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Privacy Policy

At City Realtor we are committed to ensuring that your privacy is protected. This privacy notice, together with our Terms and Conditions and any other notice referred to in it, explains how we will collect your personal data, how we protect it, what we do with it and how you can manage our utilisation of your information or terminate usage.

City Realtor is data controller in respect of the personal data processed when you visit our website, our offices and use our telephone services. If you have any questions or concerns in relation to this Privacy Notice you can contact our Data Protection Officer at admin@cityrealtor.co.uk or by writing to the Data Protection Officer, City Realtor, 52 Cannon Street Road, London E1 0BH.

CHANGES TO THIS PRIVACY STATEMENT OR USE OF DATA
From time to time, we may add or change functions, features or services offered by advertisement online or offline and at our website/s. This, and our commitment to protecting the privacy of your personal information, may result in periodic changes to this Privacy Policy. As a result, please remember to refer back to this Privacy Policy regularly to review any amendments. We will use information in accordance with the privacy policy under which the information was collected.

This privacy notice was last amended 25th August 2018. It supersedes any earlier version. This website is not intended for use by children.

By using any of our websites or our Services, you unconditionally agree to be bound by 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 privacy practices and cannot control it. We encourage our users to be aware when they leave our site and to read the privacy statements of each and every website that collects personally identifiable information. This privacy statement applies solely to information collected by City Realtor.

WHAT INFORMATION WE MAY COLLECT AND HOW WE USE IT
As a business we collect, use, store and transfer different types of personal data depending on who you are.

If you are purchasing, renting, selling or letting a property through City Realtor, or purchasing, renting, selling or letting a property from one of our clients, we collect and use your personal data in order for us to provide you with our services. The personal data we collect and use may include:

Identity Data (name, marital status, title, date of birth, gender, username and password, purchases made by you, your interests and preferences, feedback and survey responses)
Contact Data (billing address, delivery address, email address and telephone numbers)
Financial Data (bank account and payment details)
Transaction Data (details about payments to and from you and other services you have purchased through us)
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.

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 admin@cityrealtor.co.uk or by writing to the Data Protection Officer, City Realtor, Apex House, 52 Cannon Street Road London E1 0BH.

HOW YOUR PERSONAL DATA IS 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;
create an account on our website;
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 central support team
enter a competition, promotion or survey; or
give us some feedback.
Complete suggestion and service request forms
In addition to registration, our website offers form facilities for feedback or request of service such as financial services. Information requested may include contact information (such as name and telephone numbers), and demographic information (such as postcode and age level). Survey information will be used for the offer and provision of services and to monitor and improve the use and satisfaction of the cityrealtor.co.uk website and services.

Utilise ‘Email- a –friend ‘ and ‘ recommendation scheme’
We provide a facility for property details or other information at our website to be forwarded to a friend. You may also elect to use our referral service for informing a friend about our services (for example our recommendation scheme). We ask you for your friend’s name and email address so that City Realtor can contact the friend by phone, email, SMS text or post inviting them to consider our services and we will request that your friend opts in to receive our marketing communications.

Third parties or publicly available source
We may receive personal data about you from various third parties and public sources as set out below:

Contact, Financial and Transaction Data from providers of payment services such as Mastercard based inside the EU.

Identity and Contact Data from data brokers or aggregators such as:

Rightmove based inside the EU
Zoopla Property Group based inside the EU
Facebook based outside the EU
We may supplement information we receive with information from Third party sources. For example to determine if tenant customers have satisfactory references we will use credit reference data via third party service such as Veri-Check Ltd, and gain Identity and Contact Data from publicly availably sources such as Companies House and the Electoral Register based inside the EU.

HOW WE USE YOUR PERSONAL DATA
In the table below we summarise the ways that we plan to use your personal data and the purposes for which we will use your personal data. 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.

Purpose/ActivityType of dataLawful basis for processing including basis of legitimate interest
To contact youContact
Financial
Transaction
Marketing & Communications
Performance of a contract with you Necessary for our legitimate interests (for running our business, to recover debts due to us, to keep our records updated and to study how customers use our products/services)
To carry out our obligations arising from any contracts entered into between you and us and to provide with you the information, products and services you request from usContact
Financial
Transaction
Marketing and Communications
Performance of a contract with you
Necessary for our legitimate interests (for running our business and to recover debts due to us)
To provide you with information about other goods and services that we offer which we feel may interest youContact
Technical
Usage
Necessary for our legitimate interests (to develop our products/services and grow our business)
To permit selected third parties:
– to provide you with information about goods or services which we feel may interest you
– to assist us in the improvement and optimisation of advertising, marketing material and content, our services and the website
Identity
Contact
Technical
Usage
Consent (in relation to SMS and email marketing communications) Necessary for our legitimate interests (to develop our service offering)
To assist us in the improvement and optimisation of advertising, marketing material and content, our services and the websiteIdentity
Contact
Financial
Transaction
Marketing and Communications
Necessary for our legitimate interests (to develop our products/services and grow our business and provision of administration and IT services)
To notify you about changes to our service and /or website/sIdentity
Contact
Necessary to comply with our legal obligations
Necessary for our legitimate interests (to keep our records updated)
To ensure that content from our website is presented in the most effective manner for you and your computer / devicesIdentity
Contact
Financial
Transaction
Necessary for our legitimate interests (to develop our products/services and grow our business and provision of administration and IT services)
To verify your identityIdentity
Contact
Financial
Transaction
Necessary to comply with our legal obligations
Necessary for our legitimate interests (for running our business and to prevent fraud and money laundering)
As part of our efforts to keep our site safe and secure and to prevent or detect fraudIdentity
Contact
Financial
Transaction
Necessary to comply with our legal obligations
Necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise)
To provide customer supportIdentity
Contact
Performance of a contract with you
To facilitate and to enable you to partake in a property viewing, open house event or visits to property marketing suitesIdentity
Contact
Performance of a contract with you
Necessary for our legitimate interests (for running our business and to develop and grow our business)
To comply with the requirements imposed by law or any court orderIdentity
Contact
Technical
Usage
Necessary to comply with our legal obligations

Marketing
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:

Contacting us at any time by emailing admin@cityrealtor.co.uk or by calling 020 7790 7702
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.

Third-party marketing
We will get your express opt-in consent before we share your personal data with any company outside for marketing purposes.

Log Files / IP Addresses
When you visit our website, we may automatically log your IP address (the unique address which identifies your computer on the internet), which is automatically recognised by our web server. We use IP addresses to help us administer our Website and may collect broad demographic information for aggregate use. We do not link IP addresses to personally identifiable information.

Non-personal information
We may automatically collect non-personal information about you such as the type of Internet browsers you use or the site from which you linked to our websites. You cannot be identified from this information and it is only used to assist us in providing an effective service on our Website. We may from time to time supply the owners or operators of third party sites from which it is possible to link to our Website with information relating to the number of users linking to our Website from their sites. You cannot be identified from this information.

Use of Cookies
Cookies are pieces of information that a website transfers to your hard drive to store and sometimes track information about you. Most web browsers automatically accept cookies, but if you prefer, you can change your browser to prevent that. However, you may not be able to take full advantage of a website if you do so. Cookies are specific to the server that created them and cannot be accessed by other servers, which means they cannot be used to track your movements around the web.

We use cookies for the following reasons:

To identify who you are and to access your account information;
To estimate our audience size and patterns;
To ensure that you are not asked to register twice;
To track preferences and to improve and update our website; and
To track the progress and number of emails opened in some of our marketing communications.
The City Realtor website and applications may automatically collect data about how you use our services in order to help us improve future functionality. We use Google Analytics, which is a web analysis service provided by Google.

The cookies on the City Realtor website do not track, collect or upload data such as your name, email address or billing information, and Credit card information is not stored in cookies. Although they do identify a user’s computer, cookies do not personally identify customers or passwords, but it may collect data about your equipment and browsing activities. We may collect and report on the adoption and usage of specific features, crashes and exceptions and other useful, anonymous metrics.

Certain devices can detect your approximate location, via latitude and longitude. The accuracy of this data is not in the control of City Realtor. If this feature is requested, City Realtor 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.

DISCLOSURES OF YOUR PERSONAL DATA
We may have to share your personal data with the parties set out below for the purposes set out in the “Purposes for which we will use your personal data” table above. We have agreements in place with our third parties that restrict their use of your personal data. We only allow third parties to use your personal data for specified purposes and in accordance with our instructions.

External Third Parties

Service providers acting as processors based in the United Kingdom who provide IT and system administration services, anti-money laundering service providers , referencing service providers ( such as Veri-Check Ltd) , tenancy deposit administrators (such as My Deposits or the Tenancy Deposit Scheme) and services to enable us to perform our contract with you.

Property developers acting as Processors or independent controllers based in the UK who process your personal data in order to arrange and facilitate your visit to their marketing suite.

Advertisers and advertising networks (including social media) that require the data to select and serve relevant adverts to you.

Professional advisers acting as processors or joint controllers including lawyers, bankers, auditors and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accountancy services.

HMRC, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances. We will refer your personal information to the following third parties, but only where you have consented for us to do so:

If you are a tenant and we are helping you with the administration in moving, we will refer your personal information to Utility companies including Spark Energy. If the property is being managed by us and you require the use of repair or maintenance services we will refer your personal information to those maintenance services providers to complete actions on the property.

Other Third Parties

Sometimes there may be third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.

DATA SECURITY
City Realtor places a great importance on the security of all information associated with our customers. We have security measures in place to attempt to protect against the loss, misuse and alteration of customer data under our control. For example, our security and privacy policies are periodically reviewed and enhanced as necessary and only authorised personnel have access to user information (we limit who can access your personal data to those individuals and third parties who need to know it and who are subject to a duty of confidentiality) With regard to our websites, we use secure server software (SSL) to encrypt financial information you input before it is sent to us. While we cannot ensure or guarantee that loss, misuse or alteration of data will not occur, we use our best efforts to prevent this.

If we become aware of a data breach we will notify the Information Commissioner’s Office. If we believe that the data breach is serious, we may notify you in accordance with our legal requirements.

INFORMATION STORAGE AND INTERNATIONAL TRANSFERS
Information, which you submit, is stored on a computer located in the European Economic Area. This is necessary in order to process the information and to send you any information you have requested. We may transfer information submitted by you to our other offices and to reputable third party suppliers, which may be situated outside the European Economic Area. We will not transfer your personal data outside of the European Economic Area, except to a country offering the same level of protection for your personal data. For example, with certain service providers we may use specific contracts approved by the European Commission which ensures that your personal data has the same protection as it would have in Europe.

In addition, if you use our Services whilst you are outside the EEA, your information may be transferred outside the EEA in order to provide you with those Services.

Sharing
We may share aggregated demographic information with our partners and advertisers. This is not linked to any personal information that can identify any individual person. We may use an outside credit card processing company for payment of services. These companies do not retain, share, store or use personally identifiable information for any secondary purposes. We may partner with another party to provide specific services e.g. Property Management services. When a customer signs up for these services, we will share names, or other contact information that is necessary for the third party to provide these services. These parties are not allowed to use personally identifiable information except for the purpose of providing these services.

DATA RETENTION
We hold on to your personal data whilst you use our services (or whilst we provide services connected to you) and for at least seven years thereafter, for legal, regulatory and accounting purposes. If we need to hold on to your personal data for longer, we take into consideration the potential risks in continuing to store your data versus the reasons we might need to keep it. In some circumstances we might anonymise your personal data so it is not associated with you, and we may then use this information indefinitely.

YOUR LEGAL RIGHTS
Under data protection laws you have the right to protect and look after your personal data.

You have the right to:

  • ask us for the personal data that we hold and process about you (this is commonly known as a data subject access request).
    You have rights to the following information:

    • the purpose(s) for which we are processing your information;
    • the categories of personal information we hold about you
    • the recipients or categories of recipient to whom the personal data have been or will be disclosed;
    • the period for which we will store your information, or the criteria used to determine that period;
  • prevent the use of your personal data for marketing purposes by
    • informing a City Realtor representative / telephone operator; or
    • by ticking the relevant boxes on the data collection forms; or
    • by logging into your ‘my account’ (if you have one) and checking or unchecking relevant boxes to adjust your marketing preferences; or
    • by emailing admin@cityrealtor.co.uk

(Please note that even if you refuse marketing, we will still contact you to discuss the services you have asked us to provide to you or to tell you about changes to our terms and conditions);

  • ask that any inaccurate information we hold about you is corrected;
  • ask that we delete the personal data we hold about you in certain situations;
  • ask that we stop using your personal data for certain purposes;
  • ask that we do not make decisions about you using completely automated means; and/or
  • ask that personal data we hold about you is given to you, or where technically feasible a third party chosen by you, in a commonly used, machine-readable format.

The rights listed above may not 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.

Anti-Money Laundering
City Realtor is committed to operating its business in a transparent and open manner consistent with our legal and regulatory obligations. We are aware that the real estate industry is a target for organised criminals seeking to launder the proceeds of criminal activity. We always seek to prevent this activity by cooperating fully with the authorities and reporting suspicious activity to the National Crime Agency.

As part of this commitment, we adopt a strict compliance of all Anti-Money Laundering rules, with specific emphasis on the Proceeds of Crime Act 2002, the Money Laundering Regulations 2017, the Bribery Act 2010 and the Terrorism Act 2000.

City Realtor policy commitment is applicable to all of our customers, including vendors, buyers, landlords and tenants. As a result we obtain and hold for a period of at least seven years evidence pertaining to our customers’ identity and, where appropriate, we obtain proof of ownership of property and source/destination of funds. We will be unable to proceed with any work on behalf of our customers if we are unable to obtain this information. Customers’ identity will be subject to an electronic identity check, which may also include a credit check.

City Realtor is registered and supervised by HM Revenue & Customs for compliance with the Money Laundering Regulations 2017.

Complaints and Feedback
If you would like to speak to us about how we handle your personal data, please contact our Data Protection Officer in the first instance at admin@cityrealtor.co.uk You can also complain to the Information Commissioner’s Office who is the UK supervisory authority for data protection issues.

How to contact City Realtor
We welcome your views about our website and our Privacy Policy. If you would like to contact us with any queries or comments please send an e-mail to admin@cityrealtor.co.uk

Indemnity
You acknowledge that you are solely responsible for the use to which you put this website and all the results and information you obtain from it and that all warranties, conditions, undertakings, representations and terms whether expressed or implied, statutory or otherwise are hereby excluded to the fullest extent permitted by law.

Save in respect of liability for death or personal injury arising out of negligence or for fraudulent misrepresentation, we and all contributors to this website hereby disclaim to the fullest extent permitted by law all liability for any loss or damage including any consequential or indirect loss or damage incurred by you, whether arising in tort, contract or otherwise, and arising out of or in relation to or in connection with your access to or use of or inability to use this website.

Whilst we take every care to ensure that the standard of this website remains high and to maintain the continuity of it, we do not accept any ongoing obligation or responsibility to operate this website (or any particular part of it).

If any part of our terms and conditions is deemed to be unenforceable (including any provision in which we exclude our liability to you) the enforceability of any other part of these conditions will not be affected.

These terms and conditions and your use of this website are governed exclusively by English law.

This does not affect your statutory rights as a consumer.

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