DATA CONTROLLER
Newton & Co is a trading name of Newton & Co Limited whose registered number is 09097235 and registered office is 605 Chorley Old Road, Heaton, Bolton, BL1 6BL. We are registered under the Data Protection Act 1998 and any information you supply will be treated in accordance with that Act. You can contact us on 01204 329975 or This email address is being protected from spambots. You need JavaScript enabled to view it..
WHAT THIS NOTICE IS ABOUT
This Privacy Notice tells you what information we obtain and hold about you and explains what information we collect, why we collect it, and what we do with it, as well as who we share it with. Newton & Co Limited is committed to protecting your privacy. We have developed this policy so that you can feel confident about the privacy and security of the personal information that you provide to us. This Privacy Policy forms part of our Legal Information and sets out how we hold and process information we hold about you when you use our Service. We will not use or share your information with any third party organisation for marketing purposes without your permission except as described in this Privacy Policy. By using the Service, you agree to the collection and use of information in accordance with this Policy.
INFORMATION GATHERED AND ITS USE
We collect and handle personal information about current, prospective and past tenants, guarantors, landlords, home owners and buyers and all people who enquire through us to enable us to provide properties for rent and sales both residential and commercial. We call this information “your information”. It is also referred to as “data”. You should read this notice when you give us information so you are aware of how and why we are using this. Please update us if any information supplied by you changes.
We receive and store any of the information you give us to communicate with you, to advertise properties, to assist in sales progression, to prevent fraud, for accounting and auditing purposes. For lettings this includes managing property for applications for tenancies; checking applicant suitability for tenancies (including credit checks; previous landlord checks; employment checks; immigration and similar checks); collecting rent; maintaining our accounts and records; rent collection/ paying landlords; for debt collection; administering tenancy deposits, dealing with complaints, and tenancy terminations . We will not collect personal information about you unless you provide us that information voluntarily unless to comply with current Anti-Money Laundering Regulations and other governing Laws.
We may use this information to send you news about our properties and services. We may contact you by post, email, telephone or SMS for these purposes. If you do not wish to receive such communication you can opt out by emailing us at This email address is being protected from spambots. You need JavaScript enabled to view it.. Please note that there may be instances where it may be necessary for us to communicate with you, in any event, for administrative or operational reasons relating to our service. Where you have consented to being contacted by third parties, we may make your Information available to them.
WHY WE HAVE THIS NOTICE
We are required by data protection law to give you this notice. We must be open with you about why information is collected about you and then what is done with it. We must act fairly in relation to this information. You have various legal rights relating to this information which are spelt out in more detail in this notice. If you are already an applicant, vendor, buyer, landlord, tenant, resident or guarantor some of the items in this notice may not be relevant to you. Different information will be involved depending on who you are. In order that we can collect or use information about you there must be a legal basis or gateway for doing so. This notice identifies the relevant gateway for the various types of information we collect and hold about you.
Under data protection legislation we can only process data “as necessary” and only to the extent that it is needed. For example, we can use your bank details regarding payments and other limited purposes only. However, in certain instances, as necessary, we can share any of your data, e.g. with our own professional advisers or letting and managing agents. We may also share any of your data, as necessary, with the police/law enforcement agencies or regulatory authorities.
THE DATA WE COLLECT/HOLD ABOUT YOU
We use different ways to collect data about you including the information you supply to us when applying for a tenancy/residency. If you fail to provide this information we may not be able to proceed. As necessary personal data is processed by us consisting of the following as applicable: –
FOR SALES:
• Identity and contact details
• Personal/background information
• Property Information/ Marketing Materials
• ID Verification & AML Checks
• Viewing/ Property Access Information
• Sales Offers/ Sales progression
• Complaints
• Emails texts and other communications and via our website where we operate one.
• Website and online portal information.
FOR LETTINGS:
• Identity and contact details
• Personal/background information including occupation/status
• Bank details
• ID Verification
• Credit status
• Deposit (if any) including return on tenancy termination
• Tenancy details including renewals, joint tenants, other residents and guarantors
• Immigration/right to rent checks (England only)
• Rent and other payments
• Recovery of arrears, claims or possession proceedings
• Repairs/health and safety/housing conditions
• Breach of tenancy terms/nuisance/anti social behaviour
• Council Tax liability
• Water charges payable
• Utilities and services provided
• Welfare Benefits
• Termination of tenancy
• Audio and CCTV recordings (if any)
• Insurance
• Health or disability
• Complaints
• Emails texts and other communications and via our website where we operate one.
• Website and online portal information.
We also generate and use data internally, e.g. our rent records.
We use different ways to collect data about you including the information you supply to us when applying for a tenancy/residency. If you fail to provide this information we may not be able to proceed. As necessary personal data is processed by us consisting of the following as applicable: –
THE FOLLOWING SALES & LETTINGS SERVICES, REQUIRE AND MAKE USE OF PERSONALLY IDENTIFIABLE INFORMATION;
Instructing us to Sell/ Let
When you take advantage of any of our services by instructing us to sell or rent out your property you will be asked for further information about you and your property. This may include contact details, including name, and date of birth, property address, property description and requirements and personal back ground information. We will store this information for marketing and anti-money laundering compliance purposes (see below). We handle this information in order to enter into the estate agency agreement and subsequently to assist in the sale (or purchase) of a property. This is done to perform the contract.
Property Details
This includes address, property description and features. The Property address will be disclosed on marketing materials such as property brochures, window displays, digital advertising, online property portals, newspaper and canvasing leaflets. These will contain reference to the characteristics of your property provided and contain photographs and floorplans of your property which will normally result in the identity of your address. This information is required to ensure we comply with the Property misdescriptions act to perform part of our Estate Agency or Lettings Agreement.
Anti Money Laundering Compliance
Landlords, Sellers and Buyers will all require to comply with current Anti Money Laundering regulations inline with our AML Policy. We will require to see original documents of photograph ID, passports, driving licences, proof of address, proof of homeownership (if selling/ letting) and proof of funds (if buying). We must retain copies for inspection if required by HMRC and may photocopy, scan or photograph these documents and store securely along with processing an online check with our third party AML check company Credit Safe. We handle this information in accordance with the requirements of Anti Money Laundering, Anti terrorist Financing and Anti Bribery laws to carry out our legal obligations. We also handle this information in order to verify the identity of the owners and buyers to protect our legitimate interests. These are to ensure that we are dealing with the correct person.
Estate Agency/ Lettings Agreements
Relevant information we collect on Agency Agreements enable us to provide our service and comply with laws. Details we hold include property address, price, owners/ landlords name and address, contact details, company name (if applicable) and vendor signatures. We handle this information to prepare and complete our estate agency obligations to facilitate the sale of a property.
Relevant information we collect on Landlord Agency Agreements to enable us to provide our lettings service and comply with laws include property address, rental amount, landlords name and address, contact details, company name, type and VAT number (if applicable), NRL number (if overseas resident to enable us to comply with HMRC VAT collection), mortgage company, bank details including name, branch, sort code and account number along with landlord signature.
Arranging Viewings
When a potential Buyer or Tenant requests to view a property or enquires about a property we will take personal and background information including details of their name, address, email, telephone number, current buying/ renting position and property requirements. For lettings we will ask additional questions ie employment status, pet types, universal credit status and whether you smoke. This information is handled to evaluate viewing applicants suitability for a property. This is done for our own legitimate interests, to ensure that any contacts are suitable candidates and for security requirements.
Once a viewing is confirmed both parties will be provided with a confirmation of the viewing together with the name and address of the Seller or Landlord (or if we are doing the viewing just the address & time). The landlord or home owner will be provided with the name of the viewer. Any feedback information provided by the viewer will be recorded and passed on to the Seller or Landlord. We may keep a copy of property keys and digital records securely in our office with notes on access requirements to enable us to securely protect the keys and access a property.
Email Matches
Upon consent we send out an email to prospective buyers or tenants containing properties that match your search criteria to the latest email address you supplied to us. This is to enable us to provide our services and aid you to purchase a property from your property requirements given. To opt out of receiving these a customer can follow the unsubscribe instructions on these emails or send an email to This email address is being protected from spambots. You need JavaScript enabled to view it.
Making Offers/ Sales Progression
When a potential makes an offer the Seller will be provided with the name of the person who has made the offer together with details of their position as a Purchaser. In the event that an offer is made we will require further information such as the name and contact details of both Seller and Buyer Conveyancers as well as mortgage information (if applicable) and chain details including other selling agents in the chain to enable us to facilitate the progression of a sale/ purchase. We will require a buyer to attend the office to complete Anti-Money Laundering procedures listed above. A notification of the sale will then be sent to a Buyer, Seller and both parties solicitors. This is in our own legitimate interests and their legitimate interests. This is part of the conveyancing and sales process for both parties. The legitimate interests are to ensure that correct information is provided and received.
THE FOLLOWING SALES & LETTINGS SERVICES, REQUIRE AND MAKE USE OF PERSONALLY IDENTIFIABLE INFORMATION;
Tenancy Applications
Relevant information we collect on our tenancy application forms include personal and background information including contact details, adverse credit disclosure, number of dependants, employment status/ employer name, address and salary; and current landlord details. Some of this information may be shared with the landlord to enable them to make a final decision on whether they wish you to take up a tenancy. We also require photo ID, proof of address and wage slips. By law, we have to carry out immigration checks on new tenants and residents. We have to keep copies of the documents we inspect as part of these check. By law, in England, we are required to check your immigration status before we rent a property to you. This means that you are legally obliged to produce certain documentation (e.g. a passport or driving licence) to us. This applies whether or not you are a UK or EU citizen. Not only are we required to see original documentation but we must take and keep copies of it. We also check this documentation as part of our process to verify your identity at the outset of the tenancy. Prospective tenants and all adult residents who will live at the property must be checked. We may keep these copies on computer or in hard files, sharing information with others and our third party credit check company.
Current & Past Tenants
Throughout a tenancy and once a tenancy has been terminated we will retain the following data to enable us to provide our service and to comply with laws on the following; tenant/ landlord contact details; deposit details; rental statements, invoices, remittance advice documents and other payment details; tenancy details including renewals; joint tenants, other residents and guarantors; recovery of any arrears; claims or possession proceedings; repairs/health and safety/housing conditions; breach of tenancy terms/nuisance/anti social behaviour; Council Tax liability; water charges, utilities and services provided; welfare Benefits, termination of tenancy details, property inventory/ condition/ inspection reports. Where you have a tenancy jointly with someone else or there is a guarantor for your tenancy, as necessary, we will share information either with the joint tenant or the guarantor (or both). This relates to your performance of your responsibilities under the tenancy agreement including information about any rent arrears or other breach of the tenancy terms. It can also relate to issues around the termination of the tenancy and any claims we may have as a result.
Joint Tenants And Guarantors
Where you have a tenancy jointly with someone else or there is a guarantor for your tenancy, as necessary, we will share information either with the joint tenant or the guarantor (or both). This relates to your performance of your responsibilities under the tenancy agreement including information about any rent arrears or other breach of the tenancy terms. It can also relate to issues around the termination of the tenancy and any claims we may have as a result.
Immigration/Right to Rent Checks
By law, in England, we are required to check your immigration status before we rent a property to you. This means that you are legally obliged to produce certain documentation (e.g. a passport or driving licence) to us. This applies whether or not you are a UK or EU citizen. Not only are we required to see original documentation but we must take and keep copies of it. We also check this documentation as part of our process to verify your identity at the outset of the tenancy. Prospective tenants and all adult residents who will live at the property must be checked. Under immigration legislation we check that each tenant and adult resident in the property has the right to rent. This includes retaining copies of passports, driving licences and other specified documentation. We must retain this for inspection if required by the Home Office. We handle this information in accordance with the requirements of immigration legislation in order to carry out our legal obligations. We also handle this information in order to verify the identity of tenants and residents along with guarantors in order to protect our legitimate interests. These are to ensure that we are dealing with the correct person. This is done in Wales as well as in England for this purpose.
Tenancy Details
This includes renewals of the tenancy. Information within this category includes the address of the property, start date for the tenancy, period of occupancy, rent and other payments. We handle this information to prepare and complete the tenancy agreement and then to manage the tenancy and the property. This is done to perform our contract. Tenancies are renewed by agreement. This will involve a request from you. We handle information about the renewal of tenancies. This is done for contractual performance. Where you are a joint tenant or there are residents living with you details of any other joint tenant or resident are linked with the tenancy/property. We handle this information to prepare and complete the tenancy agreement and thereafter to manage the tenancy and the property. This is done so that we can form a contract. Where there is a guarantee, e.g. from a parent, we collect information about the identity and contact details of the guarantor, background information about the guarantor and details of property owned. This is then linked to your tenancy and the property. We handle this information to protect our own legitimate interests. This is to provide security for the payment of the rent and to ensure compliance with tenancy obligations.
Tenant Deposits
This includes the amount of a deposit, who pays it and in what shares and the steps taken to protect the deposit. We handle this information to deal with the deposit received and to administer the deposit. This includes handling information about persons who contribute towards the deposit who are not a tenant. This is done both for contractual performance and to ensure compliance with legal obligations relating to handling deposits under the Deposit Protection Legislation. This is to secure payment of the rent and compliance with tenancy obligations. We also handle deposits at tenancy termination and this is dealt with under that section.
Rent and Payment Collection
This includes records we compile to record receipt of rent and other payments from you and associated documentation relating to such payments. This also includes any documentation where we need to issue reminders for payment, including levying charges for interest or fees for late payment. We keep this information in order to compile correct and up to date records. This is done for contract performance.
Recovery of Arrears, Claims and Possession Proceedings
In the event of non-payment of rent or other payments due, or if there is non-performance of the contract (including allegations against ourselves) then we record this and enter into relevant communications. This includes information and documentation related to any proceedings which may be commenced or brought against us in relation to these matters, including proceedings to recover possession of the property. We handle this information in order to pursue recovery of what is owing to us and to enforce our rights, to defend claims, and to recover possession of the property. This is done in our own legitimate interests. These are to protect our property interests, to enforce our rights and to ensure payment due to us is made, as well as to defend any claims brought against us.
Repairs/Housing Standards/Health and Safety
This includes condition surveys, inspection reports, reports of repairs required and information about actions taken. This extends to conditions and standards generally at the property including health and safety, e.g. gas safety. We handle this information to ensure that the property and its contents are properly maintained. This is done both for the purposes of contractual performance and, where applicable, to comply with our legal obligations.
Breach of Tenancy Agreement/Nuisance
This includes complaints which we receive or information which we hold relating to alleged breaches by a tenant or resident (which could include a child) including nuisance and anti social behaviour. This includes records and related communications. This includes complaints about these matters made by neighbours or other tenants or residents. We handle this information so as to ensure that tenancy obligations are complied with and that tenants and residents live harmoniously with neighbours. This is to protect our own legitimate interests and the legitimate interests of affected third parties. These legitimate interests are ensuring the tenancy obligations are complied with as well as the prevention and detection of crime and anti-social behaviour. We also handle this information under a legal obligation where there is a selective licensing area in force or where the property is a licensed house in multiple occupation (HMO) or under the licensing scheme operating in Wales.
Universal Credit/Housing Benefit/Local Housing Allowances
Where eligible a tenant will be entitled to the appropriate welfare benefits to assist them to pay rent. Information may be required by the Department for Work and Pensions (DWP) or local authority to verify entitlement. Normally, payment of benefit is made direct to the tenant; however, if the tenant is vulnerable or there are arrears, payment of benefit can be made direct to us. This extends to Council Tax reductions (the old Council Tax benefit). We handle tenancy details and rent payment records, including information about arrears of rent, and the tenant’s personal circumstances, relevant to the processing of claims and the administration of benefits. This is done for contractual performance. It is also carried out in our own legitimate interests to secure payment of rent due to us. We handle information relevant to applications for benefit and in particular applications for direct payment to ourselves including reasons for non-payment of rent. This is for contractual performance. On occasion where direct payment has been made to us there may be claims by the benefit authority for recovery of overpayments. We handle information relevant to such claims. This is done for our own legitimate interests. These are to ensure that we can collect and retain rent due to us.
Tenancy Termination
A tenancy may run out and the tenant leaves. Tenants can leave early while the tenancy is still running on. We may serve notice requiring the tenant to vacate and, if need be, enforce this by court possession proceedings. Tenancy terminations of whatever kind also involve the return of any deposit paid, possible claims against guarantors, claims on rent insurance or property insurance, arrangements for tenants/residents to vacate the property, tenants/resident’s property being left behind. They also give rise to issues around the state and condition in which the property has been left, e.g. cleanliness.We handle information relevant to these matters concerning tenancy termination. This is done in our own legitimate interests. These are to ensure that the property is returned to us in a proper state with vacant possession and that all appropriate financial claims by either party against the other are correctly dealt with. These include our obligations in relation to the refund of deposits, to comply with our contractual obligations between us and the tenancy deposit scheme with whom the deposit is protected.
WE ALSO RETAIN INFORMATION OF THE FOLLOWING:
Correspondence
Correspondence includes all ways in which we receive communications from whatever source. This includes emails, text messages, social messaging and messages, letters and documentation or phonecalls. This can include photographs and other visual recordings. We handle these communications initially relating to applying to view, sell or buy a property. This is done for contractual performance where applicable, to carry out any applicable legal obligations imposed on us, to protect your vital interests, or in our legitimate interests. These legitimate interests are to ensure that we have the necessary information relating to these matters and for accurate record keeping.
Websites And Online Platforms
Information about you is available in the public domain, often put there by you. As necessary, we obtain information about you which is publicly available via search engines such as Google or Facebook and websites.
However, when doing so we make sure that we comply with applicable guidelines under data protection legislation. Information about you is also made available when you access online platforms eg Zoopla, Rightmove, On the Market, Newspapers, e.g. to enquire about properties which are available for sale. We handle this information to assess your interest in a property. This is in our own legitimate interests to ensure that applicants are suitable. We handle information received via our online platforms for contract performance, including arranging viewings, sales and entering into agreements. Information or reviews you send to us by posting to our website, blog, facebook or twitter page is stored on our servers. We do not specifically use of that information except to allow it to be read or to assist with any queries, however we reserve a right to use it for marketing purposes.
CCTV and Audio
We operate CCTV to ensure the security of our offices and staff. Where CCTV is operated this is for the safety and security of the premises in question and for the prevention and detection of crime and anti-social behaviour. This is done in our own legitimate interests. We may also hold audio recordings, e.g. messages from you on telephone answering machine, emails or mobile phones. We handle audio recordings to assist with accurate record keeping. This is done for contract performance or in our own legitimate interests. These are to ensure that we have reliable records of communications.
Special Categories of Data/Sensitive Personal Data
In limited situations we may process information about your health or any disability. This data is given special protection under data protection law. Normally we would expect to ask you for your explicit consent before we collect or use this kind of data.
Children
In cases where you rent a property where a child resides, information will be given to us about resident children; usually by an adult such as a parent on their behalf. Data protection law requires us to give such information additional protection where we collect or use it. In particular, where the rented property is located in England, we need to check on the age of any residents to see whether or not an immigration/right to rent check must be carried out.
Accounting & Banking
We retain bank details, invoices and remittance details for booking keeping and accounts purposes including government compliance. We may hold and share your details with our bank, accountants, Anti- money laundering Check Company; debt collectors/tracing agents This includes details of your bank, building society or other paying organisation, including those operating digitally/online. We handle this information in order to receive or make payments. This is done to perform our contract. We also handle this information if we seek to make recovery from you of unpaid debt. This is in our own legitimate interests. These are to recover what is due to us. We also handle this information as part of our verification to protect against money laundering. This is in our own legitimate interests to ensure that we don’t facilitate in any proceeds of crime.
Where we have loans, information regarding tenancies may be provided to arrange and administer loans. This is in our own legitimate interests to finance our business. Contractually they are entitled to your information. In the case of banks information about you can be shared for the purposes of administering payments for contractual performance. Your information can also be shared for the purposes of preventing and detecting money laundering and fraud. This is in our own legitimate interests and those of the bank in order to detect crime. Contractually we may be required to provide information regarding insurance cover to banks etc. providing us with loans. This is in our legitimate interests to ensure compliance with the loan conditions and in the interests of the bank etc. to see that appropriate insurance cover is in place.
Job Application And Employment
If you send us information in connection with a job application, we may keep it for up to three years in case we choose to contact you at a later date. If you are employed by us, we collect information about you and your work during the period of your employment. This information will be used only for purposes directly relevant to your employment. After your employment has ended, we will keep your file for six years before destroying or deleting it.
Third Parties-Lettings
We may need to share personal information we process with other people, companies and organisations. If we have to do this, we will keep to data protection legislation. These include other landlords; employers; suppliers (including gas, electricity and water companies) and service providers; educational institutions, universities and colleges; credit- and tenant-reference agencies; tenancy deposit schemes; financial organisations (including banks); debt-collection and tracing agencies; public and government bodies (including those who deal with benefits and council tax); HMRC, our accountants, other letting and managing agents; contractors and repairers; mortgage or building surveyors any future owner of the property. This does not mean that we necessarily share information with all of the above but we may do so if we need to.
To make sure that council tax and utility and service bills (including water charges) are correctly collected, we share information with the relevant local authority and utility or service providers. We also share this information to make sure that bills are sent to the correct person and charges and debts can be collected. By law, in certain areas we have to pass information about who lives in a property to water companies. In all other areas, although this is voluntary, we may pass this information to water companies.
We may employ third party companies and individuals to facilitate our Service, to provide the Service on our behalf. These third parties including ‘UK Tenant Data’ Credits Check, ‘Credit Safe’ Anti Money Laundering Checks and ‘Lancashire property Services’ for Inventry Report companies have access to your Personal Information only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
Third Parties- Sales
If we offer or supply a service to you that is provided on our behalf by a third party upon request we may pass your contact details on to them in order to deliver the service. We may refer you to a recommended solicitor, mortgage advisor or energy performance assessor. We will also be required to pass your contact details including name, address, email and telephone number to a building surveyor, for your home buyers survey, structural engineer, electrical or gas engineer, damp and timber contractor on behalf of a buyer. We will not pass your data to anyone who is not also registered with the Data Protection Act or is not subject to these or similar provisions in our contract with them and we will not allow the third party to use your Information commercially without your consent. Their use of your personal information is governed by their privacy policies. We are not responsible for the privacy policies and practice.
We will not otherwise disclose, sell or distribute your Information to any third party without your permission unless we are required to do so by law.
Except as specified above, we do not rent, sell or otherwise disclose any of your information to any person outside our business.
YOUR RIGHTS
Where we hold personal data about you, you are the data subject. Data protection legislation gives you a number of rights. At any time, you may review or update the personally identifiable information that we hold about you. If you have any queries concerning your personal information and would like to update us with any changes or if you require access to the information we hold, please contact us at : This email address is being protected from spambots. You need JavaScript enabled to view it.. To better safeguard your information, we will also take reasonable steps to verify your identity before granting access or making corrections to your information. You can obtain further information about data protection laws by visiting the Information Commissioner’s website at : www.ico.org.uk.
These rights are as follows –
• Access – you have the right to make a request to be told what personal data we hold about you. This is a right to obtain confirmation that data has been processed and to have access to your personal data and the right to information details which should be provided with the privacy notice.
• Correction/Rectification – if you consider any data we hold about you is inaccurate you can tell us so that where appropriate this can be corrected. Where a mistake is made in data processing then you can ask to have it rectified. Any third parties who have received the data from us should then be told of the rectification and you should be informed by us of any such third parties.
• Erasure – you have a right to ask us in certain circumstances to erase any data we hold about you (the so called right to be forgotten). Individuals can request the right to have personal data erased to prevent processing in specific circumstances, i.e. it is no longer necessary, consent has been withdrawn, there is an objection and where applicable your rights etc., override the legitimate interests to continue our processing, or data has been unlawfully processed.
• You can object to our processing of data – this allows you to object to our processing of data about you. We must then stop processing data unless we can establish legitimate reason for continuing. In particular this applies where we are relying on our own legitimate interests or those of a third party to process data but it can also apply in other situations.
• Restricting processing – you can ask us to suspend processing of your personal data and we must then restrict processing of data. This includes where you are contesting the accuracy of a statement or the lawfulness of the processing.
• Data portability – this allows individuals to reuse their personal data for their own purposes across different services allowing them to move, copy or transfer personal data more easily.
Withdrawal of Consent
Where your consent provides us with the legal gateway to process data about you can withdraw this at any time by telling us by email or post using the telephone/addresses given above.
Complaints
We operate a complaints procedure. Although we will do all we can unfortunately sometimes things go wrong so complaints may arise. Information handled concerns complaints which you may make or which may be made on your behalf. These will give rise to communications and records being compiled by us. We handle complaints with a view to resolving these, although this might involve external intervention, e.g. by the courts. We handle complaints for contract performance. This is also done in our own legitimate interests. These are to protect ourselves against claims and to ensure that the complaints are properly resolved. You can find our complaints procedure in full right HERE on our website.
Altering Data
We are required by data protection legislation to keep your information up to date and it is of course in our own legitimate interests to do so for us to ensure that we have accurate records.
Storing Data
We keep information both electronically and in a manual filing system to maintain our records. We do this because we need to use it from time to time. Normally the legal gateway permitting us to do so which will apply will be the same as applies when we use the data. Additionally, however, there are legal obligations to retain data under data protection law, taxation legislation and housing law. We also need to do so to fulfil our contract with you. In our own legitimate interests, we also need to retain information to deal with enquiries or disputes and for audit purposes. We will retain your information for a period of 5 years as required by law for all buyers, vendors, tenants and landlords that have taken up our service.
Destruction of Data
We delete/destroy data once it is no longer needed. This is a requirement of data protection law. This notice tells you the period for which we normally store data. We employ a third party who destroys and disposes of all our printed and handwritten data.
Place of Processing
All of the information we record is restricted to our offices within the United Kingdom. Our website is prepared and issued in the United Kingdom and is intended for the information of United Kingdom residents only. Our web site is hosted in the EU. We also use outsourced services in countries outside the EU from time to time in other aspects of our business. Accordingly, data obtained within the UK may be “processed” outside the UK and data obtained in any other country may be processed within or outside that country.
The Internet is not a secure medium, however to protect your data we put in place various security procedures including use of firewalls, backup measures, and password protection for all PC’s holding personal data. Our P.C’s that store information are kept in a secure building with controlled access.. All staff and those working for our agents and contractors maintain a responsibility to keep your information confidential. We limit access to data to relevant employees and will only use it to offer relevant products and services related to your enquiry. If we are working with third parties we will require them to have in place similar measures to protect your Information.
Vendor/ Applicant Log-In
If you use your vendor/ applicant log-in to our system it remains your responsibility to protect yourself against unauthorised access to your log in details. If you share a computer with someone else or use a public Internet access then we remember to close down all browser windows when you finish. We would advise you to delete the browsing history and log off the computer. This will help ensure any personal information stored temporarily in the computer’s memory is lost.
LEGAL INFORMATION AND YOUR AGREEMENT
Access by you to our website or services is confirmation that you have understood and agreed to be bound by all of these terms and conditions.
COOKIES AND TRACKING
This website uses cookies to better the users experience while visiting the website. Where applicable, this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer/device. This complies with recent legislation requirements for websites to obtain explicit consent from users before leaving behind or reading files such as cookies on a user’s computer/device.
The cookies in use to deliver Google Analytics service are described below:
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Title: Google Analytics
Description: These cookies are used to store information, such as what time your current visit occurred, whether you have been to the site before, and what site referred you to the web page. These cookies contain no personally identifiable information but they will use your computer’s IP address to know from where in the world you are accessing the Internet. Google stores the information collected by these cookies on servers in the United States. Google may transfer this information to third parties where required to do so by law, or where such third parties process the information on Google’s behalf.
Opt-Out
In order to provide website visitors with more choice on how data is collected by Google Analytics, Google has developed the Google Analytics Opt-out Browser Add-on. The add-on communicates with the Google Analytics JavaScript (ga.js) to stop data being sent to Google Analytics. The Google Analytics Opt-out Browser Add-on does not affect usage of the website in any other way. A link to further information on the Google Analytics Opt-out Browser Add-on is provided HERE for your convenience.
For more information on the usage of cookies by Google Analytics, please see the Google website. A link to the privacy advice for this product is provided HERE for your convenience.
Disabling Cookies
If you would like to restrict the use of cookies, you can control this in your internet browser. Links to advice on how to do this for the most popular internet browsers are provided below for convenience and will be available for the internet browser of your choice either online or via the software help (normally available via key F1).
– Internet Explorer
– Google Chrome
– Mozilla Firefox
– Apple Safari
SECURITY AND TRANSFER OF INFORMATION
We take all reasonable care to prevent any unauthorised access to and use of your personal data. We have security measures in place to protect your personal information kept on our customer database and within our offices.
Storage
– We will retain your information for a period of 5 years as required by law for all buyers, vendors, tenants and landlords that have taken up our service. We are required to retain this information by law to comply with anti-money laundering legislation and may need this information to support a claim or defence in court or for accountancy/tax reasons.
Place of Processing
– All of the information we record is restricted to our offices within the United Kingdom.
– Our website is prepared and issued in the United Kingdom and is intended for the information of United Kingdom residents only.
– Our web site is hosted in the EU. We also use outsourced services in countries outside the EU from time to time in other aspects of our business. Accordingly, data obtained within the UK may be “processed” outside the UK and data obtained in any other country may be processed within or outside that country.
– The Internet is not a secure medium, however to protect your data, we put in place various security procedures including use of firewalls, backup measures and password protection for all PC’s holding personal data. Our P.C’s that store information are kept in a secure building with controlled access. All staff and those working for our agents and contractors maintain a responsibility to keep your information confidential. We limit access to data to relevant employees and will only use it to offer relevant products and services related to your enquiry. If we are working with third parties, we will require them to have in place similar measures to protect your information.
Vendor/Applicant Log-In
If you use your vendor/ applicant log-in to our system, it remains your responsibility to protect yourself against unauthorised access to your log-in details. If you share a computer with someone else or use a public internet access, then please remember to close down all browser windows when you finish. We would advise you to delete the browsing history and log off the computer. This will help ensure any personal information that is stored temporarily in the computer’s memory is lost.
LEGAL INFORMATION AND YOUR AGREEMENT
Access by you to our website or services is confirmation that you have understood and agreed to be bound by all of these terms and conditions.
DISCLAIMER
– Whilst we use all reasonable efforts to ensure that the information published on the website is accurate, up-to-date and complete at the date of publication, no representatives or warranties are made as to the accuracy, currency or completeness of such information. We cannot accept responsibility for any loss arising directly or indirectly from the use of, or any action taken in reliance on, any information appearing on the website or property details. We make no warranty that our website is free from errors, defects or viruses.
Email and Links To Other Websites
– Our web site may provide links to other web sites that we consider to be useful or of interest to you. These are not owned or controlled by us and not covered by our Privacy and Security Policy and we accept no responsibility or liability for these sites. We strongly advise you to review the Privacy Policy of every site you visit. There is no guarantee that any email you send will be received by us, or that the confidentiality of that email will be maintained during internet transmission.
Property Details
– All measurements and areas detailed in a floorplan or description are approximate and are issued as a guideline only. If these details are essential to a purchase, buyers must rely on their own investigations. None of the appliances or services detailed have been tested by us and no warranty is given or implied. Any purchasers must satisfy themselves as to the condition of any property or item included within the sale authorities.
Copyright Notice
– The entire contents of our website including text and images remain property of Newton & Co Limited and remain subject to copy right with all rights reserved. You may print or download individual sections of the website for personal use and information only. You may only print, display or download temporary copies of individual sections of the website to your computer for your own personal, non-commercial use. You may not reproduce (in whole or in part), modify, decompile, disassemble, transmit or use any information from this website for any commercial purpose without our prior written consent. You may not link to this site or frame it without the express consent of Newton & Co Limited.
Disclosure For Legal Reasons
– We reserve the right to communicate such personal information that we hold to legal authorities or third parties which seek the disclosure of, if we are requested to do so by law.
Changes To This Policy
We reserve the right to change, modify, add or remove provisions of this Privacy Policy as we add new services or features or in response to changes in the law or our commercial arrangements. Any changes to this Policy will be posted on the Website and we recommend that you check this Policy from time to time.
