Xavi & Co The Deposit Protection ServiceThe Property Ombudsman

Privacy Policy and GDPR

Introduction

We are a Letting & Estate Agency based in Brentford who deal with all aspects of residential property. Our company number is 07512681. We are a registered Data Controller with the Information Commissioners Office and our Data Controller number is Z3212223 We treat the privacy of all of our customers with respect and we take our responsibility of how we handle this data very seriously. This notice applies across all of the services provided by us, Xavi and Co Limited trading as Xavi & Co, our website, all of our online advertisements and our marketing material both online and offline. This notice also applies to all of our customers and prospective customers which include Landlords, Tenants, Applicants, Vendors, and Buyers. The type of personal data we hold and use for you will depend on the type of customer you we classify you are and we may require different data for each type, as is required for relevant data processing. When we use the term ‘personal data’ we mean information that identifies which may include your name, contact number(s), email address, postal address, bank account information/payment information, date of birth, marital status, employment status, income details, and address history. We may need to update this notice from time to time. We will inform our clients of any significant change that we make to this notice, usually by email.

Who will process my data?

Your personal data will be processed by Xavi and Co. In some cases, your data may be passed to a third party that is a trusted business of Xavi and Co where relevant.

How we may share your data

Your data may be shared with appropriate staff within our business such as those carrying out financial, money laundering checks or compliance functions. We sometimes need to share your data with carefully selected third parties.

Why is my personal data required?

Your data may be processed for a number of reasons depending on your circumstances but may include establishing suitability as a Tenant or Buyer, ID verification, immigration status, Anti Money Laundering (AML) and fraudulent activity checks, or other legislative or practical requirements in order to properly fulfil a contract with you. We may also use your personal data for direct marketing purposes provided we have your consent. We only collect information that is necessary to carry out the purposes listed above.

What makes this processing lawful?

  • For the performance of a contract to which you are party or in order to take steps at your request to enter into a contract
  • For compliance of legal obligations to which we are subject to
  • For the purpose of legitimate interest pursued by us

Keeping your information up to date

We will record your data exactly as you provide it. You may update your data at any time by asking us to do so. We will action your request within a reasonable time frame and up date third parties with this information if required.

How will you use my personal data?

Our legitimate interests for using your data are as follows

  • To respond to questions or complaints you have about our services
  • To update to changes to our services or terms
  • To ensure our records of your personal information is correct
  • To review, improve or develop the services we offer
  • To understand the changing needs of our clients
  • To pursue debts or unpaid fees
  • To evidence company practices
  • For direct marketing purposes
  • To protect the business from risks which might be introduced

You have the right to object to processing and we shall cease unless we can show we have legitimate grounds to continue.

How secure is my data be?

We will ensure that your data is only accessible to authorised people in our business or associated partners above if relevant, and the data will remain confidential at all times. Appropriate security measures will be in place to prevent unauthorised access of your information. If we have a contract with another organisation to provide us with services or a service on our behalf to process your information, we’ll make sure they have given reassurances regarding appropriate security measures and they will only process your information once we have given them authorisation to do so.

What about direct marketing?

We will use the information provided now and in the future to carry out direct marketing activities that are legitimate interests pursued by us. Sometimes that includes with your consent, sharing data with product and service providers for their marketing activities. You can choose which method you’d prefer to be contacted on whether that be by telephone, email, SMS, or post. You have the right to object at any time to the use of your personal data and we will cease marketing activity.

Telephone call recording

In line with the Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000 we may record incoming or outgoing conversations with you for the following purposes:

Telephone call recording

In line with the Telecommunications (Lawful Business Practice) (Interception of Communications) Regulations 2000 we may record incoming or outgoing conversations with you for the following purposes:

  • Training and compliance reasons
  • Establishing facts and evidence for business transactions
  • Demonstrating that standards are being met
  • Preventing or detecting criminal or fraudulent activity

How long will you keep my information for?

We will keep your information for no longer than is necessary to fulfil our legitimate business interests

Requesting a copy of the information we hold

You may at any time ask for a copy of the information we hold about you – it is your legal right. We will provide you with a copy of any non exempt personal information we hold within 30 days of your request unless we ask you for an extension of this period. To protect your information, we will ask you to verify your identity before we release this information. We may refuse to supply the information if you cannot verify your identity.

What are my legal rights?

In addition to the above, you have the following rights

  • You have the right to object to processing your personal data for marketing activity at any time
  • Where you have given previous consent you have the right to withdraw the previous consent to processing your personal data at any time
  • You have the right to request to have the personal data we hold for you to be erased
  • You have the right to request a copy of the personal data we hold for you in a concise readable format
  • You have a right to lodge a complaint with the regulator (see below)

How do I complain to the regulator?

By writing to:

Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Or by:

Telephone: 0303 123 1113
Email: casework@ico.org.uk
Web: https://ico.org.uk/for-organisations/report-a-breach

How to contact our Data Protection Officer

You can contact our Data Protection Officer by writing to:

The Data Protection Officer
Xavi and Co
196 High Street
Brentford
TW8 8AH

Or by:

Telephone: 020 8560 0700
Email: info@xavico.co.uk

The Website

This privacy policy is for this website www.xavico.co.uk is served by Xavi and Co Limited and governs the privacy of its users who choose to use it. The policy sets out the different areas where user privacy is concerned and outlines the obligations & requirements of the users, the website and website owners. Furthermore the way this website processes, stores and protects user data and information will also be detailed within this policy.

This website and its owners take a proactive approach to user privacy and ensure the necessary steps are taken to protect the privacy of its users throughout their visiting experience. This website complies to all UK national laws and requirements for user privacy.

Use of Cookies

This website uses cookies to better the users experience while visiting the website. Where applicable this website uses a cookie control system allowing the user on their first visit to the website to allow or disallow the use of cookies on their computer / device. This complies with recent legislation requirements for websites to obtain explicit consent from users before leaving behind or reading files such as cookies on a user's computer / device. Cookies are small files saved to the user's computers hard drive that track, save and store information about the user's interactions and usage of the website. This allows the website, through its server to provide the users with a tailored experience within this website. Users are advised that if they wish to deny the use and saving of cookies from this website on to their computers hard drive they should take necessary steps within their web browsers security settings to block all cookies from this website and its external serving vendors. Other cookies may be stored to your computers hard drive by external vendors when this website uses referral programs, sponsored links or adverts. Such cookies are used for conversion and referral tracking and typically expire after 30 days, though some may take longer. No personal information is stored, saved or collected.

Contact & Communication

Users contacting this website and/or its owners do so at their own discretion and provide any such personal details requested at their own risk. Your personal information is kept private and stored securely until a time it is no longer required or has no use, as detailed in the Data Protection Act 1998 and further updated by GDPR 2018. Every effort has been made to ensure a safe and secure form to email submission process but advise users using such form to email processes that they do so at their own risk.

This website and its owners use any information submitted to provide you with further information about the products / services they offer or to assist you in answering any questions or queries you may have submitted. This includes using your details to subscribe you to any email newsletter program the website operates but only if this was made clear to you and your express permission was granted when submitting any form to email process. Or whereby you the consumer have previously purchased from or enquired about purchasing from the company a product or service that the email newsletter relates to. This is by no means an entire list of your user rights in regard to receiving email marketing material. Your details are not passed on to any third parties.

Email Marketing

Email marketing campaigns published by this website or its owners may contain tracking facilities within the actual email. Subscriber activity is tracked and stored in a database for future analysis and evaluation. Such tracked activity may include; the opening of emails, forwarding of emails, the clicking of links within the email content, times, dates and frequency of activity [this is by no far a comprehensive list]. This information is used to refine future email campaigns and supply the user with more relevant content based around their activity. In compliance with UK Spam Laws and the Privacy and Electronic Communications Regulations 2003 subscribers are given the opportunity to un-subscribe at any time through an automated system. This process is detailed at the footer of each email campaign. If an automated un-subscription system is unavailable clear instructions on how to un-subscribe will by detailed instead.

External Links

Although this website only looks to include quality, safe and relevant external links, users are advised adopt a policy of caution before clicking any external web links mentioned throughout this website. (External links are clickable text / banner / image links to other websites, similar to; Folded Book Art or Used Model Trains For Sale.)

The owners of this website cannot guarantee or verify the contents of any externally linked website despite their best efforts. Users should therefore note they click on external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.

Adverts and Sponsored Links

This website may contain sponsored links and adverts. These will typically be served through our advertising partners, to who may have detailed privacy policies relating directly to the adverts they serve.

Clicking on any such adverts will send you to the advertiser’s website through a referral program which may use cookies and will track the number of referrals sent from this website. This may include the use of cookies which may in turn be saved on your computers hard drive. Users should therefore note they click on sponsored external links at their own risk and this website and its owners cannot be held liable for any damages or implications caused by visiting any external links mentioned.

Social Media Platforms

Communication, engagement and actions taken through external social media platforms that this website and its owners participate on are custom to the terms and conditions as well as the privacy policies held with each social media platform respectively.

Users are advised to use social media platforms wisely and communicate / engage upon them with due care and caution in regard to their own privacy and personal details. This website nor its owners will ever ask for personal or sensitive information through social media platforms and encourage users wishing to discuss sensitive details to contact them through primary communication channels such as by telephone or email. This website may use social sharing buttons which help share web content directly from web pages to the social media platform in question. Users are advised before using such social sharing buttons that they do so at their own discretion and note that the social media platform may track and save your request to share a web page respectively through your social media platform account.

Shortened Links in Social Media

This website and its owners through their social media platform accounts may share web links to relevant web pages. By default some social media platforms shorten lengthy URLs. Users are advised to take caution and good judgement before clicking any shortened URLs published on social media platforms by this website and its owners. Despite the best efforts to ensure only genuine URLs are published many social media platforms are prone to spam and hacking and therefore this website and its owners cannot be held liable for any damages or implications caused by visiting any shortened links.

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