes, however you may change your mind at any time by emailing us at hello@tavistockbow.com or hitting the ‘unsubscribe’ option on any of our email communications
• WE WILL NOT sell, distribute or lease your personal information to third parties without your expressed permission unless we are required to do so by law.
• You have the right to request details of personal information we hold about you under the General Data Protection Regulations 2018. If you would like a copy of the information we hold please email hello@tavistockbow.com
• You have the right to request that we delete any personal data we hold about you under the General Data Protection Regulations 2018. If you wish for us to delete your records, please email hello@tavistockbow.com. We will respond to your request within a reasonable time period as stated in the above mentioned regulations. However, please note that in certain circumstances we have a legal obligation to maintain records and data on individuals for a period of time in line with existing legislation. In the event that your data is not subject to this additional legislation, we will undertake to delete all personal data we hold about you in line with the guidelines set out in the General Data Protection Regulations 2018.
• It is in your interests to ensure that any data we hold about you is accurate and complete. If for any reason you believe the data we hold about you is inaccurate, please email hello@tavistockbow.com to advise us and we can then initiate an encrypted channel of communication with you to ensure the safe transfer of any updated data.