This privacy policy (together with our terms of use and any other documents referred to on it) sets out how The Conveyancing Partnership Ltd (TCP) and Intelligent Service Group Ltd (ISG) trading as iamproperty (“we”) use and protect any information that you give TCP when you use this website.

TCP and ISG are committed to ensuring that your privacy is protected.  Should we ask you to provide certain information by which you can be identified when using this website, then you can be assured that it will only be used in accordance with this privacy statement.

Please read the following carefully to understand our views and practices regarding your personal data and how we will treat it.

For the purpose of the General Data Protection Regulations 2018, the data controller is: The Data Protection Officer. 6 Floor Arden House. Regent Centre. Gosforth. Newcastle upon Tyne. NE3 3LU.

We may change this policy by updating this page.  You should check this page from time to time to ensure that you are happy with any changes.  This policy was last updated on 2 October 2018.

What data we collect

  • Your full name.
  • Your date of birth.
  • Your full address and postcode.
  • Your job title, profession.
  • Contact information including telephone numbers and email address.
  • Information in relation to the property being purchased.
  • Information in relation to your source of funds for any purchase.
  • Information that you provide by filing in forms on site; www.tcp-ltd.co.uk (“this website”).  This includes information provided at the time of registering to use this site, subscribing to our service, posting material or requesting further services.  We may also ask you for information when you report a problem with this website.
  • If you contact us, we may keep a record of that correspondence.
  • Your IP Address.
  • Details of your visits to this website and the resources that you access.

Why we collect this information

We require this information to understand your needs and provide you with a complete service, and in particular for the following reasons:

  • As part of the legal requirement of any contract entered with you.
  • To establish identity and carry out Anti Money Laundering checks as required under The Money Laundering Directives 2017.
  • To allow us to provide you with a quote for conveyancing service providers.
  • To allow you to participate in interactive features of our service, when you choose to do so.
  • To ensure that content from this website is presented in the most effective manner for you and your computer.
  • Internal record keeping.

How we use your personal information

The personal information we collect from you will be used for identification and to create a profile to provide you with our relevant products or services. We use and analyse this personal information where necessary for the following purposes:

  • To improve our products and services: we use your personal information to build a profile to understand your individual requirements and personalise service we offer you.
  • Processing your transaction: we use relevant personal information described above (including your name, address and date of birth) to enable us to complete a transaction with you. This information may be required to be passed on to third parties such as solicitors, surveyors and financial advisors.
  • Prevention of fraud and Money Laundering: we will use your personal information to allow us to meet our obligations in the prevention of money laundering and fraud. For this purpose, we may share your personal information with our referencing provider; Lexis Nexis, TM Group (UK) Limited and/or solicitors. This is necessary for the purposes of our legitimate interests in ensuring we are not the victim of fraud and to protect our legal rights.
  • Customer Support: when contacting the team, we will use personal information (such as your address, telephone number and email address), as well as your contact history to provide you with the best service possible. We will process your personal information in this way if it is necessary for the performance of a contract, or if it is required for us to comply with any legal obligations. If it is not necessary to process your personal data for either of these reasons we will process it as it is necessary for the purposes of our legitimate interests in ensuring, we can provide the best service possible.
  • Website experience: if you are logged in to your account we may alter the way the website works to improve and/or enhance the information displayed to you, or to optimise the way you interact with the website.

With Separate Consent

  • We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
  • Notify you about changes to our service.
  • Use your information to contact you for market research purposes either by email, phone or mail. We may use the information to customise the website according to your interests.

How long will we keep your information for?

Your personal information will be retained, usually in computer or manual files, only for as long as necessary to fulfil the purposes for which the information was collected; or as required by law; or as long as is set out in any relevant contract you may hold with us.  For example:

  • Where services are engaged, data will be retained for a minimum of 7 years from the date of completion
  • Where our services are not engaged data is retained for 12 months from the date quotes were provided.

How data is stored

Your data is stored within an electronic database system accessed by employees of The Conveyancing Partnership. Employees of ISG (Intelligent Services Group) may also access this data on a restricted basis where necessary, for instance where technical or account support is required. Paper copies of your data may also be stored securely and accessed by employees of The Conveyancing Partnership.

All digital information you provide to us is stored in the UK & Ireland on our secure (password and firewall protected) servers and all paper-based information is also securely stored in the UK. All electronic transactions and data transmissions between your Device and our Website will be encrypted using industry-standard SSL (Secure Socket Layer) technology; and our website has a SSL certificate. Unfortunately, the transmission of information via the internet is not completely secure and so we cannot guarantee the security of any data sent over the internet between your Device and our Website. Any such data transmission is at your own risk.

Once we have received your information, we will use strict procedures and security protocols to try to prevent unauthorised access

The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers or contractors. Territories outside of the EEA may not have equivalent legal protections to those that apply within the EEA, but we are under a duty to make sure that our suppliers and contractors located outside of the EEA continue to take all steps reasonably necessary to ensure that your data is treated securely and in accordance with this Policy.

By submitting your personal data to us, you agree to this transfer, storing or processing.

Security

We are committed to ensuring that your information is secure.  In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and operational procedures to safeguard and secure the information we collect online.

IP Addresses

We may collect information about your computer, including where available your IP address, operating system and browser type for system administration reasons.

Links to other websites

Our website may contain links to other websites of interest.  However, once you have used these links to leave our site, you should note that we do not have any control over that other website.  Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites therefore they are not governed by this privacy statement.  You should exercise caution and look at the privacy statement applicable to the website in question.

How we use 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 cookies to identify which pages are being used.  This helps use analyse data about webpage 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 up 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 will be given the option to accept or decline cookies. Declining cookies may prevent you from taking full advantage of the website.

Disclosure of your information

We may disclose your personal information to any member of our group, which means our subsidiaries, our ultimate holding company (ISG) and its subsidiaries, as defined in section 1159 of the UK Companies Act 2006.

We may disclose your personal information to third parties:

If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce or apply our terms of use and other agreements; or to protect the rights, property, or safety of TCP, our customers, or others.  This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.

Controlling your personal information

You have the right to ask us not to process your personal data for marketing purposes, to alter your preferences for the type of marketing content you receive, such as information about related services etc. Or to alter the methods via which you receive marketing correspondence from us. For example: via email, text, post or phone call.

We will inform you, before collecting your data, if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes.

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

  • Whenever you are asked to fill in a form on the website you will be asked to “opt in” where you wish for your information to be used for direct marketing purposes.
  • We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so.
  • TCP will discuss services from third parties which may be of interest to you. However, your personal information will not be provided to these parties without your prior consent.
  • If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by writing to or emailing us at dpo@network.intelligentservicesgroup.com.

Right to Access and the Correction of your personal information

If you believe that any information we are holding on you is incorrect or incomplete, please email tpo@network.intelligentservicesgroup.com as soon as possible. We will promptly correct any information.

Under the General Data Protection Regulations 2018, you also have the right to ask for a copy of your personal information and to correct any inaccuracies.

Requests are to be sent to TCP in writing and we will respond to your request within 30 days of the date your request is received. If you would like a copy of the information that we hold about you, please write to:

The Data Protection Officer. 6 Floor Arden House. Regent Centre. Gosforth. Newcastle upon Tyne. NE3 3LU.

TCP reserve the right to refuse or make a charge for requests that are manifestly unfounded or excessive and should a request be refused you will be advised as to the reasons why. Where a request is refused, you will be able to refer the matter to the Property Ombudsman and TCP will provide you with the information you will need to allow you to do so.

Right to be Forgotten

You have the right to request that your personal data is erased, and TCP will action your request provided there is not a lawful reason not to do so. When your request is received, TCP will provide you with the date in which your data will be erased. Your data will not be processed or shared, unless there is a legal or lawful requirement for us to do so, during this time.

Personal Data Breaches

In order to comply with applicable law, TCP has implemented procedures to detect, report and investigate personal data breaches. A data breach is defined by the Information Commissioner’s Office (ICO) as;

“A breach of security leading to the destruction, loss, alteration, unauthorised disclosure or, or access to, personal data.”

The ICO will be informed of any data breaches which present a high risk to our clients and customer’s rights and freedoms and in line with applicable law, a notifiable breach will be reported within 72 hours of us becoming aware of it.

Should you have any questions

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to:

The Data Protection Officer

6 Floor Arden House

Regent Centre

Gosforth

Newcastle upon Tyne

NE3 3LU