At Bothams, we’re committed to respecting and protecting your privacy.
Bothams has a Data Protection Officer who is responsible for matters relating to privacy and data protection. The Data Protection Officer can be reached at firstname.lastname@example.org or via post addressed to Andrew Terry, Bothams, Ravenside House, 46 Park Road, Chesterfield, S40 1XZ.
Bothams is a firm of Estate, Letting and Management Agents, Valuers and Chartered Surveyors trading as a partnership.
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 our office, for example when you:
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.
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.
In principle, your personal data shouldn’t be held for longer than is required under the terms of our contract for services with you. However, we’re subject to regulatory requirements to retain data for specified minimum periods, usually between 7 and 10 years. We also reserve the right to retain data for longer than this in order to be able to provide you with long term analyses, trends and reports or other business data and to allow us to assist you should you be subject to an HMRC enquiry or investigation.
You have the right to request deletion of your personal data. We’ll comply with this request, subject to the restrictions of our regulatory obligations and legitimate interests as noted above.
How do we use your personal information?
We may use the information that you directly provide to us in the following ways:
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 publicly accessible sources such as Land Registry documentation.
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 credit referencing agencies such as Rent4Sure and Experian which are sometimes publicly available, and other times require corporate membership. Our legal basis for this use of your personal information is our legitimate interests in preventing our business being subject to fraud or credit risk.
Who has access to information?
We will not sell or rent your information to third parties.
We may pass your information to third party service providers, including but not limited to:
These are The Property Software Group who provide our agency database software, Focus Systems who provide our rental agency database software, SAGE who provide our accounting software and Middleton Finance who provide independent financial advice to our clients.
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 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.
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.
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 exercise any of these rights, email us at email@example.com or write to us at Bothams, Ravenside House, 46 Park Road, Chesterfield, S40 1XZ for the attention of Andrew Terry. 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 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.
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.
Review of this Policy
We keep this Policy under regular review. This Policy was last updated on 12th May 2023.
You can obtain further information about data protection laws by visiting the Information Commissioner's Office website at www.ico.org.uk.