The information we collect and how we use it.
When you contact and register with us and or on our website in order to receive our publications, particulars of property and or to arrange to view a property we need to know your name, e-mail address/es and contact telephone numbers, sectors in which you are interested, employment status (lettings), lifestyle choices (lettings), and geographic regions of interest.
We gather this information to allow us to process your registration, to submit any offers you may make to buy a property or any application you may make for a tenancy on a property. The relevant information is then used by us, our trusted affiliates, business partners, agents and sub-contractors to provide any services requested by you and or that are required in the interests of your business with us, and or the completion of undertakings that are required in the protection of your interests, and or in the interests of compliance with pertinent statute (law) and to communicate with you on any matter relating to the provision of our services in general. At least one of the following pieces of legislation will always apply:
Legal Obligation – necessary for compliance with our legal obligations
This includes (but is not limited to) all laws relating to residential estate agency. In particular Estate Agents Act 1979, Consumers, Estate Agents and Redress Act 2007, Immigration Act 2014, The Energy Efficiency (Private Rented Property) (England and Wales) Regulations 2015, Data Protection Act 1998, General Data Protection Regulations 2018, Competition Act 1998, Consumer Protection from Unfair Trading Regulations 2008 (CPRs), Business Protection from Misleading Marketing Regulations 2008 (BPRs), Consumer Contracts (Information, Cancellation and Additional Charges) Regulations 2013, Consumer Rights Act 2015, Energy Act 2011, Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017, Bribery Act 2010 and Modern Slavery Act 2015.
From time to time we may be asked to provide your data to assist in government department investigations e.g. Police, HMRC, Local Authorities. We will always check to ensure that such requests are legitimate and have relevant Data Protection exemptions before sharing information.
We do not sell, rent or trade your personal information. Your personal information may be used by us and other businesses carefully selected by us to contact you in writing, by telephone or by email to offer you content, advertisements, products and services that we believe may be of interest to you.
Here are some examples of where it would be necessary to process and/or share information to perform our contract with you or pre-contractual requests made by you:
We may also wish to provide you with information about special features of our website or any other services or products we believe may be of interest to you.
We may also want to provide you with related information from third parties we believe may be of interest to you.
We may also provide your information to carefully selected third parties whose products or services we believe may be of ‘legitimate interest’ and equally beneficial to you, us and other related parties on which your transaction depends. Your information will not be processed or shared under the principle of ‘legitimate interest’ if doing so would be detrimental to you.
Here are some examples of additional services that could be of ‘legitimate interest’;
Here are some examples of when ‘legitimate interest’ could be of benefit to you:
From time to time we may provide your information to our customer service agencies for research and analysis purposes so that we can monitor and improve the services we provide. We or our agents and sub-contractors may contact you by post, e-mail or telephone to ask you for your feedback and comments on our services.
How we protect your information
Hose Rhodes Dickson takes the security and privacy of its customers’ personal information extremely seriously. We have strict internal procedures which cover the storage, access and disclosure of your information that would have been collected by us and retained from work undertaken by us or that that we are currently engaged in with you, or because we believe that you may be interested in receiving material from us about our business and services. Your personal information is held on our database in accordance with the Data Protection Act 1998 and retained in accordance with protocols set out in law and or the Information Commissioners Office (ICO).
We will securely retain all paper files containing your data in cabinets and offices which will be locked when unattended.
Electronic data is securely held and protected by anti-virus software and firewalls. Our servers are subjected to regular penetration tests to check that they are securely protecting your data. Data held on our desk and lap top computers is password protected and subject to the same anti-virus software and firewalls. No personal data is held on personally owned tablets or mobile telephones.
As with any company, we are unable to provide absolute guarantees due to the ever-increasing sophistication of criminal activity. However, we will do everything reasonably possible to ensure that your data is protected.
How long we will keep your information for?
Hose Rhodes Dickson will only keep your data for as long as is necessary to provide you with the services requested until your aims are met and to comply with our regulatory and statutory requirements. The maximum period will be 7 years.
What is a cookie?
A cookie is a small text file that is downloaded onto your computer when you visit certain websites and allows a website to recognise a user’s computer. Cookies are used to help users navigate websites more efficiently and to perform certain functions, as well as to provide information to the owners of the website.
What cookies do Hose Rhodes Dickson use?
Sale of business
In the event that this business is sold or integrated with another business your details may be disclosed to our advisers and any prospective purchaser and their advisers and will be passed on to the new owners of the business.
Access to your records
You have a right to be told what personal information we hold about you. If you wish to see a copy of the information we hold about you please write to the Data Protection Officer, Hose Rhodes Dickson, 138 High Street, Newport, Isle of Wight, PO30 1TY.
Updating your details
If any of the information that you have provided to Hose Rhodes Dickson changes, for example if you change your e-mail address, name or payment details or if you wish to cancel your registration, or you have any query in respect of our privacy or cookie policies or our management of your data, please contact us to let us know the correct details or in the event of any query we would welcome the opportunity to resolve this directly with you. Please contact us by email, by sending a letter to, The Data Protection Officer, Hose Rhodes Dickson, 138 High Street, Newport, Isle of Wight, PO30 1TY, or by telephone 01983 538080.
In the event that we are unable to resolve any query, The Information Commissioners Office (ICO) monitor the General Data Protection Regulations 2018 and can be contacted by email via their website: www.ico.org.uk or by telephone on 0303 123 1113.