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OUR PRIVACY POLICY
AT OCEAN PROPERTY SERVICES GROUP WE’RE COMMITTED TO RESPECTING AND PROTECTING
YOUR PRIVACY.
THIS PRIVACY POLICY EXPLAINS WHEN AND WHY WE COLLECT PERSONAL INFORMATION ABOUT
OUR WEBSITE VISITORS, CUSTOMERS AND PEOPLE WHO CONTACT OR INTERACT WITH US, HOW
WE USE IT, THE CONDITIONS UNDER WHICH WE MAY DISCLOSE IT TO OTHERS AND HOW WE
KEEP IT SECURE.
IF YOU DO NOT WANT US TO PROCESS YOUR PERSONAL INFORMATION AS DESCRIBED IN THIS
PRIVACY POLICY, PLEASE DO NOT PROVIDE INFORMATION TO OCEAN PROPERTY SERVICES
GROUP OR USE OUR WEBSITE WWW.OCEANHOME.CO.UK
Ocean Property Services Group has a Data Protection Officer who is responsible
for matters relating to privacy and data protection. The Data Protection Officer
can be reached at c.mclaughlin@oceanhome.co.uk or 187-189 Whiteladies Road,
Clifton Bristol, BS8 2RY
ABOUT OCEAN PROPERTY SERVICES GROUP
Ocean Estate Agents Ltd, Ocean Lettings and Management Ltd, Ocean Surveyors Ltd,
Ocean Property Lawyers Ltd, Ocean Financial Services Ltd are subsidiaries of
Ocean Property Services Group Ltd whose registered number is 08107707 and
registered office is 187-189 Whiteladies Road, Clifton, Bristol, BS8 2RY. Ocean
Property Services Group Ltd will be the data controller of your personal data.
We routinely archive emails sent to and from domains outside of the Ocean
Property Services Group Ltd. Statutory requirement and for the establishment,
exercise or defence of legal claims is the legal basis for retaining and
processing such data.
HOW DO WE COLLECT PERSONAL INFORMATION ABOUT YOU?
We obtain personal information about you that you provide to us through our
website, emails, phone conversations, documents you provide to us or when you
visit one of our branches, for example when you:
Enquire about specific properties for sale or for rent
* Ask us to produce mortgage comparison quotes
* Ask for a cost of moving summary including conveyancing quotes
* Ask us to survey your property or a property you may purchase
* Ask us to value your property
* Book to view a property
* Complete online forms
* Contact us through online portals such as “Rightmove”
* Register for our email newsletters
* Participate in one of our surveys
* Interact with us on our social media sites
We also obtain personal information relating to you using automated technical
means when you visit our website.
WHAT TYPE OF PERSONAL INFORMATION IS COLLECTED?
The information we collect from you might include (but is not limited to) your
name, address, email address, phone number, date of birth and financial details
and any other information you choose to provide to us. To conform with our
statutory obligations we may also be required to hold copies of your passport, a
valid photographic ID, national insurance numbers and proof of address.
The information we collect through our website using automated technical means
includes the Internet protocol (IP) address used to connect your computer to the
Internet, your login information, browser type and version, time zone setting,
browser plug-in types and versions, operating system and platform,
identification number, online identifier and location data. We also collect
information about your website visit including which website pages are accessed,
page response times and length of visits to pages.
HOW LONG DO WE RETAIN YOUR PERSONAL INFORMATION?
We review our retention periods for personal data on a regular basis. We are
legally required to hold some types of information for certain prescribed
periods to fulfil our statutory obligations. Outside of specific statutory
obligations, we will hold your personal data on our systems for as long as is
necessary for the relevant purposes for which we use it, or in accordance with
any retention periods set out in any relevant contract, you hold with us.
Ocean Estate Agents Ltd acting as a data controller will retain your Name,
Address, Telephone Numbers, Email addresses, ID documents (for example a copy of
your passport and proof of address) and notes relating to your dealings with the
company for a minimum period of 6 years following legal completion and for a
maximum period of 7 years following legal completion if you either bought or
sold or marketed or offered on a property through us. We are required to hold
your data to meet our statutory obligations under the Estate Agents Act 1979 and
The Money Laundering, Terrorist Financing and Transfer of Funds (Information on
the Payer) Regulations 2017. We will retain your Name, Address, Telephone
Numbers, Email addresses, ID documents and notes relating to your dealings with
the company for a period of 1 year from the date you provided your details, or
from your last contact with us if you do not proceed to legal completion of a
property marketed by the company.
Ocean Letting and Management Ltd acting as a data controller will retain your
Name, Address, Telephone Numbers, Email addresses, ID documents, (for example a
copy of your passport), Bank Details and notes relating to your dealings with
the company for a minimum period of 6 years following the conclusion of your
tenancy or after any monies are transferred to you and for a maximum period of 7
years following the conclusion of your tenancy if you either rented or let a
property through us. We are required to hold your data to meet our statutory
obligations under the Estate Agents Act 1979 and HMRC requirements.
Ocean Property Lawyers Ltd acting as a data controller will retain your name,
address, telephone numbers, email addresses, ID documents (for example, a copy
of your passport), proof of address (for example, a copy of your bank statement
or utility bill), proof of deposit, bank details (for example, a copy of your
cheque or your written bank details) and all signed terms of business for 6
years on a sale and 15 years on a purchase. We are required to hold your data to
meet our statutory obligations under the Legal Services Act 2007 and
Administration of Justice Act 1985 and in accordance with the guidelines and
requirements of our professional body, complaints handling obligations and
lending institutions. We will retain your name, address, telephone numbers,
email addresses, and notes relating to your dealings with the company for a
period of 1 year from the date you provided your details to us if you do not
proceed to legal completion of a property.
Ocean Financial Services Ltd acting as a data controller will retain your Name,
Address, Telephone Numbers, Email addresses, ID documents (for example a copy of
your passport), proof of address, income documents, bank statements, proof of
deposit, mortgage quotations, mortgage application, mortgage protection
quotations, mortgage key facts illustration documents, mortgage offer, Fact Find
and all signed terms of business for an indefinite period. We are required to
hold your data to meet our complaint handling obligations under FCA regulation
and the Financial Ombudsman Scheme.
Ocean Surveyors Ltd acting as a data controller will retain your Name, Address,
Telephone Numbers and Email addresses as provided by you and the lending
institutions in order to carry out valuations and surveys. In addition, all
signed completed documentation and terms of engagement will be retained. We
will hold the data in accordance with the guidelines and requirements of our
professional body, complaints handling obligations and lending institutions
requirements.
In some cases, it is not possible for us to specify in advance the periods for
which we will retain your personal information. In such cases, we will determine
the period of retention based on the following criteria:
The period of retention of your Name, Address, Telephone Numbers, Email
addresses, ID documents and notes relating to your dealings with the company
will be determined based on our legitimate interest to
* Fulfil your request to send you relevant property details
* Market our products and services relating to your initial request
* Ensure the safety of our employees and to allow us to investigate future
claims of malpractice.
* Improve the efficiency of reregistration of details if a property purchase
you intended to make elsewhere fails to reach legal completion.
* Allow us to provide follow up advice and details of changes to property
market conditions that would directly impact you and your property.
* To send relevant marketing information on products and services based on your
original or subsequent contact with the Ocean Property Services Group
HOW DO WE USE YOUR PERSONAL INFORMATION?
* We may use the information that you directly provide to us in the following
ways:
* We may use your name, address and contact details for the purpose of carrying
out our obligations arising from any contracts entered into by you and Ocean
Property Services Group Ltd such as providing you with products and services
you have requested such as visiting and arranging viewings of your property.
Our legal basis for this use is that it is necessary for the performance of a
contract to which you are party.
* We may use your name, email address and postal address to provide you with
information, you have requested from us, respond to enquiries or requests
from you, communicate with you in relation to those enquiries or requests and
arranging visits to your property by our staff. Our legal basis for this use
is our legitimate interests, namely carrying out activities in the course of
Ocean Property Services Ltd business in response to customer enquiries or
requests.
* We may use your name, email address, telephone number and postal address to
provide you with information regarding similar goods and services to those
you have already enquired about or purchased. Our legal basis for this use
is our legitimate interests, namely the ongoing marketing of our goods and
services to individuals with whom we have an existing relationship in
connection with our goods and services and/or who have expressed an interest
in those goods and services.
* Where you have entered into a contract with us or we have provided you with
services, we may use your name, email address, postal address or phone number
to ask for your feedback about the services we have provided to you. Our
legal basis for this use is our legitimate interests, namely evaluating and
where necessary improving the quality of our service provision with a view to
promoting the success of our business and positive customer relationships.
* Where you are a party to an existing contract with us or regularly enter into
contracts with us for our goods and services, we may use your name, email
address, postal address or phone number to notify you of changes to the terms
and conditions of our services. Our legal basis for this use is our
legitimate interests, namely the administration and management of our
business contracts and relationships.
* We may use your name, email address and postal address to send you marketing
communications if you have chosen to receive these. These may include
information about properties for rent or for sale, the current property
market, promotions or offers. Our legal basis for this use is consent.
* We may use your name, address, photographic identification documents and date
of birth to verify your identity where you enter into a service or contract
with us. Our legal basis for this use is compliance with a legal obligation
to which we are subject and our legitimate interests, namely ensuring the
security of our systems, network and information and those of third parties
and complying with statutory obligations.
* We will hold and process your personal data for contractual and/or legitimate
reasons. Therefore, your personal data will be shared with third parties to
include but not limited to the landlord, contractors to conduct repairs,
property management software systems, deposit protection schemes and utility
companies to ensure the efficient management of the property and tenancy. We
will also hold and process your personal data for any lawful reason required
such as law enforcement or an HMRC request. We will not share your personal
data with any other third party not connected to the management of the
property or tenancy without your explicit consent.
We may use the information that we automatically collect using technical means
through our website to:
* Administer our site and for troubleshooting, testing, research and
statistical purposes. We use Google Analytics, a third-party website
monitoring tool. Our legal basis for this is our legitimate interests, namely
monitoring the use of our software and IT systems, improving our website.
* Measure or understand the effectiveness of our own advertising activity. Our
legal basis for this use is our legitimate interests, namely improving the
relevancy of our advertising.
* Measure or understand the effectiveness of our marketing emails. Marketing
open rates, marketing sharing and revisiting are monitored by our Client
Record Management system. Our legal basis for this use is consent.
This automated collection of information may involve the use of cookies. The
Ocean website and applications may collect anonymous data about how you use our
services in order to help us improve future functionality.
Ocean uses Google Analytics, which is a web analysis service provided by Google.
No data that personally identifies an individual (such as a name, email address
or billing information) is tracked, collected or uploaded. Ocean may collect and
report on the adoption and usage of specific features, crashes and exceptions
and other useful, anonymous metrics.
More about Google's Privacy Policy. Click here
https://www.google.com/policies/privacy/
We may analyse the personal information we collect directly from you and obtain
using automated technical means to create a profile of your interests and
preferences so that we can contact you with information relevant to you (if you
have chosen to receive marketing communications from us). We may make use of
additional information about you when it is available from external sources to
help us do this effectively. These sources include House Price data available
from public sources such as The Land Registry, Property Portals including but
not exclusively Rightmove or Zoopla.
We may also use any of your personal information that we collect from you
directly and additional information about you from external sources where
necessary to detect and reduce fraud and credit risk. These sources include a
register of politically exposed individuals. Our legal basis for this use of
your personal information is our legitimate interests in preventing our business
from being subject to fraud or credit risk.
WHO HAS ACCESS TO INFORMATION?
We will never sell or rent your information to third parties.
We may pass your information to third-party service providers, including but not
limited to:
* Business partners, suppliers and sub-contractors working on our behalf for
the purposes of completing tasks and providing services to you.
These include
* Energy Plus, Energy performance certificates
* ZPG Property Services
* Other wholly-owned subsidiaries of the Ocean Property Services Group Ltd,
including Ocean Financial Services Ltd, Ocean Property Lawyers Ltd, Ocean
Surveyors Ltd, Ocean Letting and Management Ltd
* Trust Pilot customer review services
* Landmark Surveyors Ltd
* Hoowla conveyancing quote services on behalf of Ocean property lawyers
* Contractors required to provide quotes and estimates as requested by you who
will change from time to time
* Advertisers and advertising networks (including social media) to select and
serve relevant adverts to you;
These are Facebook, Twitter, Linkedin, Instagram, Bristol Property Live
When we use third-party service providers, we disclose only the personal
information that is necessary to deliver the service and we have a contract in
place that requires them to keep your information secure and otherwise use your
information in accordance with applicable data protection law.
We may disclose your personal information to any member of our group of
companies (this means our subsidiaries, our ultimate holding company and all its
subsidiaries set out here Ocean Property Services Group Ltd, Ocean Estate Agents
Ltd, Ocean Letting and Management Ltd, Ocean Property Lawyers Ltd, Ocean
Financial Services Ltd and Ocean Surveyors Ltd insofar as reasonably necessary
for the purposes set out in this policy.
We may disclose your personal information to our insurers and /or professional
advisers insofar as reasonably necessary for the purposes of obtaining and
maintaining insurance coverage, managing risks, obtaining professional advice
and managing legal disputes.
We may transfer your personal information to a third party as part of a sale of
some or all of our business and assets, or as part of any business restructuring
or reorganisation, or if we’re under a duty to disclose or share your personal
data in order to comply with any legal obligation or to enforce or apply our
terms of use or to protect the rights, property or safety of our customers.
However, we will take steps with the aim of ensuring that your privacy rights
continue to be protected.
In addition to the specific disclosures set out in this section, we may disclose
your personal information where such disclosure is necessary for compliance with
a legal obligation to which we are subject, or in order to protect your vital
interests or the vital interests of another natural person, or for the
establishment, exercise or defence of legal claims, whether in court proceedings
or in an administrative out-of-court procedure.
YOUR RIGHTS
In this section we have summarised the rights that you have under data
protection law. Some of the rights are complex, applying only in certain
circumstances and subject to certain exceptions, and in the interests of keeping
this policy concise, not all of the details have been included in our
summaries. Accordingly, you should read the relevant laws and guidance from the
regulatory authorities for a full explanation of these rights.
You have the right:
* To object to us processing your personal information for marketing purposes.
If you object, we will stop processing your personal information for this
purpose. When we collect your data, you can choose whether you wish to
receive marketing communications from us. If you wish to stop receiving
marketing communications, you can opt-out at any time by clicking an
‘unsubscribe’ link at the bottom of one of our marketing emails.
* To access the information we hold about you and certain information about our
processing of it and your rights in relation to it.
* In certain circumstances, to obtain the erasure of the personal information
we hold about you, subject to certain exceptions.
* To rectification of the information, we hold about you.
* In certain circumstances, to restrict our processing of your personal
information or object to us processing it. If you object, we will stop
processing your personal information unless certain exceptions apply.
* Where our legal basis for processing your personal information is your
consent or the performance of a contract and we process it by automated
means, to be provided with the personal information we hold about you in
structured, commonly used and machine-readable format and to transmit the
information to another controller.
* To not be subject to a decision based solely on automated processing,
including profiling, that produces legal effects concerning you or similarly
affecting you, subject to certain exceptions.
* Where our processing of your personal information is based on your consent,
to withdraw that consent at any time. If you withdraw your consent, we will
stop the relevant processing, but it will not affect the lawfulness of our
processing before the withdrawal.
To exercise any of these rights, email us at c.mclaughlin@oceanhome.co.uk or
write to us at 187-189 Whiteladies Road, Clifton, Bristol, BS8 2RY. In
addition, you can exercise your right to object to direct marketing at any time
by clicking an ‘unsubscribe’ link at the bottom of one of our marketing emails.
If you consider that our processing of your personal information infringes data
protection laws, you have the right to lodge a complaint to a supervisory
authority responsible for data protection. You may do this in the EU member
state of your habitual residence, your place of work or the place of the alleged
infringement. More information about lodging a complaint with the Information
Commissioner’s Office (the relevant UK supervisory authority) can be found at
https://ico.org.uk/concerns/.
SECURITY PRECAUTIONS IN PLACE TO PROTECT YOUR INFORMATION
We take appropriate technical and organisational precautions to secure your
personal information and prevent its loss, misuse or alteration. All information
you provide to us is stored on our secure servers. Where we have given (or where
you have chosen) a password which enables you to access certain parts of our
websites, you are responsible for keeping this password confidential. We ask you
not to share your password with anyone.
The transmission of unencrypted (or inadequately encrypted) data over the
internet is inherently insecure, and for this reason, we cannot guarantee the
security of data sent between us over the internet.
USE OF COOKIES
Like many other websites, our website uses cookies. 'Cookies' are small pieces
of information sent by an organisation to your computer and stored on your hard
drive to allow that website to recognise you when you visit. They collect
statistical data about your browsing actions and patterns.
Cookies allow us to provide important site functionality so you don’t have to
re-enter lots of information. They also allow us to remember what links and
pages you have been or viewed during a session. This helps us deliver a better,
more personalised service to you.
It is possible to switch off cookies by setting your browser preferences. The
Ocean website and applications may collect anonymous data about how you use our
services in order to help us improve future functionality.
Ocean uses Google Analytics, which is a web analysis service provided by Google.
No data that personally identifies an individual (such as a name, email address
or billing information) is tracked, collected or uploaded. Ocean may collect and
report on the adoption and usage of specific features, crashes and exceptions
and other useful, anonymous metrics.
More about Google's Privacy Policy. Click here
https://www.google.com/policies/privacy/
LINKS TO OTHER WEBSITES
Our website may contain links to other websites run by other organisations. We
are not responsible for the privacy practices of those organisations or the
content of their websites. You should read the privacy policies of these
organisations before providing them with any personal information.
Transferring your information outside of European Economic Area (“EEA”)
If you use our services while you are outside the EEA, your information may be
transferred outside the EEA in order to provide you with those services. We
would not typically transfer your data outside of the EEA without your specific
request to do so.
REFERRALS
Part of our staff remuneration package includes payments for additional
beneficial services provided to our clients. A payment of £50 is made by the
company for each successful Mortgage Application, Property Lawyers Instruction
and Property Letting Instruction and £25 for each Survey organised through
Landmark Surveying Services. The payment does not influence the cost of the
service provided to our clients. Landmark surveying services share 20% of their
net fee with Ocean Surveyors Ltd for the provision of surveying services to the
company and its clients. You are not under any obligation to use the services of
any of the recommended providers, though should you accept our recommendation
the provider is expected to pay us the corresponding Referral Fee.
RELOCATION AGENT NETWORK
Ocean Estate Agents Ltd is part of the Relocation Agent Network which have
associated offices throughout the UK. As Ocean Estate Agents Ltd are part of
the Network, Ocean receive a referral fee, amounting to 20% of the recommended
Agents’ selling fee, should Ocean Estate Agents Ltd refer a client who
subsequently sells through that agent. The referral fee is paid from the
commission agreed between the Agent and the introduced seller. If Ocean Estate
Agents Ltd introduce a buyer/applicant to a member agent Ocean Estate Agents Ltd
receive 5% of the sales fee. This is a national agreement between all members.
FURTHER INFORMATION
You can obtain further information about data protection laws by visiting the
Information Commissioner's Office website at www.ico.org.uk.
Each subsidiary of the Ocean Property Services Group Ltd is registered with the
ico under the following registration numbers.
Ocean Estate Agents Ltd Registration Number: Z4564840
Ocean Lettings and Management Ltd. Registration Number: Z8684735
Ocean Property Lawyers Ltd. Registration Number: Z5005577
Ocean Financial Services Ltd. Registration Number: Z7060938
Ocean Surveyors Ltd Registration Number: Z4692036
REVIEW THIS POLICY
We keep this Policy under regular review. This Policy was last updated on 10th
May 2018
If we change our Privacy Policy we will post the changes on this page and may
place notices on other sections of the website and/or notify you by email.
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