Privacy Policy & Notice

We are Keeleys Lettings Limited with registered number 07520225 and registered address 14 Eaton Court Road Colmworth Business Park Eaton Socon St. Neots PE19 8ER. Our Data Protection Lead can be contacted at info@keeleysessex.co.uk. We have produced this privacy notice in order to keep you informed of how we handle your personal data. All handling of your personal data is done in compliance with the General Data Protection Regulation (EU) 2016/679 ("Data Protection Legislation").

What are your rights?

When reading this notice, it might be helpful to understand that your rights arising under Data Protection Legislation include:

Who is the Data Controller?

What are the Lawful Basis for Processing Personal Data?

Under Data Protection Legislation, there must be a ‘lawful basis’ for the use of personal data. The lawful bases are outlined in Article 6, Section 1 of the GDPR. They are sub-sections:

About our Processing of Your Data

Personal data, or personal information, means any information about an individual from which that person can be identified. It does not include data where the identity has been removed (anonymous data).

We may collect, use, store and transfer different kinds of personal data about you which we have grouped together follows:

Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.

Contact Data includes billing address, delivery address, email address and telephone numbers.

Financial Data includes bank account and payment card details.

Transaction Data includes details about payments to and from you and other details of products and services you have purchased from us.

Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.

Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses.

Usage Data includes information about how you use our website, products and services.

Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We also collect, use and share Aggregated Data such as statistical or demographic data for any purpose. Aggregated Data may be derived from your personal data but is not considered personal data in law as this data does not directly or indirectly reveal your identity. For example, we may aggregate your Usage Data to calculate the percentage of users accessing a specific website feature. However, if we combine or connect Aggregated Data with your personal data so that it can directly or indirectly identify you, we treat the combined data as personal data which will be used in accordance with this privacy notice.

We do not collect any Special Categories of Personal Data about you (this includes details about your race or ethnicity, religious or philosophical beliefs, sex life, sexual orientation, political opinions, trade union membership, information about your health and genetic and biometric data). Nor do we collect any information about criminal convictions and offences.

Reference What catergories of information about you do we process? Why are we processing your data? Where did we get your personal data from?
B2B Marketing
  • Identity Data
  • Contact Data
Direct marketing to former, current and prospective clients. This processing is conducted lawfully on the basis of 'our legitimate interests'. Directly obtained or by referral from existing clients/partners/suppliers.
Analytics
  • Technical Data
  • Usage Data
To understand how you use our website, how you reached us and how long you spend on our website, in order to analyse our performance and improve our service. This processing is conducted lawfully on the basis of 'our legitimate interests'. Directly obtained or indirectly obtained through a client's website (notice given at the point of collection).
Fraud Prevention
  • Identity Data
  • Transaction Data
To combat fraud, we share information of clients who instruct the payment issuer to cancel payments to us without first informing us of why and/or allowing us the opportunity to issue a refund with credit reference agencies. This processing is conducted lawfully on the basis of 'protection of your, or another's vital interests'. Directly obtained or indirectly obtained through a client's website (notice given at the point of collection).
Contact Submission
  • Identity Data
  • Contact Data
When you send us information about you by posting on a forum or blog, we will store this information in order to make it available for viewing on the website. You consent is obtained at the time of posting and via reference to this notice. This processing is conducted lawfully on the basis of 'your consent'. Directly obtained or indirectly obtained through a client's website (notice given at the point of collection).
Phone Calls
  • Identity Data
  • Contact Data
We might record calls for training and/or auditing purposes. We also collect Calling Line Identification information. This is used to help improve the efficiency and accountability of our customer services. This processing is conducted lawfully on the basis of 'our legitimate interests'. Directly obtained.
Email and Web Contact
  • Identity Data
  • Contact Data
If you contact us through our website or by email, we will use the information you send in order to respond to your enquiry or complaint. This information will be kept in order to improve our service to you overall. This processing is conducted lawfully on the basis of 'our legitimate interests'. Directly obtained or indirectly obtained through a client's website (notice given at the point of collection).
Consumer Marketing
  • Identity Data
  • Contact Data
  • Transactional Data
  • Marketing and Communications Data
If you make a purchase with us, we will add your contact information to our marketing list and send you information we think you might be interested in. This processing is conducted lawfully on the basis of 'our legitimate interests'. Directly obtained.

Our use of Cookies

Cookies are small text files that are placed on your computer's hard drive through your web browser when you visit any web site. They are widely used to make web sites work, or work more efficiently, as well as to provide information to the owners of the site.

Like all other users of cookies, we may request the return of information from your computer when your browser requests a web page from our server. Cookies enable our web server to identify you to us, and to track your actions and the pages you visit while you use our website. The cookies we use may last for a single visit to our site (they are deleted from your computer when you close your browser), or may remain on your computer until you delete them or until a defined period of time has passed.

Although your browser software enables you to disable cookies, we recommend that you allow the use of cookies in order to take advantage of the features of our website that rely on their use. If you prevent their use, you will not be able to use all the functionality of our website. Here are the ways we may use cookies:

What happens if I refuse to give Keeleys Lettings Limited my personal data?

The information about you that we have collected for the performance of our contracts is required in order for us to successfully fulfil our obligations to you. If you choose not to provide the personal data requested, we will not be able to enter into a contract with you to provide the benefits we offer. If we are already processing your personal information under a contract, you must end our contractual relationship (as/where permitted) in order to exercise some of your rights.

We process some personal information as part of a contractual relationship with a Data Controller. Any requests to restrict this type of processing should be forwarded to the Data Controller; they will be responsible for discussing your concerns and making any decisions.

What are Keeleys Lettings Limited’s 'legitimate interests'?

Legitimate interests are a flexible basis upon which the law permits the processing of an individual's personal data. To determine whether we have a legitimate interest in processing your data, we balance the needs and benefits to us against the risks and benefits for you of us processing your data. This balancing is performed as objectively as possible by our Data Protection Lead. You are able to object to our processing and we shall consider the extent to which this affects whether we have a legitimate interest. If you would like to find out more about our legitimate interests, please contact us via info@keeleysessex.co.uk.

How Long will Your Personal Data be Kept?

Keeleys Lettings Limited holds different categories of personal data for different periods of time. Wherever possible, we will endeavour to minimise the amount of personal data that we hold.

Who Else Will Receive Your Personal Data?

Keeleys Lettings Limited passes your data to the third parties listed in the section 'Third Party Interests' below, for the purposes of providing our services to you, and for no other purpose.

Does Your Data Leave the EU?

Keeleys Lettings Limited uses overseas web and IT providers. Details of what data is sent where, and the safeguards in place, are included in the section 'Third Party Interests' below.

Third Party Interests

Our Data Processors

Name of Third Party Purposes for Carrying out Processing
Judge Service Customer reviews service
RightSignature Electronic Document Signatures
MFX Systems Telephone and Internet Provider
CFP Data Base Software Provider
NEST Pension Employee Pension Administrator
HSBC Banking Services
Santander Banking Services
National Approved Letting Scheme Industry Body
TDS Tenancy Deposit Protection Provider
Netbox Digital Printer services
M & G Fire Protection (Essex) Ltd Health & Safety, Fire Assessment Inspections and Reporting
M & G Fire Protection (Essex) Ltd Health & Safety, Fire Assessment Inspections and Reporting
4 Site Consulting Limited Health & Safety, Fire Assessment Inspections and Reporting
Witham Town Council Council Tax, Home and Housing Benefit
First Response Gas Heating Repairs and Maintenance
J J Windows Ltd Window supply and Fitting
Reg Hambly Westinsure Finance and Insurance Services
Lockton Companies LLP Finance and Insurance Services
All Essex Chimney Sweep Chimney Sweeping Services
P. Litscher Chimney Sweeping Services
NWG Business Gas and Electric Utility Provider
Eastern Power Network Plc Gas and Electric Utility Provider
Mr Lock Man Locksmith and Security Services
UK Parking Control Ltd Locksmith and Security Services
Phil Bright Painter and Decorators
Maynard Heady LLP Accountancy
Property Jungle Website maintenance and Hosting
Whiting & Partners Accountancy
L A S Partnership Accountancy
FCC Paragon Referencing and Credit Check Services
Public Sewer Services Drain Clearance & Waste Management
Fast Flow Drain Clearance & Waste Management
Roe Environmental Ltd Drain Clearance & Waste Management
Discreet Pest Management Pest Control and Management
All Energy Surveyors Energy Assessors
Equinox EU Ltd T/A Equinox Energy Performance Cert Energy Assessors
Camview Security Limited Locksmith and Security Installation
Chelmsford Lock & Safe Co Locksmith and Security Installation
MAC Digital TV Aerial Installation and Repairs
Academy Aerials TV Aerial Installation and Repairs
Andrew Watson Carpets & Flooring Flooring and Carpet Supplies
CT East Limited General Builders & Grounds Maintenance
D M Gill General Builder & Property Maintenance
Garage Door Installations Ltd General Builder & Property Maintenance
SDS Fencing Company Ltd General Builder & Property Maintenance
Domestic Roofing General Builder & Property Maintenance
Essex & Anglia Preservation Ltd General Builder & Property Maintenance
House 'N' Garden Services General Builder & Property Maintenance
Porter Building Maintenance Services General Builder & Property Maintenance
Danbury Fencing Ltd General Builder & Property Maintenance
James Parker Gardening and Grounds Maintenance
Mark Johnson Cleaning & Gardening Services Gardening and Grounds Maintenance
Danbury Tree Surgery Gardening and Grounds Maintenance
Limebrook Commercial Services Gardening and Grounds Maintenance
Carolyn Taylor Appliance Repairs and Supply
Foulkes Electrical Appliance Repairs and Supply
Storm Electrical Appliance Repairs and Supply
LG Insurance Services Limited Insurance/Finance
Premium Credit Insurance/Finance
Deacon Insurance/Finance
L A Giles & Sons Ltd Insurance/Finance
Callaway & Sons Insurance Consultants Insurance/Finance
HM Revenue & Customs Insurance/Finance
Giles, Gowers Insurance Associates Insurance/Finance
R Pipe Insurance Consultants Insurance/Finance
H.J. Pook Insurance/Finance
Foremost Insurance Services Insurance/Finance
Southco Electrical Qualified Electrician
ABCO Electric Service Ltd Qualified Electrician
SSE National Utility Provider
OPUS Energy Ltd National Utility Provider
London Energy National Utility Provider
Advanced Mechanical Services Ltd Oil Heating and Plumbing Engineer
Tollesbury Boiler Services Oil Heating and Plumbing Engineer
Mr Doug Brame Gas Heating and Plumbing Engineer
DMW Heating & Plumbing Gas Heating and Plumbing Engineer
Principle Plumbing & Heating Ltd Gas Heating and Plumbing Engineer
Jason Carter Gas Heating and Plumbing Engineer
Valcore Ltd Gas Heating and Plumbing Engineer
A R Nunn Gas Heating and Plumbing Engineer
B Kennedy Plumbing & Heating Engineer Gas Heating and Plumbing Engineer
John Patmore Gas Heating and Plumbing Engineer
Gary Freeman Gas Heating and Plumbing Engineer
R L Nunn Gas Heating and Plumbing Engineer
Nick Trimmer Gas Heating and Plumbing Engineer
G & J Philpot Heating Gas Heating and Plumbing Engineer
Mr Barber Gas Heating and Plumbing Engineer
OVO Energy National Utility Provider
Southern Electric National Utility Provider
Scottish Power National Utility Provider
N Power National Utility Provider
Eon National Utility Provider
British Gas National Utility Provider
Anglian Water Regional Water provider
Essex and Suffolk Water Regional Water provider
Braintree District Council Local Council office, Council Tax, Housing Benefit
Chelmsford District Council Local Council office, Council Tax, Housing Benefit
Maldon District Council Local Council office, Council Tax, Housing Benefit
TXU Energy National utility provider
John Corby Gas Heating and Plumbing Engineer

Who can you Complain to?

In addition to sending us your complaints directly to info@keeleysessex.co.uk, you can send complaints to our supervisory authority. As Keeleys Lettings Limited predominantly handles the personal data of UK nationals, our supervisory authority is the Information Commissioner's Office. If you believe that we have failed in our compliance with data protection legislation, complaints to this authority can be made by visiting https://ico.org.uk/concerns/ .