Please read the following carefully to understand our views and practices regarding personal data and how we will treat it.
For the purpose of the Data Protection Act 2018, the data controller is Intelligent Services Group Limited, 6th Floor, Arden House, Regent Centre, Gosforth, Newcastle upon Tyne, NE3 3LU.
We may change this policy from time to time by updating this page and you should check this page from time to time to ensure that you are happy with any changes.
This policy was last updated on 15 January 2021.
What data we collect
The following data is collected either through submission of data by yourself from your device or through activity you carry out on the website.
Why we collect this information, and how we use it
When you provide us with information, we will use it in different ways – particularly for the following:
In all instances, we will process your personal information in this way if it is necessary for the performance of a contract, you have requested us to do so or if it is required for us to comply with any legal obligations.
We will never process your data for anything other than legitimate interest in ensuring that we can provide the best service possible or providing you with information that may be of interest to you.
How data is stored
Data is stored within electronic systems accessed by employees of Intelligent Services Group Ltd. Where employees from either company does have access to this data, it is done so on a restricted basis with personally identifiable information excluded where possible. Where you are a vendor, limited access to your data is also given to your Estate Agent.
Limited access to your data is also given to third parties where you have said that we can share your data with them.
All electronically accessible information is stored in the UK on secure (password and firewall protected) servers.
All electronic transactions and data transmissions between your device and our website will be encrypted using industry-standard SSL (Secure Socket Layer) technology; and our website has an SSL certificate.
Please note that unfortunately, the transmission of information via the internet is not completely secure and so we cannot guarantee the security of any data sent over the internet between your device and our website. Any such data transmission is at your own risk.
Paper copies of your data may also be stored securely and accessed by employees of Intelligent Service Group Limited.
All paper-based information is securely stored in the UK.
The data that we collect from you may be transferred to, and stored at, a destination outside the European Economic Area (“EEA”). It may also be processed by staff operating outside the EEA who work for us or for one of our suppliers or contractors. Where this is the case, we will minimise data accessible as much as possible to only what is needed.
We are committed to ensuring that information provided is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic, and managerial procedures to safeguard and secure the information we collect.
We may collect information about your device, including where available your IP address, operating system, and browser type, for system administration.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website.
Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement.
You should exercise caution and look at the privacy statement applicable to the website in question.
We may tailor your experience of our website, based on your previous usage or preferences that have been set for or by you.
In some instances, we may associate your previous usage of our website, with your user account, so that we can better tailor our service and website to you.
In some instances, functionality on our website, may require cookies to be placed on your device in order to work correctly. This may include (but is not limited to) functionality such as making payments, viewing videos, or sharing content on social media.
We may track and analyse your usage of the website in order to understand content that is of interest to customers or provide more relevant content in the future. Data that is provided to use as part of analytics cookies may include (but is not limited to) your IP address, and information about your browser, device, location, demographic, and interests.
We regularly monitor the performance of our website, so that we can identify problems and fix them as quickly as possible. In order to do this, we collect information about your browser, device, location, and (if you’re logged in) some of your account details, so that we can quickly replicate and respond to these issues.
We want to provide the best possible experience when you use our website. In order to do so, on occasion, we may use third party software, to anonymously collect information relating to your interactions with our website. This allows us to make informed decisions on improvements to our website, products, and services.
Your cookie preferences
If a cookie does not satisfy the criteria above, we will advise you that there is content or functionality that has been redacted, however, you may be unable to use that area of the website fully.
You can usually delete cookies from your device at any time. See your browser settings for this.
Disclosure 0f personal information
We may disclose client’s personal information to any member of our Group, which means our subsidiaries as defined in section 1159 of the UK Companies Act 2006. We may also disclose individual’s personal information to third parties:
Controlling your personal information
Individuals have the right not to have their personal data used for marketing purposes and we will always seek consent, before collecting data if we intend to use it for such purposes or if we intend to disclose this information to any third party for such purposes.
Should you choose to restrict the collection or use of your personal information, you may do so in the following ways:
Individuals Data Rights
Under the Data Protection Act 2018, individuals have the following rights in relation to the use of their personal information:
The Right to be Informed In relation to how and why your personal data is used
The Right of Access To personal information held about you (See “Right to Access”
The Right to Rectification The correction of personal data that is held about you.
The Right to Erasure To request your data is deleted (See “Right to Erasure”)
The Right to Restrict Processing Whilst there is an ongoing dispute
The Right to Data Portability To transfer your personal information to another provider
The Right to Object To your data being used without consent, such as for marketing
The Right to Complain To the supervisory authority in relation to how your data is used
Rights in relation to automated decision making/profiling. The client may request a human review.
Right to Access
To receive a copy of personal information that is held about you, we will require 2x certified identification documents to be provided with your request. The request can be made in writing by letter or by email to the Data Protection Officer. The Data Protection Officer will respond to the request within 30 days of the date the request and suitable identification is received.
We reserve the right to refuse requests that are manifestly unfounded or excessive and should a request be refused you will be advised as to the reasons why.
Where a request is refused, you may refer the matter to the Property Ombudsman (or in the case of Medway Law, to the Council for Licensed Conveyancers) and we will provide you with the information needed to allow you to do so.
Right to be Erasure
individuals have the right to request that their personal data is erased, and we will action any request provided there is not a lawful reason not to do so. When a request is received, we will provide a date in which the data will be erased. The request can be made in writing by letter or by email to the Data Protection Officer.
Until such date, we will limit the processing that we carry out using the data in order to minimise impact and the data will not be shared during this time, unless there is a legal or lawful requirement for us to do so.
Exercising Your Rights
Where an individual wishes to exercise their rights as detailed in “Individuals Data Rights” they should contact the Data Protection Officer either by post or email to:
Data Protection Officer. iamproperty. 6 Floor Arden House. Regent Centre, Gosforth, Newcastle upon Tyne. NE3 3LU. Email: firstname.lastname@example.org
Personal Data Breaches
In order to comply with applicable law, we have implemented procedures to detect, report and investigate personal data breaches. A data breach is defined by the Information Commissioner’s Office (ICO) as;
“A breach of security leading to the destruction, loss, alteration, unauthorised disclosure or, or access to, personal data.”
The ICO will be informed of any data breaches which present a high risk to our clients and customer’s rights and freedoms and in line with applicable law, a notifiable breach will be reported within 72 hours of us becoming aware of it. The individual(s) involved will also be informed.
IAM-Sold Ltd ICO registration: ZA2347107
Intelligent Services Group ICO registration: ZA248040
Medway Law ICO registration: ZA082385
The Conveyancing Partnership ICO registration: ZA140639
Should you have any questions