Privacy Policy & Notice

INTRODUCTION

This is the privacy notice of Maxwells Estate Agents Ltd. In this document, “we” or “us” refers to Maxwells Estate Agents Ltd.

We are company number 7599955 registered in England.

Registered office address is 9 Horsefair Banbury Oxon OX16 0AA.

We are extremely concerned to protect your privacy and confidentiality. We understand that our customers and clients are quite rightly anxious to know that their data will not be used for any purpose unintended by them and will not accidentally fall into the hands of a third party. Our policy is both specific and strict. It complies with UK law. If you think our policy falls short of your expectations or that we are failing to abide by our policy, do please tell us.

HOW INFORMATION THAT WE TAKE ABOUT YOU WILL BE USED

Website enquiry

By using www.maxwellsestateagents.co.uk we will obtain information from you specifically to enable you to use or buy a service offered on our website.

Your domain name and e-mail address are recognised by our servers and the pages that you visit are recorded. We shall not under any circumstances divulge your e-mail address to any person who is not an employee or contractor of ours and who does not need to know, either generally or specifically. 

This information is used to correspond with you or deal with you as you would expect.

Vendor

If you are selling a property using Maxwells Estate Agents, before we market your property we will take a copy of your ID and Proof of Address for compliance with HMRC Anti Money Laundering Regulations. We will need to retain this on file for 5 years after completion.

We will also need to ask you if you are the rightful seller of the property and reserve the right to confirm this with Land Registry.

At the time of instruction, we will request your permission to share your information with our trusted partners for conveyancing, mortgage advice or surveying.  At this time, we will specify exactly who we will refer you to and only share your information once you have given us your express permission.

Once your sale has completed we will not contact you electronically without your permission. 

If you have invited us to carry out an appraisal at your property but do not proceed to use our services to sell we will not retain any of your personal details on either paper or electric files.

Purchaser

If you are purchasing a property from Maxwells Estate Agents, we will retain on file copies of your ID and Proof of Current Address and financial qualification for 5 years after completion to comply with HMRC and Anti Money Laundering Regulations

At the time of any prospective purchase we will request your permission to share your information with our trusted partners for conveyancing and mortgage. We will specify exactly who we will refer you to and only share your information once you have given us your express permission.

Once you purchase has completed we will not contact electronically without your express permission.  

If you are a property investor and require details of similar properties we will pleased to keep your information active after completion.  

Landlord

If you use Maxwells Estate Agents lettings services, we will request a copy of your ID and Proof of Address before marketing. We will need to retain this on file for 5 years from termination of business relationship.

We will also need to ask you if you are the rightful owner of the property and reserve the right to confirm this with Land Registry.

Whilst Maxwells Estate Agents are acting for you, we will keep in touch by phone, email, text and post until such time as either you no longer use our services or terminate any relationship.  

Tenant

If you rent a property through Maxwells Estate Agents, we will require a copy of your ID and Proof of Address for before referencing/right to rent checks, so we comply with Home Office Regulations. We will need to retain this on file for 5 years. We process your personal data by automated means and in a machine readable format which is required for a Legal Basis.

Disclosures

We may be required to give information to legal authorities which include HMRC, Police Authority and local government or their agencies if they so request or if they have the proper authorisation.

Viewer

If you have viewed either a property for sale or a property to let with Maxwells Estate Agents, we will need to keep a record of your name, and a means to contact you with details of the property you viewed and the date of your viewing. 

Once registered your details with us we will send via electronic means all new instructions that we feel will match your requirements until you request us to stop.

Business and personal information

We undertake to preserve the confidentiality of the information and of the terms of our relationship. It is not used for any other purpose. We expect you to reciprocate this policy.

We keep information which forms part of our business record for a minimum of six years. That is also the period within which our tax collecting authorities may demand to know it.

Cookies

Cookies are small text files that are placed on your computer's hard drive through your web browser when you visit any website. They are widely used to make websites 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:

to record whether you have accepted the use of cookies on our website. This is solely to comply with the law. If you have chosen not to accept cookies, we will not use cookies for your visit, but unfortunately, our site will not work well for you.

  • to allow essential parts of our website to operate for you.
  • to operate our content management system.
  • to operate the online notification form - the form that you use to contact us for any reason. This cookie is set on your arrival at our website and deleted when you close your browser.
  • to enhance security on our contact form. It is set for use only through the contact form. This cookie is deleted when you close your browser.
  • to collect information about how visitors, use our site. We use the information to improve your experience of our site and enable us to increase sales. This cookie collects information in an anonymous form, including the number of visitors to the site, where visitors have come to the site from, and the pages they visited.
  • to record that a user has viewed a webcast. It collects information in an anonymous form. This cookie expires when you close your browser.
  • to record your activity during a web cast. For example, as to whether you have asked a question or provided an opinion by ticking a box. This information is retained so that we can serve your information to you when you return to the site. This cookie will record an anonymous ID for each user, but it will not use the information for any other purpose. This cookie will last for a period of time after which it will delete automatically.
  • to store your personal information so that you do not have to provide it afresh when you visit the site next time. This cookie will last for a period of time after which it will delete automatically.
  • to enable you to watch videos we have placed on any social media networks.

Calling our office

When you call our office, we may collect Calling Line Identification (CLI) information. We use this information to help improve the efficiency and effectiveness of our help line

Complaining

When we receive a complaint, we record all the information you have given to us. We use that information to resolve your complaint. If your complaint reasonably requires us to contact some other person, we may decide to give to that other person some of the information contained in your complaint. We do this as infrequently as possible, but it is a matter for our sole discretion as to whether we do give information, and, if we do, what that information is.

We may also compile statistics showing information obtained from this source to assess the level of service we provide, but not in a way that could identify you or any other person.

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 decide to contact you later.

If we employ you, we collect information about you and your work from time to time throughout 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.

Sale of your personal information

Except as specified above, we do not rent, sell or otherwise disclose any of your information to any person outside our business.

Transfer of information

We may transfer your personal information to a third party as part of a sale of some or all of our business or assets, or as part of any business restructuring or reorganisation. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

How to update your marketing preferences

You can update your preferences anytime by calling us, e-mailing sales@maxwellsestateagents.co.uk or clicking the link at the bottom of every matched property e-mail.

We will delete any information that we hold from any prospective purchaser who has not viewed a property when requested to do so.

Finding out information we hold about you.

Customer information will be held by us in both paper and electronic form and will be kept in line with our retention procedures. If you would like a copy of information we hold about you, you can make a Data Subject Access request under the GDPR 2017. To request this information please write to:

Maxwells Estate Agents Ltd
9 Horsefair
Banbury
Oxon
OX16 0AA

All requests must include name, address (current and previous)

You will not have to pay a fee to access your personal data, however we reserve the right to charge a reasonable fee if your requests are repetitive or excessive. 

Removal of your information

If you wish us to remove personally identifiable information, you may contact us at sales@maxwellsestateagents.co.uk. To better safeguard your information, we will also take reasonable steps to verify your identity before granting access or making corrections to your information.

If you have any question regarding this privacy policy, please contact us at sales@maxwellsestateagents.co.uk

Data Processing

Data may be “processed” outside the UK

Our websites are 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.

Compliance with the law

This confidentiality policy has been compiled so as to comply with the law of every jurisdiction in which we aim to do business. If you think it fails to satisfy the law of your country, we should like to hear from you, but ultimately it is your choice as to whether you wish to use our website.

Review of our data policy

We keep all of our policies under regular review.  This policy has been updated on 10th July 2018.

Further information

You can obtain further information regarding GDPR by visiting the Information Commissioners Office website at www.ico.org.uk