Rettie is committed to ensuring that your privacy is protected, and our use of your personal information is governed by this Privacy Notice.
Rettie is a controller for the personal information that it collects and uses about you. We will treat your personal information as confidential and in accordance with applicable data protection legislation and your personal information will only be shared with others in accordance with this Privacy Notice.
Changes to this policy
We retain the right to update this policy at any time and we will provide you with a new policy when we make substantial updates.
What Personal Information is
Personal information is any information that tells us something about you. This could include information such as name, contact details, date of birth, bank account details or any information about your needs or circumstances which would allow us to identify you.
What Personal Information do we collect?
We will collect your full name and contact details (such as phone number, email address and postal address) from you whenever you engage with us. Together with any financial data, status, and history to enable us to fulfil our obligations to you. Some personal information is classified as "special" data under data protection legislation. This includes information relating to health, racial or ethnic origin, religious beliefs or political opinions, and sexual orientation. This information is more sensitive, and we need to have further justifications for collecting, storing, and using this type of personal information. There are also additional restrictions on the circumstances in which we are permitted to collect and use criminal conviction data.
In addition, if we are providing a service to you, or on your behalf, where we are required to do so by law, we will collect information relating to your identity, which will be at least one form of photographic identification (such as a passport, a driving licence, or an identification card) and one form of documentation with proof of your place of residence (such as a recent utility bill). This is to meet anti-money laundering and counter terrorist financing requirements.
How we use your personal information
What is the legal basis of our data processing?
Under data protection legislation we are only permitted to use your personal information if we have a legal basis for doing so. We rely on the following legal bases to use your information.
- Where we have a contractual obligation.
- Where we need to comply with a legal obligation.
- Where we have a legitimate obligation (or those of a third party) to do so and provided that your interests and fundamental rights do not override those interests.
- You can remove your consent at any time.
How long do we keep your personal information?
The period for which we will keep your personal information will depend on the type of service you have requested from us. The retention period may be longer than the period for which we are providing services to you where we have statutory or regulatory obligations to retain personal information for a longer period, or where we may need to retain the information in case of a legal claim.
Your rights in relation to your personal information
Under data protection law you have a number of rights in relation to your personal information, including the right to:
- Be informed about how we use your personal information.
- Right of access to your personal information that we hold. You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
- Request that your personal information is corrected if you believe it is incorrect, incomplete, or inaccurate.
- Request that we erase your personal information in certain circumstances.
- Ask us to restrict our data processing activities where you consider that:
- personal information is inaccurate.
- our processing of your personal information is unlawful.
- where we no longer need the personal information, but you require us to keep it to enable you to establish, exercise or defend a legal claim.
- where you have raised an objection to our use of your personal information.
- To request a copy of certain personal information that you have provided to us and personal information where we are relying on consent to process your personal information.
- Object to our processing of your personal information where we are relying on legitimate interests or exercise of a public interest task to make the processing lawful.
Money Laundering and Economic Crime
We are aware that the real estate industry is a target for organised criminals seeking to launder the proceeds of criminal activity. We always seek to prevent this activity by cooperating fully with the authorities and reporting suspicious activity to the National Crime Agency.
As part of this commitment, we adopt a strict compliance of all Anti-Money Laundering rules, with specific emphasis on the Proceeds of Crime Act 2002, the Money Laundering Regulations 2017, the Bribery Act 2010, the Terrorism Act 2000 and Economic Crime (Transparency and Enforcement) Act 2022.
We are registered and supervised by HM Revenue & Customs for compliance with the Money Laundering Regulations 2017. Who require us to verify the identities of individuals and complete due diligence on all our customers to ensure we are complying with the international fight against terrorism and other criminal activities. We are legally bound to disclose this information to government bodies, if requested
If you would like to speak to us about Anti-Money Laundering, please email [email protected].
Under the Data Protection Act we have a number of lawful reasons that we can use (or 'process') your personal information. One of the lawful reasons is called 'legitimate interests'.
So, what does this mean?
When you provide your personal details to Rettie Services, we use your information for our legitimate business interests to carry out our Estate Agency, Letting & Development Services work. Before doing this, though, we will also carefully consider and balance any potential impact on you and your rights. Some typical examples of when we might use Legitimate Interest are for direct marketing, preventing fraud, maintaining the security of our system, data analytics, enhancing, modifying, or improving our services, identifying usage trends, and determining the effectiveness of our campaigns.
Disclosures of your Personal Data
We may have to share your personal data with the parties set out below for the purposes set out in the section titled "How we use your personal information data" above. We have agreements in place with our third parties that restrict their use of your personal data. We only allow third parties to use your personal data for specified purposes and in accordance with our instructions.
External Third parties acting as processors in the United Kingdom who provide IT and system services, marketing services (including Brief Your Market), administration services anti-money laundering service providers, ID checking agencies , credit agencies, credit referencing agencies including Amiqus (privacy notice)& TransUnion(privacy notice) tenancy deposit administrators and services to enable us to perform out contract with you.
Professional advisors acting as processors or joint controllers including lawyers, bankers, auditors, and insurers based in the United Kingdom who provide consultancy, banking, legal, insurance and accountancy services.
HMRC, regulators and other authorities acting as processors or joint controllers based in the United Kingdom who require reporting of processing activities in certain circumstances.
Visitors to our website
Rettie is committed to protecting and respecting your privacy and we always pledge to handle your data fairly and legally.
We use your marketing information for marketing purposes, this includes contacting you with relevant newsletters, bulletins, and other information about our services, and inviting you to events. We review our communications to ensure that the content that we create is relevant and useful. Our lawful basis for this is your consent. You have the right to withdraw this consent or amend your marketing preferences at any time by contacting [email protected]
We hold your social media information while operating our social media accounts on X, Facebook, LinkedIn, YouTube, and Google. Our lawful basis for this is that it is necessary to pursue our legitimate interest in maintaining a visible, engaging, and relevant social media presence.
Web Banner Advertising
If you visit our website, you may receive personalised banner advertisements whilst browsing other websites. Any banner advertisements you see will relate to products you have viewed whilst browsing our website on your computer or other devices.
When we receive a complaint from a person, we make up a file containing the details of the complaint. This normally contains the identity of the complainant and any other individuals involved in the complaint. We will keep personal information contained in complaint files in line with our retention policy. This means that information relating to a complaint will be retained for two years from closure. It will be retained in a secure environment and access to it will be restricted according to the ‘need to know’ principle.
If you have any complaints about the way we use your personal information please contact the Data Protection Officer at [email protected] who will try to resolve the issue. If we cannot resolve any issue, you have the right to complain to the Information Commissioner Office at https://ico.org.uk/make-a-complaint
Our website may contain links to enable you to visit other websites of interest easily. 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.
Security and Performance
We are, through technical and organisational means, committed to ensuring the security of, and prevention of unauthorised access to, your personal data. For example, we limit who can access your personal data to those individuals and third parties who need to know it and who are subject to a duty of confidentiality. We also systematically monitor outbound emails for the purposes of protecting confidential and personal data and assisting in our ability to identify potential data breaches. If we become aware of a data breach we will, where we are required to, notify the Information Commissioner's Office. If we believe that the data breach is serious, we may notify you as well.
Changes to this Privacy Notice
We keep our Privacy Notice under regular review. This privacy notice was last updated on 15 November 2023.
How to Contact Us
Data Protection Officer, Rettie & Co Limited, 11 Wemyss Place, Edinburgh EH3 6DH.