Privacy Policy – Fox Lloyd Jones


Introduction:

Welcome to the 2018 privacy policy for Fox Lloyd Jones Ltd. For the purpose of this notice Fox Lloyd Jones Ltd will be referred to as Fox Lloyd Jones. 

We take our responsibility to protect the privacy and confidentiality of your personal information that you provide us with seriously and take all reasonable commercial steps to ensure its security in our capacity as both Data Controller and Data Processor.

This website is not intended for or aimed at children and we do not knowingly collect data relating to children.


Who Are We:

This privacy policy provides information on what data Fox Lloyd Jones collects, what we do with that data, how we secure it and with whom we share it. It will also inform you about your rights under GDPR.

Fox Lloyd Jones is a company incorporated in England: 

Company Number:
4794141
Registered office:
Carlton Tower

34 St Paul's Street

Leeds

LS1 2QB
VAT Registration:
839102926


We are also registered with the Information Commissioner's Office https://ico.org.uk/.

We comply with the current Data Protection Act 2018 and GDPR which ensures your personal data is held:

1) Lawfully and Transparently

The data has been obtained legitimately and does not have a negative effect on the individual and will not be used in a way they would not expect.

2) Limited for its purpose

The data has been collected for specified and explicit purposes and not used in a way someone would not expect.

3) Adequate and Necessary

The data collected is relevant and not excessive in relation to the purpose for which it is held. Unnecessary data will not be collected or held.

4) Accurate

Kept up to date and changed if inaccurate.

5) Kept no longer than necessary

6) Integrity and Confidence

Processed in a way that ensures security to the best of our ability.


What Information Do We Collect?

We will collect different types of personal information from you depending on our relationship with you. 


Identity: Full name, address, telephone number, email address 
Photo ID documents - Passport/Driving licences

Contact:

Address, telephone number, email addresses, other forms as necessary

Financial: Bank Account details for payment of invoices.
Proof of funds documents

Technical: When visiting our website we use 'cookies' which enable you to navigate around and (where appropriate) allow us to continually improve the website and make it more efficient to use on future visits. We use Third Party Google Analytics to obtain anonymous data on patterns of the users who visit our website.


Please refer to our 'Cookie Policy' on our website for more information. http://www.fljltd.co.uk/cookie-policy. 

Contract: Any information that we require to complete the scope of works asked of us.
In certain circumstances where managing property, we may need information in relation to tenancy details, tenant identities, income, financial circumstances etc.



How Do We Collect the Information?

There are different ways in which we collect data from you including:

  • If you choose to call, email, fax or send a letter to our office directly or to any member of our team.
  • Through our social media channels.
  • Through our website by completing the contact form and collection of anonymous information by the use of cookies (please refer to our 'Cookie Policy’ for further information - http://www.fljltd.co.uk/cookie-policy).
  • In person through exchanging business cards, or through mutual introductions with any employee of Fox Lloyd Jones.
  • Identity and contact data found from publicly available sources such as, Company Websites, Companies House and the Electoral Register based within the EU.
  • Any information that we gather at meetings and events.
  • Through conducting the services you have asked us to provide, for example, in searching for a property requirement, the letting or sale of a property, a lease re-gear, negotiation, project management etc.
  • Recommendations or information we receive from external 3rd parties, or through mutual contacts.
  • Through being appointed on an instruction as a Joint Agent/supplier in which we must work together.
  • In providing proof of your identity to facilitate the services we provide, to comply with the Law and with Anti-Money Laundering Regulations.


How Will We Use the Information?

Your information will be used in compliance with the Law in one or more of the following ways:

  • To respond to your requests/interests.
  • To send you properties or opportunities that for legitimate reasons we believe may be of interest to you at that time, we generally do not rely on consent to facilitate this marketing although you have the right to opt out from receiving this contact at any time by emailing compliance@fljltd.co.uk 
  • Personal information will be used to facilitate the work/service/contract in which you have asked us to complete/provide.
  • To offer the opportunity to tender for a contract that we legitimately believe you may be interested in pursuing.
  • Where we need to comply with laws and regulations.


What Happens if you Don’t Provide this Information?

You do not have to provide us with this information either pre or post contract, however in failing to do so it will limit us in the quality of service, the level of products we can provide or in us being able to complete the contract. In certain circumstances this may prevent us from working with/for you and we may decline the opportunity.

We may also need personal information from you as required by the law, without this information we will not be able to complete the services you have asked of us.


Our Legal Basis for Processing

In processing your information we ensure we have a legal basis to do so and rely on a number of different legal bases both internally and externally.

Legitimate Interests:

The principle function of FLJ’s Agency transactions is to match company property requirements in the open market with suitable buildings. To achieve this we need to be able to introduce property opportunities to parties with known requirements.

This means that we use personal information in order for us to effectively conduct our business and to be able to offer you the best opportunities that we are aware of and that we honestly believe will be of interest to you based on the information you have provided to us or is known to us. You will receive notifications of properties available if you have contacted us previously regarding similar properties, you have a requirement and where we believe you may be interested in an opportunity.

You have the option to opt out of this contact at any time by emailing compliance@fljltd.co.uk and can be assured that you will be removed from our systems. 

Please note that we will not process your data under this legal basis if we believe your freedoms and rights would be affected.

Legal or Regulatory:

This means we may need to collect personal information to ensure we meet our legal obligations, for example tax and Anti-Money Laundering compliance. 

Contractual:

This means we process your data in the leading up to, during the performance of, or post a contract to which you are a party to in any capacity.


How Long Do We Keep your Personal Information?

We will keep your information for as long as is reasonably necessary for legitimate business purposes and for the purpose for which it was obtained, and also to comply with any legal and regulatory obligations. 

We will then securely delete it.


Where Do We Keep It?

Your data is physically held within Fox Lloyd Jones office located in England and will be processed by employees/related Third Parties within the same Region. Whilst our physical server is also held in England our 'cloud' server is held within the EEA and complies with current EU regulations. 


Do We Share with Third Parties?

We will never sell your personal information to any third party. We may share your information with Third Parties where required to ensure we complete our contract and service to you. These include:

  • Fox Lloyd Jones employees to complete their daily work, including consultants employed by Fox Lloyd Jones.
  • Any organisations that are used to aid and perform our role including our IT service provider.
  • Any Third Party that you give us permission to share with.
  • Any Authority or Bodies that require it to detect and prevent any criminal activity in any capacity.
  • To obtain credit checks.
  • To fulfil a subject access request.


Safety and Security:

We do all we can to ensure the safety and security of the personal information we hold in both a physical and electronic form. 

To do this we have implemented a variety of methods to maintain the best security we possibly can, including encryption of all laptops to prevent your data from being lost, used/accessed/disclosed by unauthorised persons or altered. We have also done this by using strict IT policies and system protection in place. We limit employee access to data to only what they need to complete their role. 

Please note whilst security is at the forefront of our strive to protecting data, we regret and acknowledge that we cannot absolutely 100% guarantee security due to the nature of the internet fraudsters but we do keep up to date and monitor all our systems as best we can.


Your Rights:

GDPR provides you with rights to protect your personal information:

  • To ask us to rectify your personal data that you believe we hold incorrectly. 
  • For us to stop holding your personal data. (Please note that in some circumstances we may need to keep some details for legal and/or regulatory compliance.)
  • Where we rely on Legitimate Interests as our basis for processing you may object to us using processing your data.
  • You may ask us to stop processing data for a period of time if the data is inaccurate or, there is a dispute about whether or not your interests override our legitimate grounds for processing.
  • To submit a ‘Subject Access Request’.
  • Where we rely on Contract as our basis for processing, you may ask us to send your information to a new controller

If you wish to proceed with any of the above then please email compliance@fljltd.co.uk. 


Changes to This Privacy Notice:

We may update this notice from time to time, it is therefore your responsibility to check back on this page for regular updates and to take notice of any changes we have made.

Any significant changes that we make we will post a larger notification in the 'News' section of our website.


Our Website:

www.fljltd.co.uk may contain links to other websites, please note this privacy policy is only applicable to the website for Fox Lloyd Jones. 


Contact Details and Further Information:

This policy was last reviewed in May 2018.

If you have any queries in relation to this privacy policy then please contact compliance@fljltd.co.uk.