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Privacy Policy

Privacy Notice

This document refers to personal data, this is defined as information concerning any living person (a natural person who hereafter will be called the Data Subject) that is not already in the public domain. The Data Protection Act (DPA), Privacy and Electronic Communications Regulations (PECR) and The General Data Protection Regulation (GDPR) which is EU wide and far more extensive, seek to protect and enhance the rights of data subjects. These rights cover the safeguarding of personal data, protection against the unlawful processing of personal data and the unrestricted movement of personal data within the EU. It should be noted that GDPR does not apply to information already in the public domain such as Companies House data.
Maida Vale Properties Ltd confirm the following information in relation to GDPR:

Personal Data

Maida Vale Properties uses the information collected from you to provide property details, make telephone contact and to email you information which the agency believes may be of interest to you or will be useful with regards to your involvement in the buying, selling or letting of property.
In you making initial contact you consent to Maida Vale Properties maintaining a marketing dialogue with you until you either opt out (which you can do at any stage) or we decide to desist in promoting our services or updating you via our mailing lists. Maida Vale Properties also acts on behalf of some of our clients in the capacity of data processor. Some personal data may be collected about you from the forms you complete, from records of our correspondence and phone calls and details of your visits to our website, including but not limited to personally identifying information like Internet Protocol (IP) addresses. Maida Vale Properties may from time to time use such information to identify our visitors and we may also collect statistics about the behaviour of visitors to our website. Our website uses cookies, which is a string of information that a website stores on a visitor’s computer, and that the visitor’s browser provides to the website each time the visitor returns. Maida Vale Properties website visitors who do not wish to have cookies placed on their computers should set their browsers to refuse cookies before using our website. Any information Maida Vale Properties holds about you encompasses all the details we hold about you and any transactional data including any third-party information we have obtained about you from public sources and our own suppliers such as credit referencing agencies. Maida Vale Properties will generally only collect the information needed so that it can provide you with our services that you have requested. If your data is passed to a third party such as a utility company, insurance provider or referencing agency you will have to have first given your prior written consent.
Lawful basis for processing any personal data
In the normal operation of our business Maida Vale Properties will generally rely on one of the three following bases for processing personal data:
Consent: the individual has given clear consent for Maida Vale Properties to process their personal data for a specific purpose. For example requesting to go on a mailing list.
Contract: the processing is necessary in order to fulfil a contract Maida Vale Properties has with you, or because you have asked us to take specific steps before entering into a contract. For example an agency or letting agreement with the individual.
Legal obligation: the processing is necessary for Maida Vale Properties to comply with the law (not including contractual obligations). For example Anti Money Laundering ID Checks.

Through agreeing to this privacy notice you are consenting to Maida Vale Properties processing your personal data for the purposes outlined. You can withdraw consent at any time by emailing or by phoning +44 (0) 0207 258 3737 or writing to us, see last section for full contact details.
Maida Vale Properties may on occasion pass your Personal Information to third parties exclusively to process work on our behalf. We require these parties to agree to process this information based on our instructions and requirements consistent with this Privacy Notice and GDPR. We do not broker or pass on information gained from your engagement
with us without your consent. However, we may disclose your Personal Information to meet legal obligations, regulations or valid governmental request. Maida Vale Properties may also enforce its terms of business, including investigating potential violations of our terms of business to detect, prevent or mitigate fraud or security or technical issues; or to protect against imminent harm to the rights, property or safety of the firm, our clients and/or the wider community.
Retention Policy
Maida Vale Properties will process personal data during the duration of any contract and will continue to store only the personal data needed for the minimum time period required after the contract has expired to meet any legal obligations. After this time period has elapsed any personal data not needed will be deleted.
Data Storage
To the best of our knowledge electronic data is held in the United Kingdom using different (multiple) servers. We do not store personal data outside the EEA. Hard copy data is stored on site in indexed filing systems and is available for retrieval upon request.
Your rights as a data subject
At any point whilst Maida Vale Properties are in possession of or processing your personal data, all data subjects have the following rights:
Right of access – you have the right to request a copy of the information that we hold about you.
Right of rectification – you have a right to correct data that we hold about you that is inaccurate or incomplete.
Right to be forgotten – in certain circumstances you can ask for the data we hold about you to be erased from our records.
Right to restriction of processing – where certain conditions apply you have a right to restrict the processing.
Right of portability – you have the right to have the data we hold about you transferred to another organisation.
Right to object – you have the right to object to certain types of processing such as direct marketing.
Right to object to automated processing, including profiling – you also have the right not to be subject to the legal effects of automated processing or profiling.

In the event that Maida Vale Properties refuse your request under rights of access, we will provide you with a reason as to why, which you have the right to legally challenge. At your request we can confirm what information we hold about you and how it is processed.
You can request the following information
Identity and the contact details of the person or organisation (Maida Vale Properties) that has determined how and why to process your data.
Contact details of the data protection officer or those ultimately responsible for your data security, where applicable.
The purpose of the processing as well as the legal basis for processing.
If the processing is based on the legitimate interests of Maida Vale Properties or a third party such as one of its clients, information about those interests.
The categories of personal data collected, stored and processed.
Recipient(s) or categories of recipients that the data is/will be disclosed to.
How long the data will be stored.
Details of your rights to correct, erase, restrict or object to such processing.
Information about your right to withdraw consent at any time.
How to lodge a complaint with the supervisory authority (ICO).
Whether the provision of personal data is a statutory or contractual requirement, or a requirement necessary to enter into a contract, as well as whether you are obliged to provide the personal data and the possible consequences of failing to provide such data.
The source of personal data if it wasn’t collected directly from you.
Any details and information of automated decision making, such as profiling, and any meaningful information about the logic involved, as well as the significance and expected consequences of such processing. 

To access what personal data is held, identification will be required
Maida Vale Properties will accept the following forms of ID when information on your personal data is requested: a copy of your driving licence, passport, birth certificate and a utility bill not older than three months. A minimum of one piece of photographic ID listed above and a supporting document is required. If we are dissatisfied with the quality, further information may be sought before personal data can be released. All requests should be made to or by phoning +44 (0)0207 258 3737 or writing to us at the address further below.
In the event that you wish to make a compliant about how your personal data is being processed by Maida Vale Properties or its associated partners, you have the right to complain to Maida Vale Properties’ directors. If you do not get a response within 30 days you can complain to the ICO. The details for each of these contacts are:

Telephone +44 (0) 0207 258 3737 or

ICO Wycliffe House,
Water Lane,
Telephone +44 (0)303 123 1113 or