PRIVACY POLICY

At Tony Alan Investments Limited T/A Tony Alan Estates, we’re committed to protecting and respecting your privacy.

This Policy explains when and why we collect personal information about people who visit or use our services through our website, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

We may change this Policy from time to time so please check this page occasionally to ensure that you’re happy with any changes. By using our website and our services provided, you’re agreeing to be bound by this Policy.

Any questions regarding this Policy and our privacy practices should be sent by email to admin@tonyalan.co.uk or by writing to Tony Alan Estates, 230 St. Paul’s Road, London, N1 2LJ. Alternatively, you can telephone 0207 388 99 77

Who are we?

We’re Tony Alan Investments Limited T/A Tony Alan Estates, one of Highbury’s well-established Estate Agents providing Lettings, Sales and Property Management services. We are a registered company (company no, 8148514), we are also VAT Registered (no. 144814415). The registered address is 230 St. Paul’s Road, London, N1 2LJ.

Who are we?

We’re Tony Alan Investments Limited T/A Tony Alan Estates, one of Highbury’s well-established Estate Agents providing Lettings, Sales and Property Management services. We are a registered company (company no, 8148514), we are also VAT Registered (no. 144814415). The registered address is 230 St. Paul’s Road, London, N1 2LJ.

How do we collect information from you?

We obtain information about you when you use our website, for example, when you contact us about products and services, register for a viewing, register for a property valuation either for sales or lettings. Or just to register your interest in any potential properties that may become available to us in the future via our online service or over the phone.

What type of information is collected from you?

The personal information we collect might include your name, address, email address, IP address, and information regarding what pages are accessed and when. We may hold your bank details such as name of bank, their address, name on the account, account number and sort code. This will be stored safely on our third-party software called Jupix which is GDPR compliant for the security of all your data we hold.

Tenants

  • Full name

  • Contact number

  • Email address

  • Current, old and alternative address

  • ID

  • Bank details

    Landlords

  • Full Name

  • Contact Number

  • Email address

  • Bank details

  • Proof of ownership

  • Joint owners contact details (if applicable)

  • Photo ID

  • Mortgage Details (HMO purpose only) e.g. Bank address, mortgage number.

    Contractors

  • Full Name

  • Contact Number

  • Email address

  • Proof of current address

  • Bank details

  • Photo ID

  • Proof that you are certified

  • Proof of liability insurance

    Potential Buyers/Buyers

  • Full name

  • Contact number

  • Email address

  • Current address

  • Photo ID

  • Proof of funds

  • Proof of Mortgage in principle

Vendor

  • Full Name

  • Contact Number

  • Email address

  • Bank details

  • Proof of ownership

  • Joint owners contact details (if applicable)

  • Photo ID

  • Mortgage Details

How is your information used?

Applicants

(Definition: an applicant is a person who asks to be considered or chosen for something. Or one who applies for or requests something.)

We may use your information to:

Contact you;

Provide properties in price range provided;

Provide properties in areas of your preference;

Provide properties with the style and feature preference you require;

Send you marketing information about properties we have that match, closely or alternative to your preference;

Gain feedback from you to provide to the owner;
Gain feedback from you to use for external and internal reviews;

Share your name, contact number, email address and current address with a third-party company Move It to get you the best price for utility services with in your new home;

Share your name, contact number, email address and current address with affiliated third-party companies related to potential properties you wish to pursue;

Share your details with a third-party reference company that we choose to use at the time; notify you of changes to our services;

store your information for 90 days, if you have not progressed through to be a tenant or booked in a viewing, your details will automatically be removed from our data base. If you booked in for a viewing but did not progress further, your details will be stored for 6 years but only for history and how many viewings took place for the property and when.

Tenants

(Definition: this is someone who has already gone through the application stage and has signed a contract through our company to rent a property)

We may use your information to:

Contact the tenant;

Share it with the landlord for reference or so they can communicate with your directly;

Communicate information to relevant utility companies connected to the property or intend to be connect to the property during the tenancy relating you;

Provide your details to third party companies relating to debt built up during your tenancy relating to utility companies, rent, late fees, breach of contract fees or other services linked directly with the property and the tenants use of it;

Provide financial status related to their tenancy when providing landlord reference, such as current and past rent arrears of fees outstanding;

Hold on to the tenant’s data for 6 years after their tenancy has ended;

Share your name, contact number, email address and current address with a third-party company Move It to get you the best price for utility services with in your new home;

Send you marketing information about promotions offered through the company. Share details about other properties we have if you intend to move out of the existing one;

Send you property information that match their criteria;

Contact you about feed back for marketing purpose or reviews both internal and external, to help improve the company practises;

Landlords

(Definition: the person or person’s who legally own the property and are responsible for it) We may use your information to:

Share your name and address with the tenant upon their request for it or it is stated on their tenancy contract;

Share your details with utility companies related to the property for when the property is empty; To contact you about your property and any issues regarding it;

Share your details with contractors for certificates needing owner’s details, or to discuss/ explain maintenance issues directly;

Send you details of properties you may be interested investing in or buying for personal use;

Store contact details indefinitely for contacting you with marketing info about our company even if we no longer deal with your property directly;

Use your details for anti-money laundering purposes to stay compliant Share your details with HMRC or anti-money laundering companies;

Vendors

(definition: the legal owner of a property who wishes to sell)

We may use your information to:

Communicate with you about their property and the sale progression;

Share your details with solicitors and agency dealing with the buyer;

Share your details with Move It which is affiliated with our software company Jupix, it provides a range of services such as quotes for solicitor, utilities and conveyancers;

Share your details with a conveyancer company or a third party which will provide you with a range of companies you can choose from;

Send you promotional marketing about your property and other properties we have; Store your details for indefinitely for future marketing;

Contact you about feed back for external marketing and internal marketing, for improvement of the company;

Share your details with current or potential utility companies;
Share your details with affiliated companies relating directly to the sale of your property;

Buyers

(Definition: someone looking to purchase a property or land)
We may use your information to:
Contact you about properties you are interested in;
To communicate with you about the property you intend to buy and the sale progression; Share your details with solicitors and agency dealing with the vendor;

Share your details with Move It which is affiliated with our software company Jupix, it provides a range of services such as quotes for solicitor, utilities and conveyancers;

Share your details with a conveyancer company or a third party which will provide you with a range of companies you can choose from;

Send you promotional marketing about other properties we have; Store your details for indefinitely for future marketing;

Contact you about feedback for external marketing and internal marketing, for improvement of the company;

Share your details with current or potential utility companies;
Share your details with affiliated companies relating directly to the purchase of the property;

Potential Buyer

(Definition: someone who has expressed interest in using our services to buy, view or use our third- party services offered)

We may use your information to:

Contact you;

Provide properties in price range provided;

Provide properties in areas of your preference;

Provide properties with the style and feature preference you require;

Send you marketing information about properties we have that match, closely or alternative to your preference;

Gain feedback from you to provide to the owner;

Gain feedback from you to use for external and internal reviews;

Share your name, contact number, email address and current address with a third-party company Move It to get you the best price for utility services with in your new home;

Share your name, contact number, email address and current address with affiliated third-party companies related to potential properties you wish to pursue;

Share your details with Move It which is affiliated with our software company Jupix, it provides a range of services such as quotes for solicitor, utilities and conveyancers;

Share your details with a conveyancer company or a third party which will provide you with a range of companies you can choose from;

Store your details for indefinitely for future marketing; notify you of changes to our services;

store your information for 90 days, if you have not progressed through to be a buyer or booked in a viewing, your details will automatically be removed from our data base. If you booked in for a viewing but did not progress further, your details will be stored for 6 years but only for history and how many viewings took place for the property and when.

Contractors

(definition: is a person who works on an “as needed” basis for a stipulated amount of money. A person who contracts to supply certain materials or do certain work for a stipulated sum, esp. one who does so in any of the building trades; often, specif., a general contractor)

We may use your information to:

Contact you to instruct work to be carried out;

Share your details with the landlord, tenant, vendor, buyer and affiliated companies relating to the maintenance issues of any property Tony Alan Investments Ltd/ T/A Tony Alan Estates is instructed to deal with;

How long is it held on for?

We review our retention periods for personal information on a regular basis. We will hold your personal information on our systems for as long as is necessary for the relevant activity, or as long as is set out in any relevant contract you hold with us.

Where is your information held?

The data we collect is stored across 4 locations, please see below the locations and what information is usually held there:

Jupix software

This is our management software we use to run our business, all data collected is stored here as our central point to work from. This software is GDPR compliant and secures the data we input.

Dropbox

Our systems are cloud based, and this is where we store all documents created relating to the properties we deal with. This cloud base system is GDPR compliant.

Adobe Sign

We use this to send through documents that require proof of acknowledgment through signature or acceptance. Personal data is sometimes included in these documents and so they are sent encrypted and when necessary require a password to access.

Emails

Any information you choose to share with us via email, are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems.

Who has access to your information?

We will not sell or rent your information to third parties.

Third Party Service Providers working on our behalf: We may pass your information to our third- party service providers, agents subcontractors and other associated organisations for the purposes of completing tasks and providing services to you on our behalf. However, 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 not to use it for their own direct marketing purposes. Please be reassured that we will not release your information to third parties beyond Tony Alan Estates for them to use for their own direct marketing purposes, unless you have requested us to do so, or we are required to do so by law, for example, by a court order or for the purposes of prevention of fraud or other crime.

Third Party Product Providers we work in association with: We work closely with various third-party product providers to bring you a range of quality and reliable products and services designed to meet your needs. When you enquire about or purchase one or more of these products, the relevant third-party product provider will use your details to provide you with information and carry out their obligations arising from any contracts you have entered with them. In some cases, they will be acting as a data controller of your information and therefore we advise you to read their Privacy Policy. These third-party product providers will share your information with us which we will use in accordance with this Privacy Policy.

We may transfer your personal information to a third party as part of a sale of some or all of our business and assets to any third party or as part of any business restructuring or reorganisation, or if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our customers. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected

Your choices

You have a choice about whether you wish to receive information from us. If you do not want to receive direct marketing communications from us about new properties or additional service we can provide, then you can select your choices by ticking the relevant boxes situated on the form on which we collect your information.

We will not contact you for marketing purposes by email, phone or text message unless you have given your prior consent. We will not contact you for marketing purposes by post if you have indicated that you do not wish to be contacted. You can change your marketing preferences at any time by contacting us by email: admin@tonyalan.co.uk, telephone on 02073889977 or if you have access to your property file account you can make amendments through there.

How you can access and update your information

The accuracy of your information is important to us. We’re working on ways to make it easier for you to review and correct the information that we hold about you. In the meantime, if you change email address, or any of the other information we hold is inaccurate or out of date, please email us at: admin@tonyalan.co.uk, or write to us at: Tony Alan Estates, 230 St. Paul’s Road, London, N1 2LJ. Alternatively, you can telephone 02073889977.

You have the right to ask for a copy of the information Tony Alan Estates hold about you (we may charge £10 for information requests) to cover our costs in providing you with details of the information we hold about you.

Security precautions in place to protect the loss, misuse or alteration of your information When you give us personal information, we take steps to ensure that it’s treated securely.

Non-sensitive details (your email address etc.) are transmitted normally over the Internet, and this can never be guaranteed to be 100% secure. As a result, while we strive to protect your personal information, we cannot guarantee the security of any information you transmit to us, and you do so at your own risk. Once we receive your information, we make our best effort to ensure its security on our systems. 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.

Profiling

We may analyse your personal information to create a profile of your interests and preferences so that we can contact you with information relevant to you. We may make use of additional information about you when it is available from external sources to help us do this effectively. We may also use your personal information to detect and reduce fraud and credit risk.

Use of ‘cookies’

Like many other websites, the Tony Alan Estates website uses cookies. ‘Cookies’ are small pieces of information sent by an organisation to your computer and stored on your hard drive to allow that website to recognise you when you visit. They collect statistical data about your browsing actions and patterns and do not identify you as an individual. For example, we use cookies to store your country preference. This helps us to improve our website and deliver a better more personalised service.

It is possible to switch off cookies by setting your browser preferences. For more information on how to switch off cookies on your computer, visit our full cookies policy. Turning cookies of may result in a loss of functionality when using our website.

Links to other websites

Our website may contain links to other websites run by other organisations. This privacy policy applies only to our website‚ so we encourage you to read the privacy statements on the other websites you visit. We cannot be responsible for the privacy policies and practices of other sites even if you access them using links from our website.

In addition, if you linked to our website from a third-party site, we cannot be responsible for the privacy policies and practices of the owners and operators of that third party site and recommend that you check the policy of that third party site.

16 or Under

We are concerned to protect the privacy of children aged 16 or under. If you are aged 16 or under‚ please get your parent/guardian’s permission beforehand whenever you provide us with personal information.

Review of this Policy

We keep this Policy under regular review. This Policy was last updated in April 2018.

Contact Us

230 St. Paul's Road, Highbury, London, N1 2LJ

020 7388 9977 

Opening Hours: 
Monday to Friday 9.30 am to 6.30 pm Saturday 9.30 am to 4.30 pm
Sunday: Closed