Legal notice and disclaimer

Scope of this privacy policy

This privacy policy sets out the basis on which your personal data will be processed by us, and how you can access and control your personal data.

Who are we?

We are Gerald Eve LLP of One Fitzroy, 6 Mortimer Street, London, England, W1T 3JJ (company no OC339470).

Gerald Eve is a well-established firm of international property consultants.

We act as a controller in relation to the personal data we collect about you as set out in this privacy policy in relation to: services you have engaged us to provide; services we provide to you on behalf of another company (for example, property management on behalf your landlord); and your use of our website and other online services we provide such as newsletters.

We respect your privacy and are committed to protecting your personal data. This privacy policy will inform you as to how we look after your personal data and tell you about your privacy rights and how the law protects you. This privacy policy supplements any other privacy policies you may have received (such as for our app) and is not intended to override them.

Personal data we collect

The personal data we process about you is as follows. We won’t always process every type of personal data about you, as this will depend on our relationship with you (for example, whether you are an occupier of a property we manage, a client or are simply visiting our website):

• Name, identity data and other contact details, such as first name, maiden name, surname, marital status, title, date of birth, gender, address, email address and phone number.
• Employment details, such as job title, company and business contact details.
• Financial information, such as bank account and payment details.
• Technical information, such as IP address, 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 our website.
• Marketing data, such as preferences in receiving marketing from us and our third parties.
• Tenancy information, such as the name(s) on your tenancy agreement, details of the agreement itself, the address to which the tenancy relates, start and end dates, emergency contact details, date of birth, future address, rental fees and management fees.
• Anti-money laundering information, such as additional identity and address documents.

Sources of personal data

We collect data about you from a number of sources. This includes from you directly, through automated means such as your interactions with our website, and from third parties.

• From you directly: we may collect your personal data directly from you, for example when you contact us, fill in forms on our website, in correspondence with us, when you request for us to send you marketing material, when you procure services from us or when you interact with us directly in any other way.
• Through automated means: as you interact with our website, we will automatically collect some technical data about you as mentioned above.
• From third parties: we provide a range of property management and consultancy services to our clients, who may manage or own the building in which you are a tenant, work in or otherwise occupy. In the context of this relationship, they may need to pass us some of your details (for example, because you are a tenant or going to be a tenant and this information needs to be provided to us, so we can facilitate the planning application).
• From publicly available sources: we may obtain information about you from sources such as social media and other online searches when performing due diligence.

Why we are allowed to process your personal data

We will only process your personal data where the law allows us to. This tends to be where:

• you have given your consent;
• we need to perform the contract we are about to enter into or have entered into with you;
• it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests; and/or
• we need to comply with a legal obligation.

We will keep your personal data for as long as is reasonably necessary for the purposes set out in this privacy policy and to fulfil our legal obligations.

What we do with your personal data

We use your personal data to:

• provide you with any services you have requested from us, such as property consultancy or management services;
• properly manage and advise you on investments;
• make planning applications in connection with buildings to which you are connected by tenancy, ownership or some other interest;
• answer your questions or respond to your requests;
• develop new products and services;
• manage our relationship with you;
• process payments;
• protect against or identify possible fraudulent transactions;
• send you marketing information about Gerald Eve and other brands and content we think may be of interest to you;
• analyse the use of, and develop, our products, services and marketing; and
• enforce our terms and conditions and otherwise manage our business.

When we may disclose your personal data

We may share your personal data with the parties set out below for the purposes set out in this privacy policy with:

• group companies, subsidiaries and affiliates;
• our members, employees, agents, consultants and sub-contractors who assist us in running our business or provide related services;
• third parties to whom we may choose to sell, transfer or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy policy;
• local authorities and other relevant bodies in order to facilitate a planning application or similar, which may contain your personal data such as your name, contact details, tenancy information and address, and occasionally your special category personal data such as your health status; and
• any government, regulatory agency, enforcement or exchange body or court where we reasonably believe that we are required to do so by applicable law or regulation or at their request.

We engage third party service providers and processors to perform a variety of business operations on our behalf. In so doing, we may share your personal data with them. We provide our service providers with only the personal data they need in order to perform the services we request, and we contractually require that they protect this information appropriately and not use it for any other purpose.

Keeping information about you secure

We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.

We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

Transferring information about you abroad

In some cases the personal data we collect from you might be transferred outside the United Kingdom (“UK”) or European Economic Area (“EEA”). The countries which your personal data is processed in may not have the same protections that the UK or EEA do. Whenever we transfer your personal data outside of these areas, we will ensure protections are put in place to safeguard your personal data:

• We will only transfer your personal data to countries that have been found to provide an adequate level of protection for personal data.
• We may use specific approved contracts with our service providers that give your personal data the same protection it has in the UK or EEA.

Marketing preferences

We give you choices about how we communicate with you.

You can stop receiving promotional email messages from Gerald Eve by following the opt-out instructions provided in any such message you receive.

Your rights

By law, you have a number of rights when it comes to your personal data. Further information and advice about your rights can be obtained from the data protection regulator in your country. In the UK, this is the Information Commissioner’s Office. Please contact us if you would like to exercise any of these rights. These rights include:

• The right to be informed – You have the right to be provided with clear, transparent and easily understandable information about how we use your information and your rights. This is why we’re providing you with the information in this privacy policy.
• The right of access – You have the right to obtain access to your information (if we’re processing it), and certain other information (similar to that provided in this privacy policy). This is so you’re aware and can check that we’re using your information in accordance with data protection law.
• The right to rectification – You are entitled to have your information corrected if it’s inaccurate or incomplete.
• The right to erasure – This is also known as ‘the right to be forgotten’ and, in simple terms, enables you to request the deletion or removal of your information where there’s no compelling reason for us to keep using it. This is not a general right to erasure; there are exceptions.
• The right to restrict processing – You have rights to ‘block’ or suppress further use of your information. When processing is restricted, we can still store your information, but may not use it further. We keep lists of people who have asked for further use of their information to be ‘blocked’ to make sure the restriction is respected in future.
• The right to data portability – You have rights to obtain and reuse your personal data for your own purposes across different services. This enables you to move, copy or transfer your information easily between our IT systems and third parties safely and securely, without affecting its usability.
• The right to object – You have the right to object to certain types of processing, including processing for direct marketing (which we do only with your consent).
• The right to lodge a complaint – You have the right to lodge a complaint about the way we handle or process your personal data with your national data protection regulator.
• The right to withdraw consent – If you have given your consent to anything we do with your personal data, you have the right to withdraw your consent at any time (although if you do so, it does not mean that anything we have done with your personal data with your consent up to that point is unlawful). This includes your right to withdraw consent to us using your personal data for marketing purposes.

We usually act on requests and provide information free of charge, but may charge a reasonable fee to cover our administrative costs of providing the information for: (a) baseless or excessive/repeated requests; or (b) further copies of the same information. Alternatively, we may be entitled to refuse to act on such requests.

In any of the situations listed above, in order for us to comply with our security obligations and to prevent unauthorised disclosure of personal data, we may request that you prove your identity by providing us with a copy of a valid means of identification.

How we update or change this privacy policy

We may change or update parts of this privacy policy in order to maintain our compliance with applicable law or following an update to our internal practices. We will do this by updating the wording on this website and updating the publication date below, although, please be aware, you will not necessarily be directly notified of such a change. Therefore, please ensure that you regularly check this privacy policy so you are fully aware of any changes or updates.

This privacy policy was last updated on 24 June 2022.

How to contact us

If you would like to contact us in relation to this privacy policy or would like to raise a complaint or comment, please contact us using the details set out below.

Email: webteam@stge-ge.ge-vip-01.positive-dedicated.net

Post: For the attention of: Compliance, Gerald Eve LLP, One Fitzroy, 6 Mortimer Street, London, W1T 3JJ.