1. Who we are
This Privacy Notice applies to the use and processing of personal information collected by The Asset Management Group Limited. The ICO Registration Number of the Asset Management Group Limited is Z6076791.
The phrases “us”, “we” or “our” will mean those businesses which are part of AMG on behalf of and in respect of whom this Privacy Notice is made.
For information concerning the collection, use and processing of personal information by any of our third party business partners or suppliers, please contact our representative with whom you usually deal.
2. Information covered by this Privacy Notice
(i) Personal data. This is information, or any combination of separate pieces of information, that could be used to identify you
(ii) Special categories of personal data. This is information which is classified as sensitive (for example details of your health)
Please read this Privacy Notice carefully. If you have any questions about this notice or our use of your personal data, please contact the Asset Management Group Limited, by email to Guildford@amgltd.co.uk or in writing to 13-21 High Street, Guildford, Surrey, GU1 3DG.
3. Where we get personal information from
We may collect personal information from a variety of sources, including:
- Information we collect directly from you, by telephone, email or electronic communications such as messaging
- Information provided to us by third parties
- Information from publically available sources, for example, Land Registry
4. What information we collect
4.1 Information we may collect directly from you
The following are examples of information we may collect directly from you:
- Date of birth
- Email address
- Postal address
- Telephone number
- Information about your family
- Information about your health
- Mortgage Account Number
We may, during the course of your relationship with us, request additional information from you which is relevant
to the provision of specific services.
Any telephone calls either to or from our staff may be recorded for training, monitoring, compliance and security.
4.2 Information we collect when you visit our web sites
4.3 Information we obtain from third parties
Where we are required by law, or for business needs, we will obtain information about you from third parties, but only after we have your agreement to do so. For example (but not limited to) the third parties we may need to contact are credit reference agencies, banks, employers and solicitors in order to obtain references, undertake identity verification and basic criminal record checks.
5. Who we share your information with
Where we engage third party service providers (e.g. maintenance contractors) to provide business services and operations, we provide them with only the personal information they need to perform the service we request. We contractually require them to securely protect information, and not to use it for any other purpose.
6. How we use your information
We will process the information you provide or we obtain from other sources to provide you with the best service and enable us to answer any questions you may have.
The following are examples of how we use the information we collect:
- To confirm your identity through DPA checks
- To provide asset management services
- To arrange survey and valuations
- To protect against and prevent fraud, unauthorised transactions, money laundering, tax evasion, claims, other liabilities and manage risk exposure and agent or franchise quality, integrity, compliance and security of business processes
- To operate, monitor, evaluate and improve our services
- To evaluate your interest in and suitability for employment
7. Lawful basis of processing
The Asset Management Group Limited processes your information under any of the following lawful conditions:
(i) Performance of a contract - this is where the collection and processing of your data is necessary for the performance of a contract with you, or in order to take steps at your request prior to entering into a contract
(ii) Legal obligation - this is where the collection and processing of your data is necessary for compliance with a legal obligation, for example verification of identity and fraud prevention
(iii) Consent - where we process information under consent we will seek your clear and unambiguous consent before processing your data
(iv) Legitimate interests - some information is processed by the Asset Management Group as part of its legitimate interests which include network and information security and other core services provided
8. Other situations
We may transfer or otherwise process your personal information:
- As part of the sale of an Asset Management Group Business to another company
- To enforce our terms and conditions
- When required by law and/or government authorities
- When requested by the Property Ombudsman Service or any other consumer ombudsman or trade association
9. How long we keep your information for
We will keep your information for as long as is reasonably necessary for the purposes set out in this privacy notice, and to fulfil our legal and regulatory obligations.
We will only communicate with you for the purposes set out in this privacy notice, and to fulfil our legal and regulatory obligations.
11. How we communicate with you
We will contact you either by telephone, e mail or through the post.
12. Your statutory rights
You have a number of rights concerning the personal information we use. These include the right to:
- ask us for access to a copy of your personal information we hold about you
- ask us to correct your personal information
- ask us to delete your personal information
If you wish to make a request for access to a copy of your personal data, please write to the Asset Management Group Limited, 13-21 High Street, Guildford, Surrey, GU1 3DG or email DPO@amgltd.co.uk
If you wish to exercise any of your other rights, please write to the Asset Management Group Limited, 13-21 High Street, Guildford, Surrey, GU1 3DG or email DPO@amgltd.co.uk
We will acknowledge your request and let you know what we will need from you to carry out your request. Every effort will be made to respond to or comply with your request as quickly as possible, and we will ensure our systems are updated as soon as is practicable in response to your request.
A cookie is a small file placed on your device when you visit a website that can be understood by the site that issued the cookie. We use the information collected by cookies to remember who you are to log you in and to store your preferences when using a particular site. It may contain a unique identifier to ensure that you are not shown the same information and/or are only shown information you have stated that you are interested in.
A cookie records your preferences when using a particular site, ensuring that you are not shown the same information and/or are only shown information you have stated that you are interested in. In order to use the Site you agree to let cookies be saved as they are an important part of navigation of the Site.
The following are examples of information we may collect:
- Information about your device browser and operating system
- Your internet protocol (IP) address assigned to your internet service
- The web pages you visit on our websites
- Any embedded links you view
13.1 Third party cookies used on the site
We use Google Analytics to provide us with information about your visit to our website. We do this in order to help improve our website service to customers.
Their cookies typically store anonymous aggregated information such as whether a visitor has been to the site before, and the time of the current visit.
13.2 Other Technologies
Our security software may use your IP address and browser version to help protect our systems and provide diagnostic information in the case of an issue.
14. How we protect your information
We store your personal information on our computer systems and in our paper records.
We have implemented strict security procedures to ensure that personal information is not damaged, destroyed or misused, and to prevent unauthorised access to your information.
The information that we collect is stored in a secure facility with restricted physical access.
We also use a number of security measures to prevent electronic access.
Where - in line with this Privacy Notice - information is shared with third parties, similar security measures are used to protect your information.
15. Data Transfers
We ourselves do not currently transfer the personal information we collect about you to recipients in countries other than the country in which the information originally was collected. Those countries may not have the same data protection laws as the country in which you initially provided the information.
If in the future we or our partners need to transfer your information to recipients in other countries we will:
(i) perform those transfers in accordance with the requirements of applicable law and subject to appropriate safeguards, and
(ii) protect the transferred personal information in accordance with this Privacy Notice
16. Children’s privacy
We do not offer any services to children.
17. Links to other websites
Our websites, other electronic portals and documentation may provide links to other websites for your convenience and information. These may operate independently from us and have their own privacy notices or policies, which we strongly suggest you review.
Where linked websites are not owned or controlled by us, we are not responsible for their content or data privacy practices.
18. Our Promise to you
When you provide us with this information, you agree to the collection, use and sharing of your information in accordance with this data privacy notice. Our promise to you is that
- You are in control of your data
- If you don’t think the data is correct tell us and well put it right
- We will keep your data secure
- We also promise to collect, process store and share your data safely and securely and to make sure the businesses we work with do the same
19. Updates to our Privacy Notice
We will occasionally update our Privacy Notice, so we suggest that you review this Notice from time to time. If we make substantial changes to our Privacy Notice, we will endeavour to inform you directly about these changes.