At The Venmore Group we respect the privacy of our clients and visitors to our websites. This policy is concerned with how we collect information, what we do with it and what controls you have.
The Venmore Group consists of Bradshaw Farnham & Lea, Ball & Percival, Venmore, Venmore Auctions, Venmore Commercial & Venmore Surveys. We are passionate about property and providing high levels of customer service in our efforts to help people sell their property and find their dream homes.
We take our duty to process your personal data very seriously and we will never sell or rent your personal information to other organisations.
This policy explains how we collect, manage, use and protect your personal data.
We may change this document from time to time to reflect the latest view of what we do with your information. Please check back frequently; you will be able to see if any amendments have been made by the date it was last updated.
Please see below for more information on how and why we use your personal details:
In this policy, references to The Venmore Group, or to ‘we’ or ‘us’ are to BFL Estate Agents Ltd who are registered in England 06734039, BFL Auctions Ltd who are registered in England 06734044, both at Imperial Buildings, 9 Dale Street, Liverpool, L2 2SH and Bradshaw Farnham Lea Ltd who are registered in England 04786094 at 18 The Crescent, West Kirby, Wirral CH48 4HN.
The Venmore Group is what’s known as a ‘data controller’ of personal information provided to us. We obtain basic personal data (like your name, postal address, telephone number and email address) that you provide to us through our website, emails, phone conversations, documents you provide to us or when you visit one of our branches, for example when you:
If you are buying or selling property with us, we are required to collect further information from you to satisfy the Money Laundering Regulations 2017, this will be to allow us to prove your identity and your address. We will be very clear with you that we wished to collect such information, our reason for doing so and we would only do so with your specific consent and permission.
Any credit / debit card payments taken by The Venmore Group are processed over either a cloud-based system or using a card machine. In both systems the information is not retained by The Venmore Group. Any paper receipts which are produced do not show full account details and are disposed of securely, once processed. Cloud based receipts are generated through the system and are sent to the relevant party via email.
We collect your personal data in connection with specific activities such as property updates, communicating with vendors regarding the marketing of their homes, communicating with vendors and purchasers regarding an ongoing property transaction, newsletter requests, feedback, competition entries, information you provide in public forums on our sites and applications.
The information is either needed to fulfil your request or to enable us to provide you with a more personalised service. You don’t have to disclose any of this information to browse our sites. However, if you choose to withhold requested information, we may not be able to provide you with certain services.
Sometimes, with your consent, we will process your personal data to provide you with information about our properties or services that you have requested or are expecting.
On other occasions, we may process personal data when we need to do so to fulfil a contract (for example if you are selling your property with us and we are providing you with feedback following viewings), or where we are required to do so by law or other regulatory bodies.
The Venmore Group also process your data when it is in our legitimate interests to do this and when these interests do not override your rights. Those legitimate interests include providing you with information on our services, newsletter requests, feedback, competitions and those of other carefully selected organisations. Please see the section on ‘Legitimate Interest’ for further details.
We will also hold information about your details so that we can respect your preferences for being contacted by us.
We collect your personal information a number of ways:
We combine the information from these sources with the information you provide to us directly.
From time to time we may pay for the contact details of people who might be interested in hearing from us in future. Before we purchase contact information, we always check the wording used when your information was originally collected, to make sure that we only contact people who have actively expressed an interest in receiving information from third parties.
When providing permission for 3rd party organisations to share your data you should check their Privacy Policies carefully to understand fully how they will process your data.
All the personal data we process is processed by our staff in the UK. Data will remain resident in the UK for the purposes of IT hosting and maintenance.
On occasion, some of our 3rd parties hold data outside the European Economic Area (EEA). Where this takes place, the relevant company adhere to the EU-U.S. Privacy Shield framework, which ensures that personal data can be transferred outside the EU in compliance with the GDPR’s data transfer requirements.
If you would like to change the way you hear from us or no longer wish to receive direct marketing communication from us then use the update preferences / unsubscribe section of any email communication or use the contact form on our 'Contact Us' page.
We have a number of lawful reasons that mean we can use (or 'process') your personal information. One lawful reason is something called 'legitimate interests'. Broadly speaking Legitimate Interests means we can process your personal information if:
Please read the 'Legitimate Interest' section for more information.
We only disclose information to third parties or individuals when obliged to by law, for purposes of national security, taxation and criminal investigations and the following:
All data is confirmed at the point of collection. Should your information change at any time, please notify us by either updating your preferences on an email communication or by filling out a contact form on our Contact Us page, alternatively, you can email us at [email protected]
Please note that we are unable to cross reference our ongoing database with the Email Preference Service, therefore should you sign up to the EPS whilst already registered on our database, please be aware that this will not automatically remove your details from our system. Please use the update preferences / unsubscribe feature in any email communication, fill in the contact form on our Contact Us page, alternatively, you can email us at [email protected]
We hold your information only as long as necessary for each purpose we use it, below are examples of some of our retentions to give you an idea of how long we hold your information for.
- Basic personal information after registering with us looking for property / considering selling your home.
We will hold this information with the intention of processing it under the ‘Legitimate Interest’ basis, for the purposes of direct marketing to keep you informed of any services that may be of interest to you for a period of 10 years. This is based on what we’ve always known to be the average period that someone would move home again. In recent years we have seen this average increase to over 20 years, however, we do not feel that is an accurate balance under the definition of ‘Legitimate Interest’.
- Personal information relating to the purchase / sale of a property
This will be held securely for a period of 7 years in line with The Property Ombudsman’s current guidance
- When purchasing / selling a property with us, personal information proving your name and address which will be held securely for a period of 5 years in line with the Money Laundering Regulations 2017.
- Any personal information held pertaining to a survey carried out by us will be held securely for a period of 6 years in line with the Royal Institute of Chartered Surveyors (RICS) guidelines.
If you decide to request that we have no further contact with you, we will keep some basic information in order to avoid sending you unwanted materials in the future and to ensure that we don’t accidentally duplicate information.
All data is held securely on our systems which are designed and maintained following industry best practise for storing and securing personal information.
Portable devices, such as laptops, are encrypted and all of our client software packages are password protected.
All of our staff are trained on Data Protection processes and are aware of our internal procedures should a security breech be identified. Employees data protection training is renewed annually to ensure security and integrity is maintained.
A new data protection law, starting in May 2018, gives everyone a number of very important rights. These are:
If you would like to know more about your rights under the data protection law see the Information Commissioners Office website.
Remember, you can change the way you hear from us, withdraw your permission for us to process your personal data or exercise any of your above rights at any time by using the update preferences / unsubscribe section of any email communication or use the contact form on our 'Contact Us' page.
Our data protection officer can be contacted by writing to:
Data Protection Officer
9 Dale Street
Or by emailing: [email protected]
If you wish to talk to us about anything in the policy or the information we hold about you please contact our data protection team:
At The Venmore Group we work with a selection of 3rd party companies in order ensure that we are able to provide you with the highest level of service.
|What does the company do?||Secure Print & Post system|
|Example of data provided||Name & address|
|Reason for providing data||For the fulfilment of sending individual items in the post|
|Company Name||Expert Agent|
|What does the company do?||Cloud based estate agency software|
|Example of data provided||Name, Address, Contact numbers, email address, property search criteria, Proof of Identity and Residency (if buying / selling a property with us).|
|Reason for providing data||To fulfil the request of our clients by marketing their properties, providing prospective purchasers with suitable properties and communicating with both vendors and purchasers whilst assisting with progressing property transactions.|
|What does the company do?||Online Reputation Platform|
|Example of data provided||Name, email address and address of property sold / purchased|
|Reason for providing data||To fulfil review requests to all vendors and purchasers who have completed a property transaction through us.|
|Company Name||Brief Your Market|
|What does the company do?||Digital Marketing Platform|
|Example of data provided||Name, address, contact numbers & email address|
|Reason for providing data||To send out tailored digital marketing to our client base.|
|What does the company do?||Cloud based Auction Membership System|
|Example of data provided||Name, address, contact numbers, email address, document upload facility|
|Reason for providing data||To fulfil the request of our clients by allowing them to manage their membership online and keep their personal details up-to-date|
|Solicitor Company Name||Pipedrive|
|What does the company do?||Cloud based company management & diary system|
|Example of data provided||Solicitor company name, company address, point of contact name, contact numbers, email address.|
|Reason for providing data||To record communication and appointments with our panel of solicitors.|
|Company Name||Unique IQ|
|What does the company do?||Auction Administration System|
|Example of data provided||Name, address, contact numbers, email address and address of property sold / purchased.|
|Reason for providing data||To fulfil the request of our clients by marketing their properties, uploading and hosting legal packs and communicating with both sellers and buyers during a property transaction.|
Under the new data protection law starting in May 2018 we have a number of lawful reasons that we can use (or 'process') your personal information. One of the lawful reasons is called 'legitimate interests'.
Broadly speaking Legitimate Interests means that we can process your personal information if:
So, what does this mean? When you provide your personal details to us we use your information for our legitimate business interests to provide you with information on additional services we feel would benefit you. Before doing this, though, we will also carefully consider and balance any potential impact on you and your rights.
Some typical examples of when we might use the approach are for preventing fraud, direct marketing, maintaining the security of our system, data analytics, enhancing, modifying or improving our services, identifying usage trends and determining the effectiveness of our campaigns and fundraising.
We will process the personal information you have supplied to us to conduct and manage our business to enable us to give you the most appropriate marketing, information, service and products and provide the best and most secure experience. These are what we consider to be our 'Legitimate Interests'.
The following are some examples of when and why we would use this approach:
We will also hold information about you so that we can respect your preferences for being contacted by us.
When we process your personal information for our legitimate interests, we will consider and balance any potential impact on you and your rights under data protection and any other relevant law. Our legitimate business interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
Remember, you can change the way you hear from us or withdraw your permission for us to process your personal details at any time by using the update preferences / unsubscribe section on any email communication or our contact form on the 'Contact Us' page.
This document was last updated: May 2018