In providing the facility to enquire about our products via this website, Mailbox Estates collects information about you. In doing so, we take your privacy and our obligations under the data protection legislation very seriously. You have a right to expect a website to disclose its privacy policies - how your personal information is collected, used and shared. You also have a responsibility to choose which sites you feel comfortable disclosing such information to.
In order to comply with our obligations, Mailbox Estates must obtain your consent to the use of your personal information. Please ensure therefore that you read the following carefully. Enquiries about our products through the Mailbox Estates web site will be taken as consent to certain uses of your information.
Mailbox Estates Limited is registered in England under the company number 11300660. Registered address 95b Trentham Road, Stoke-On-Trent, England, ST3 4EG. Mailbox Estates is committed to ensuring that your privacy is protected and our use of your personal information is governed by this Privacy Notice.
On this site, the phrases “Mailbox Estates Limited”, “us”, “we” or “our” will mean those businesses, representative offices, branches of Mailbox Estates Limited on behalf of and in respect of whom this Privacy Notice is made.
Any reference to “you” or “your” refers to anyone whose personal information we process.
If there are any changes to the way in which your personal information is used, this Privacy Notice will be updated.
Who we are
The appropriate data controller (which determines the purpose and means of “processing” your personal information) will be the business which you have instructed and if you are in any doubt about the identity of the data controller in your case, you should ask your usual contact or representative or refer to any documentation we provide to you. The ICO Registration number Mailbox Estates Limited ZA378338.
Mailbox Estates Limited acts as a controller for the personal information that it collects and uses about you. We may also act as a processor in some instances and a subsidiary business. In all cases, we will treat your personal information as confidential and in accordance with applicable data protection legislation and your personal information will only be shared with others in accordance with this Privacy Notice.
What personal information is covered in this privacy notice?
Personal data – Is information that relates to an identified or identifiable individual. Includes information such as name, contact details, date of birth, bank account details or any information with content which would allow us to identify you.
Special Category data – This special data includes race, ethnic origin, health data, genetic data, certain biometric data, information about sex life or sexual orientation, political opinions, religious beliefs, philosophical beliefs, and trade union membership. this is information which is classified as “sensitive” under data protection legislation. There are restrictions when we can collect and use criminal conviction data which can be requested. Under the Data Protection Act 2018 to collect, store and process we are required to have this additional information.
What personal information we collect and why?
We will collect your full name and contact details (such as phone number, email address and address) from you whenever you communicate with us along with any other additional information necessary. Below is a list of examples but not limited to:
| Personal information we may collect
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Why we collect it
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| Name, postal address, phone number, email address and details of your requirements Previous names, mother’s maiden name, previous addresses, health and family history, information about your status and dependents, marital status, gender, date of birth, nationality and tax status, employment details, national insurance number, residential status, bank details and credit history.
We may need to collect the name and date of birth of children from tenant or mortgage applicants. |
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To provide requested services
To offer alternative businesses/properties related to your search criteria. To carry out referencing and credit checks and results |
| Proof of identity to include, but is not limited to, passport, driving licence, and address documents.
We may also need to collect information on other individuals that will be connected to the purchase or service who are not our client(s). Details of your loan/mortgage arrangements, confirmation of period of ownership and details of the source of monies invested. |
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For the purpose of ‘know your client’, anti-money laundering, and counter terrorist financing requirements and right to rent checks.
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| Your bank account details or payment card information
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Processing payments and transactions including: Accounting, Auditing, Billing, Reconciliation, Collection, Credit Checks and related dispute resolution activities
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| Proof of funds to support offers made on businesses or properties
Financial information, for example, a copy of your bank statement or an agreement in principle from your mortgage provider |
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To ensure you are able to pay the required amount of deposit.
To provide evidence of the source of funds you will be using to buy a property. |
| Bank Statements, Mortgage Statement, Proof of deposit, Payslips and P60, Accounts, SA302’s & SA100’s, Tax Year Overviews, ID and proof of address, AST’s
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Supporting your application/offer.
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| Evidence that you have the right to let a property
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Ensure you have the right to lease business or rent property
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| Details of any mortgage or insurance, licensing documentation and service contracts which you have in place in relation to the business or property
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To ensure we have the correct information available to conduct business
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| Details relating to your property/business including photographs, floor plans, energy performance certificate/ property reports, property description and survey results
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To deliver our service(s) to you when you instruct us to
market a property/business for you |
| Photographs of your property, an inspection report and inventory, to record the condition of your property.
Move in and move out dates, utility meter serial number and meter readings before a tenant moves into a property and when the tenant moves out. Your move in and move out date and details of the deposit paid where you are a tenant when registering or releasing any deposit from a deposit protection scheme |
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To deliver our service(s) to you when you instruct us to
market a property/business for you |
| Facial recognition technology
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To deliver client ID verification checks.
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| IP address, browser type, operating system, URL information
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To improve our services provided to customers through insight.
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| Communication and marketing preferences.
Telephone calls maybe recorded |
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To ensure we only send you details of products and services you are interested in through your preferred communication channel.
Calls maybe recoded for training, security, monitoring and compliance purposes |
How is your personal information collected?
We will collect data through direct and indirect interaction, by direct interaction we refer to via phone, email, post, social, third party websites in which you have enquired about our services through but not limited to. Indirect interaction refers to but not limited to third parties to which you disclose your personal information includes aggregator websites.
For the purpose of complying with Anti Money Laundering requirements Politically Exposed Persons (PEP) and Sanctioned Individuals provided by a third party that interrogates national and international public domain sources and matches the data to the client subject to an AML check.
How is your personal information used?
Under data protection legislation we are only permitted to use your personal information if we have a legal basis for doing so. We will process the information you provide or we obtain from other sources to provide you with products and services and answer any questions.
To process and use your information we depend on the following legal bases to:
• Contractual Agreements – We will collect your personal information in order to meet the contractual obligation in which you are a party and take the necessary steps to fulfil your request prior to agreement.
• Legal obligation – We will collect and process your personal information to comply with our legal obligation includes performing anti money laundering checks, right to rent checks, land registry checks for fraud prevention.
• Consent – We will seek to obtain clear and explicit consent before processing your data, for example by enquiring via this website, you consent to the collection and use of your information by Mailbox Estates Limited in the ways outlined in your rights in relation to your personal information further below. If having given your consent to the use of your data, you subsequently change your mind you can stop all, or particular uses of your data by sending us an e-mail to info@mailboxestates.co.uk.
• Legitimate interest – some personal information is processed by Mailbox Estates Limited as part of its legitimate interests which include network and information security, web analytics, updating customer details, lettings, sales, and other core services. Mailbox Estates Limited may also rely on legitimate interest to process personal information related to direct marketing, web analytics, sales, lettings and other services.
Where we may process special categories of personal information and criminal conviction information we do so under additional lawful bases of the Data Protection Act. These may include, but are not limited to:
• Where you have provided explicit consent or Where processing is necessary for the establishment, exercise, or defence of legal claims.
Personal data shared within Mailbox Estates Limited.
We may share your information within our group where necessary.
Sharing with third parties
We will share personal information with our regulators, governmental organisations, law enforcement authorities and with courts, tribunals and arbitrators as may be required from time to time in order to comply with our regulatory and legal obligations.
Where we engage third party service providers to provide business services and operations on our behalf, we provide them with only the personal information they need to perform the service we request. This includes IT systems providers and contractors, third party referencing agencies for the purposes of the prevention and detection of fraud and crime. We contractually require them to securely protect information, and not to use it for any other purpose.
Your information maybe disclosed to the third parties listed below for the purposes listed below if necessary:
| Third party
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Why we share it
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| Vendor, buyer, house builder, other estate agents and parties involved in the sale and
purchase |
To support progression of sale:
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| Approved contractors and suppliers including. Resourcing Housing Ltd
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To arrange EPC visits.
To produce marketing material for the service requested. |
| Surveyors
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To undertake a structural or Homebuyers survey
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| Firms on our conveyancing panel
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To provide home conveyancing services
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| Firms on our mortgage/loan lender panel
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To progress your enquiry or application for the purchase
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| Referencing Companies, Credit and Risk agencies a list of which is available on request
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To run automatic checks on your creditworthiness and to help prevent fraud and money laundering.
For fraud prevention, anti-money laundering checks and identity verification. Full list can be provided on request |
| Solicitors and lawyers
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To pursue a claim for breach of contractual agreements
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| Debt collection companies including MIL Outsource
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To assist us in recovering any monies which we are owed and overdue.
Matching personal data to publicly available sources e.g. Land Registry. |
| Law enforcement bodies including the police, HMRC and local authorities
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To comply with court orders or legal obligations
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| The Redress Scheme or My Deposits
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Where they are providing a dispute resolution service in connection with letting services
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| Land Registry Office
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For conveyancing services
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Automated Decision Making
Some of the services provided by third parties may involve an automated decision, matching and/or credit scoring process. Any credit scoring methods used by third parties are regularly tested to ensure they remain fair, effective and unbiased.
7. How is your personal information kept secure?
The security of your personal information is extremely important to us, and we therefore have measures in place to ensure it stays safe, is not damaged, destroyed or misused, and prevents unauthorised access. The measures include, but are not limited to:
• Client software systems – all systems have protections in place to protect against both unauthorised access, and other external factors that could cause damage to, your personal data. There are strict access requirements in place and access is restricted to those absolutely necessary.
• Hard copy paper files – stored in a secure facility with restricted physical access.
We provide data protection training to all employees and workers who need access to and process personal information.
Where - in line with this Privacy Notice - information is shared with third parties, similar security measures are used to protect your information.
8. How long we retain your personal information?
We will keep your information for as long as is reasonably necessary for the purposes set out in this privacy notice, and to fulfil our legal and regulatory obligations.
The time period may vary depending on type of service or product you have requested from us. In certain circumstances we have a statutory obligation to keep your personal information for a set period of time, for example, financial information (normally 7 years) for financial auditing purposes. Information is always retained in line with its purpose of processing and only for as long as necessary usually, information is kept for 7 years after last contact with you. However, the retention period may be extended dependent upon any legal or contractual obligations Mailbox Estates Limited may be required to comply with, as well as any overriding business legitimate interests.
Transfers of your personal information Overseas
We are based within the UK, however some of the third parties and agents that we work with may be based outside of the European Economic Area (EEA), so processing of your personal information may involve a transfer of data outside of the EEA. Whenever we transfer your personal information outside of the EEA, we will always ensure it is protected by making sure we have safeguards in place. This might mean only transferring your personal information to a country that has been deemed by the European Commission to provide an adequate level of protection, or by using specific contractual protections.
You can contact us at info@mailboxestates.co.uk for details of how we protect specific transfers of your data. All information that you provide us with is stored on our secure servers, or those of our third parties’ data storage providers.
Your rights in relation to your personal information
• Your right of access – you have the right to ask us for copies of your personal information. Exemptions within the legislation could mean that you may not receive all the information we process. If this is applicable an explanation will be provided to you within our response.
• Your right to rectification – you have the right to request that inaccurate information is rectified and incomplete information completed.
• Your right to erasure – you have the right to request your personal information be deleted by us in certain circumstances.
• Your right to restrict processing – you have the right to ask us to restrict the processing of your personal information in certain circumstances.
• Your right to object to processing – you have the right to object to the processing of your personal information in certain circumstances.
• Your right to data portability – you have the right to request whether and to where we may have transferred your personal data.
• Rights related to automated decision making and profiling – you have the right not to be subjected to a decision based solely on automated processing (including profiling) which may significantly affect you.
If you would like to make a request to exercise any of your individual rights described in this section, please email info@mailboxestates.co.uk including the brand/company and business relationship it is in relation to. Upon receipt of your request, Mailbox Estates Limited will carry out a review and a response determining our decision will be provided to you within the recommended timescales.
Our Contact details
If you have any questions, comments or requests regarding any aspect of this Privacy Notice, or how we handle your personal information, please do not hesitate to contact us by sending an email to info@mailboxestates.co.uk or writing to Mailbox Estates Ltd, 95b Trentham Road, Stoke-on-trent, Stafforshire, ST3 4EG.
If you have a question regarding a subject access request, please contact info@mailboxestates.co.uk.
If you have a complaint about the way in which your personal information has been processed, you have the right to contact the Information Commissioner's Office but we would suggest that you first complete our internal complaints procedure and we will try to address your concerns.
Complaints
If you have any complaints about the way we use your personal information please contact your usual business contact.
Privacy Notice Last Updated 17th January 2024
