Our contact Details
Name: DM Nesbit & Co
Address: 7 Clarendon Road, Portsmouth PO5 2ED
Phone Number: 023 9286 4321
Our Data Protection Officer is Michelle Graham
Phone number: 023 9286 4321
What type of information we hold
We currently collect and process the following information:
- For vendors, persons on our mailing list and enquirers, we collect and hold: Name, Address, Telephone Number, Email Address.
- For buyers, we collect and hold: Name, Address, Telephone Number, Email Address, Passport number, Driving Licence Number (as both driving licence and Passport may be scanned and held as forms of ID).
How we get the information and why we have it
Most of the personal information we process is provided to us directly by you.
We collect your personal data so that we can respond to queries about our services.
Where we have a contract in place with you, we will obtain the information about you directly from you or indirectly from your solicitor.
Property Sales rely on legal contracts – without the personal data these cannot be made. There are also certain requirements specified by the Law of Property (Miscellaneous Provisions) Act 1989.
Therefore, the processing is necessary for the purpose of the contract we have with you, or because you have asked us to take specific steps before entering into the contract.
We are also required by law to carry out money laundering check on property sales, to comply with the requirements of our professional body, The Royal Institution of Chartered Surveyors (RICS)
Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:
- We have a contractual obligation.
- We have a legal obligation.
- We have a legitimate interest.
What we do with the information
We use the information you have given us to respond to enquiries and send requested updates on the mailing list.
In respect of sales of Properties, we liaise with Solicitors. This is because we have Legal Obligations on Property Purchase – Exchange and Completion of Contracts. We also carry out anti money laundering checks using a third-party platform – Smart Search UK.
Otherwise we do not share personal data and we do not transfer it outside the EU.
How we store your information
Enquiries & Mailing List. Your information is securely stored using third party cloud-based software – Encore Live. Where you have made an enquiry about our services, we will keep personal information provided in a form which permits identification of data subject for no longer than is necessary for the purposes of the processing (which could be up to 6 months). We will then dispose of your information by deleting it from the software.
Information held for property purchases and therefore our commission, is also uploaded to Encore Live. Hard copy invoices for commission are entered into Sage. This is held for at least 6 years (usually 7) for VAT purposes. Again, we will dispose of your information by deleting it from the software. Paper invoices for commission are kept in a locked office and shredded after the VAT period has passed.
Both Encore Live and Sage are backed up to our Server and we also have a cloud back-up of the server each day which overwrites the previous day.
Your data protection rights
Under data protection law, you have rights including:
- Your right of access – You have the right to ask us for copies of your personal information.
- Your right to rectification – You have the right to ask us to rectify information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
- Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.
- Your right to restrict processing – You have the right to ask us to restrict the processing of your information in certain circumstances.
- Your right to object to processing – You have the right to object to the processing of your personal data in certain circumstances.
- Your right to data portability – You have the right to ask that we transfer the information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights.
If you make a request, we have one month to respond to you.
If you wish to make a request please contact us.
How to complain
If you wish to make a complaint please contact us.
You can also complain to the Information Commissioner’s Office if you are unhappy with how we have used your data. The Information Commissioner’s Office address is:
Information Commissioner’s Office
Helpline number: 0303 123 1113
Or visit: https://ico.org.uk/make-a-complaint/
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