Privacy Policy

How we use, collect and secure your personal data

Definitions

In this policy 'the Service', 'we', 'us' or 'our' refers to EstateAgentFeeds.com of 85 Great Portland Street, First Floor, London W1W 7LT, United Kingdom. While 'you', “you're”, 'user' or 'Customer' refers to any 3rd party, business, entity or the individual working on behalf of the business who is not either (1) employed by EstateAgentFeeds.com and acting in the course of their employement or (2) engaged as a consultant or otherwise providing services to EsateAgentFeeds.com.

Data: collectively all information that you submit to or is collected by EstateAgentFeeds.com via the Service, phone or email communication. This information incorporates, where applicable, the definitions provided in the Data Protection Laws.

Data Protection Laws: any applicable law relating to the processing of personal Data, including but not limited to the GDPR, and any national implementing and supplementary laws, regulations and secondary legislation.

GDPR: the UK General Data Protection Regulation.

Taking your data seriously

We take your privacy very seriously. We ask that you read this Privacy Policy carefully as it contains important information about what to expect when we collect personal information about you or your customers' including how we will use your personal Data when you use the Service and the steps that we take to ensure that your Data is kept safe. This Privacy Policy should be read alongside and in addition to our Terms and Conditions of use.

Digital communication

Upon successful registration, you hereby acknowledge that by using the Service to send electronic communications, which would include, but is not limited to, email, searches, property data, customer data, uploaded files, photos, attachments and/or videos, you will be causing communications to be sent through our computer network to another. Therefore, through your use, and thus your agreement with this Privacy Policy, you are acknowledging that the use of our service may result in both national and or international transmissions through or from more than 1 third party system.

What personal information do we collect?

In order to provide you with the Service and for other lawful reasons related to our legitimate interests, we may collect some or all of the following personal data about you, your company and or your customers using the Service. Below we set out the types of personal data we collect with examples of why we process it.

Personal information you provide such as you or your customers' name, job title, email address, business name and address, contact telephone number, website address, social media account name and other contact details. The source of this personal data will be you or your employer submitted to us via email, phone, API or when using the registration form on our website. We use your personal data in order to create one or more online accounts so that you can access and use our services.

Information we are informed to collect: such as you or your customers' name, business contact details, business address, branch information and ID number used by 3rd party property portals. The source of this personal data will usually be a 3rd party property portal or IT companty who has contacted us in order to setup an account and or data feed on your behalf. We collect this information to both form accounts and allow our service to connect to 3rd party portal accounts which forms a critical part of our data feed upload service.

Email correspondence: if you or your customers' contact us by email, we will typically keep a permanent record of that correspondence including the sender's name, email address, date of communication and file attachments that were sent. We keep a record of all email communication so that we can follow up on enquiries, provide and improve our technical support handling to you or your customers and for the purposes of evidence should we be involved in any type of dispute;

Access tokens: we may collect and store access tokens for your social media account. These access tokens allow us to securely automate messages and posts to social media account(s) on your or your customers' behalf. The source of these access tokens will be the social media platform after an account user has opted-in to our social media integration within their dashboard.

Portal Performance Data: may be collected for UK customers using our Rightmove or other portal real-time data feed services. This performance data may include but is not limited to:

  • The number of visits and clicks your property details have recieved within the Rightmove or other portal website.
  • The number of searches your properties have received within the Rightmove or other portal website.
  • Enquiry dates, messages, customer names and addresses, email addresses, phone numbers and phone records that you've received through the Rightmove or other portal website.

The source of this performance data is the Rightmove or other portal API and we process this data in order to provide you with convenient means to manage your property data and related customer leads all under one roof.

Customer data you provide: if you add or import lead information into our My Contacts feature. This may include your customer names, date of birth, address, email address, phone number, search preferences, salary, place of work, job titles, utility bills. The source of this customer data will be you or your employer and is processed and stored by us in order to provide you with our lead management and personalised property alerts features.

Payment transaction data: we may process data related to payment transactions when you purchase or renew services through our website. This may include the payment name, email adddress, postcode and bank card details and a transaction reference. The source of this payment transaction data will be you and or our payment service provider Stripe. Please see (Processing of payments on our website) for more information.

Information about how you use our website and services: We may use Google Analytics, CrazyEgg and other tracking services to collect information about the amount of time you use our website, your typing and browsing patterns, the pages you visit, and other information about your activities while using the Service. We may collect usage data in order to improve the user experience of our website, to further develop our services, and to understand what your usage patterns and preferences are so that our future marketing efforts are relevant to our target audience;

Device information: we may collect and process data related to the desktop or mobile computer you use to navigate the Service. This may include information about your device operating system, browser version and user-agent, software application, IP address, geolocation, screen size, security status and other device information. We may process this device information in order to improve your website experience, to monitor and protect against website hacking, fraud and manage risk;

Cookies data: we use cookies and similar browser based tracking technologies to personalise your experience while using our website. For example when we promote new features in our dashboard we use store cookies on your device to prevent showing you the same advert after you've closed it.

What are cookies?

Cookies are files with small amounts of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device.

You can instruct your browser to refuse all cookies from EstateAgentFeeds.com or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions or all of the Service.

Examples of Cookies we use:

  • Session Cookies. We use Session Cookies to operate our Service such as handling when you are logged in.
  • Local Storage Cookies. We use Local Storage cookies to remember your dashboard preferences.
  • Security Cookies. We use Security Cookies for security purposes.

Cookies used on this website:

Some of the cookies that we use on this site, and the purposes for which these cookies are used, are provided below. Please note that this list is not exhaustive; additional cookies may be added, and we may update or remove the cookies below.

  • eaf_acc_banner (EstateAgentFeeds.com) no duration - we set this to prevent the same dashboard popup advert appearing.
  • _ceir (CrazyEgg) 5 years - track whether a visitor has visited our website before.
  • __cfduid (CrazyEgg) 1 year - Used by the content network, Cloudflare to identify trusted web traffic.

How will we use your personal information?

In this section, we set out the purposes for which we use your personal information that we collect as indicated in the section (What personal information do we collect?) and, in compliance with our obligations under the General Protection Regulation (GDPR) on which we rely to process the information.

Your name and business contact details: are used to create an account:

  • So that you are recognised within our subscription based system.
  • So that we can correspond with any 3rd party property portals and provide the Service.
  • So that you can participate in interactive features of the Service when you choose to do so.

Your email address: is primarily used along with a password as part of our website login process so that you can login to your dashboard, use the Service and view or amend your personal information. Your email address is also used:

  • So that we can send you reminders when one or more of your subscriptions will expire.
  • So that we can send you system notifications related to data feed errors.
  • So that we and our payment provider can send you receipts of orders you've made.
  • So that the real-time portals can notify you when listings have been published.
  • To notify you about changes or issues with the Service.
  • To provide customer care and support
  • To provide you with direct marketing such as a newsletter or feature promotions

Overall we may process data that we collect to:

  • Provide analysis or valuable information so that we can improve the Service
  • To personalise the user experience of our services
  • For record keeping purposes so that we can maintain backup copies of the Service
  • To monitor the usage and performance of the Service
  • To detect, prevent and address technical issues

3rd party processors

In order to provide the Service, we may, occasionally, appoint other organisations to carry out some of the processing activities on our behalf. These may include, for example, mass mailing hosts such as Amazon AWS or MailChimp in order to send direct mail. In these circumstances, we will ensure that personal information is properly protected and that it is only used in accordance with this Privacy Policy.

Data storage and delivery

Your personal data is held in our website database which is stored on servers hosted by our cloud service providers Amazon AWS and Unlimited Web Hosting.

Processing of payments on our site

When you submit a payment request through our service, we pass your payment information (including, the current transaction, your email address, name, credit card details and IP address) to a third party service provider (Stripe https://stripe.com/gb/privacy) which conducts anti-fraud checks and dynamic authentication (3D Secure) on our behalf. Our online payment service merely queries whether the payment information provided by you satisfies the criteria set by Stripe's algorithm and then returns back the results. If your payment information does not satisfy Stripe's criteria, the payment request is declined and the order request is cancelled.

Because payments are handled by a 3rd party we do not store any personal card payment details.

Transfer of your data

For the purposes of delivering the Service, Data we collect from you may be shared with 3rd party property portals and services that you've opted in to using through the Service. This will only be the property portal(s) or websites you've signed up with including but not limited to Rightmove, Zoopla or OnTheMarket. We do not share, sell or provide access to your personal, customer enquiry or property data to anyone or any organisation without your prior consent to do so.

Your information, including personal or business Data, may be transferred to - and maintained on - computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ than those from your jurisdiction. This is particularly the case if you are an overseas agent sending property data to a portal located in another country.

If you are located outside of the United Kingdom and choose to provide information to us, please note that we transfer the data, including personal data, to the United Kingdom and process it there.

Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.

We will take all steps reasonably necessary to ensure that your Data is treated securely and in accordance with this Privacy Policy and no transfer of your personal, business or customer Data will take place to an organisation or a country unless there are adequate controls in place including the security of your Data and other personal information.

Disclosure of your data

Legal requirements

We may disclose your personal Data in the good faith belief that such action is necessary to:

  • To comply with a legal obligation.
  • To establish or to exercise a defence against legal claims.
  • To protect and defend the rights or property of EstateAgentFeeds.com.
  • To prevent or investigate possible fraud or criminal activity in connection with the Service.
  • To protect the personal safety of users of the Service or the public.
  • To protect against legal liability.

Security of your Data and how long we keep it

The security of your Data is important to us, but remember that no method of transmission over the internet, or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your personal data, we cannot guarantee its absolute security.

Your personal Data will be retained for as a long as you are a customer of ours and will be deleted from our databases within 6 months thereafter. We will take every measure to safeguard against unauthorised or unlawful processing and accidental loss to your Data.

Links to other websites

Our website may contain links to other sites that are not operated by us. If you click on a third party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit.

We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.

Your rights and access to your personal information

You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information, please send an email mydata@estateagentfeeds.com.

If you have any questions or complaint in relation to our use of your data, you should first contact us at mydata@estateagentfeeds.com or call +44(0)20 3870 4550. Under certain conditions, you may have the right to require us to:

  • (a) provide you with further details on the use we make of your information;
  • (b) provide you with a copy of information that you have provided to us;
  • (c) update any inaccuracies in the personal information we hold;
  • (d) delete any personal information the we no longer have a lawful ground to use;
  • (e) where processing is based on consent, to withdraw your consent so that we stop that particular processing;
  • (f) object to any processing based on the legitimate interests ground unless our reasons for undertaking that processing outweigh any prejudice to your data protection rights; and
  • (g) restrict how we use your information whilst a complaint is being investigated.

Your exercise of these rights is subject to certain exemptions to safeguard the public interest (e.g. the prevention or detection of crime) and our interests (e.g. the maintenance of legal privilege). If you exercise any of these rights we will check your entitlement and respond in most cases within a month.

If you consider that the processing of personal Data related to you infringes the Data Protection Laws, or if you are not satisfied with the way a complaint you make in relation to how your Data is handled by us, you may have a right to lodge a complaint with a supervisory authority. For the UK, this is the (ICO) Information Commissioner's Office who's contact details can be found on their website https://www.ico.org.uk.

It's important that the Data we hold about you is accurate and kept up to date. Please keep us informed, or where applicable, update your details via your account dashboard during the period of which we hold it.

General notice

You may not transfer any of your rights under this Privacy Policy to any other person or business entity. We may transfer our rights under this Privacy Policy where we reasonably believe your rights will not be affected.

This agreement will be governed by and interpreted according to the law of England and Wales. Any distuptes under this agreement will be subject to the exclusive juristiction of the English and Welsh courts.

Changes to this privacy policy

We reserve the right to update our Privacy Policy from time to time as we deem necessary or as may be required by law.

Changes to this Privacy Policy are effective from the "publish date" at the bottom of this notice and you are deemed to have accepted the terms of this Privacy Policy on your first use of the Service following the update.

Have questions about this notice?

If you would like to contact EstateAgentFeeds.com with any queries about this notice, please contact us below:

Mailing address: Estate Agent Feeds, 85 Great Portland Street, First Floor, London W1W 7LT.

Our business hours are defined as 9:30 am – 5:30 pm GMT, Monday – Friday excluding public or bank holidays.

You can call us during business hours on: +44(0)20 3870 4550.

Email: mydata@estateagentfeeds.com

Proprietor: Mr Leon Harris

Publish date: Jan 2021

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