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Privacy Policy

GDPR Privacy Notice ASCEND ESTATES LTD

Company number 08892998 Trading as Ascend.

 

Who are we

Ascend is an independent residential sales, lettings and property management agency operating nationally. The Head office is located at Stafford Court, 145 Washway Road, Sale, M33 7PE.

Our intentions

This privacy notice sets out how Ascend processes your data, for what purpose and with who your data may be shared. Ascend intends to only ever process personal data lawfully, fairly and in a transparent manner. Keeping your data safe is important to us and we want to offer you complete transparency on how we will use your data. 

Ascend will not pass details on to any company wishing to make, unsolicited calls or communication. Any personal data will only be used with legitimate interest, to protect life, to comply with the law, to process a contract or where expressed consent has been given for marketing purposes.

Data collection

Ascend will collect your data using various collation methods to include website enquiries, property portal enquiries, e-mail enquiries, telephone enquiries, in branch enquiries, Intouch software, online electronic forms and social media enquiries.

Our Website

The Ascend website openly uses cookies which collates information such as your IP address, browser type, operating system, referring URLs and information on actions taken or interaction with our digital assets.

Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic to tailor the website to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

Monitoring and Training

All calls are recorded for Ascend’s internal monitoring and training purposes. The Quality Assurance Department are responsible for carrying out weekly audits to ensure Applicants’ data is being protected, in addition to reviewing the Company’s adherence to the main principles of GDPR across the Branches. Any breaches are raised with the Branch Managers to feedback and follow-up coaching provided

Time

Ascend will only ever keep your personal data for as long as is necessary in line with our data retention policy. Ascend reserves the right to retain your information when any lawful basis, particularly legitimate interests prevail.

Other companies

Ascend may also collect information from our affiliates and suppliers. This data will only be processed lawfully and fairly in accordance with their privacy policies.

Ascend works with various external companies to fulfil the expected day to day operations of a residential sales, lettings and property management business. When employing a third-party company to conduct business on our behalf we will only share relevant personal information that they would need to perform the services we request. They are bound by regulation to protect this information appropriately and not to use it for any other purpose. 

 

Lawful Basis for data processing

Reasons for data collection

Lawful basis

 General Enquiries

 

When enquiring about a property you will be asked for your Name, contact telephone number, e-mail address and registered address.

Legitimate interests

Intouch

When entering your data via our live touch screen software systems to initiate contact and to request further information.

Legitimate interests

Market research and surveys

From time to time Ascend will contact you to ensure that you have received our committed level of customer service and to ensure vital information has been passed on to you.

Quality Assurance

Referencing

Your details will be passed to a third party referencing agency for the purposes of undertaking credit, previous landlord and employment checks.

Contract or

Legitimate interest

Right to rent check

You will be required to provide official documentation to prove your right to rent in the UK.

Legal obligation

Debt collection

Should a Tenant fall in to rent arrears or for any late fee payments, personal details will be passed on to third party legal representatives and or debt collection agencies.

Contract

Serving notices

Where necessary your details will be passed on to legal representatives. 

Legal obligation

Councils

Your personal and occupancy details will be passed on to the local council for the purposes of council tax.

Legal obligation

Housing Associations and Councils

Your personal and tenancy details will be passed on to a housing association or local council for the purposes of housing benefit.

Legitimate interests

Sale of a property

Up to date rent statements may be sent to third party companies upon the sale of your property.

Legitimate interests

Making an offer to prospective Landlords

Your details including, name, occupation and affordability will be shared with prospective Landlords when making an offer on a property.

Legitimate interests

Landlords

Your details including name and contact details will be shared with a Landlord upon offering a tenancy.

Contract

Utility providers

Your details including name, contact and tenancy details will be shared with energy providers in respect of your occupancy at the rental property.

Contract

Deposits

Your details including name, contact and tenancy details will be shared with the relevant deposit protection scheme.

Legal obligation

Repairs

Your details including name, contact and tenancy details will be shared with a third-party contractor in respect of repairs.

Legitimate interests

Survey Access

Your details including name, contact and tenancy details will be shared with a third-party surveyor to arrange access.

Legitimate interests / Contract

Block Management Agents

Your details including name, contact and tenancy details may be shared with block management agents.

Legitimate interests

Other agents

Your details including name, contact and tenancy details may be shared with other agents whereby the other agent has, is or will manage a property relating to your tenancy.

Legitimate interests

Financial institutions

Your details including name, contact and tenancy details may be shared with banks or financial institution in respect of rent payments.

Legitimate interests

References

Your details including name and tenancy to include condition and rental payments will be passed on to other agents and landlords for the purposes of referencing.

Legitimate interests

Eviction

Your details including name, contact and tenancy details may be shared with legal representative and enforcement officers in respect of eviction proceedings.

Legal obligation / Contract

Anti-Money Laundering

You will be required under specific regulations to provide documentation which may be verified by a third party if required.

Legal obligation

Protecting life

Your personal details may be provided to any authority requesting the information should it be necessary to protect life

Vital interests

Sub-agents

When Ascend has no geographical presence in an area a carefully selected sub-agent will be appointed.

Legitimate interests

Inventory software providers

Ascend utilises a trusted software provider to perform tenancy inventories. Tenants’ names are linked to property addresses for the purposes of identification. 

Legitimate interests

Conveyancers

When entering in to a property transaction Vendors and Buyers details will be exchanged with the appointed conveyancers.

Contract

Electronic signatures

Ascend uses a trusted electronic signature platform that collates various personal data.

Contract

Website

When registering your interest your personal details will be sent to the relevant branch office to be stored and for contact to be made.

Legitimate interests

Cookies

Ascend only use this cookies for traffic log purposes and does not contain any personal data. This information statistically analysed and then the data is removed from the system.

Legitimate interests

 

Update your data

Whether you’re a Landlord or a Tenant you can update your data 24/7. Simply go to www.ascendproperties.com and select either Landlord or Tenant > click on the Login link on the right-hand side of the screen. Once logged in you can go to your personal details, update and submit.

Alternatively, please see ‘How to request your data below’.

Right of Access

You have the right to request what data Ascend holds about you and the lawfulness of processing your data. This is commonly referred to as a Subject Access Request (SAR).

Restriction on data

Anyone engaging with Ascend can request that the processing of their data be restricted if there is no lawful basis for processing your data. In order to do so you must state what data you would like restricting and why.

Erasure of Data

You have the right to request that your personal data be deleted if any of the following rules apply:

  • The personal data is no longer necessary in relation to the purposes for which they were collected.
  • If you withdraw consent where there is no other lawful basis for retaining your data.
  • If the personal data is found to have been unlawfully processed.
  • For compliance with a legal obligation in Union or Member State law to which Ascend is subject.

Data Portability

Ascend will provide data in a way that is accessible and machine-readable. You may also request the right for your data to be transferred to another organisation. Ascend will honour the request if technically feasible.

Ascend will only engage with controllers and processors located in the European Economic Area (the EEA).

Objections to the use of Data

If you object to the use of your data, you must identify the exact data that you wish to be protected and why.

Requesting your data

All data requests can be made verbally or in writing to Ascend’s Data Protection Officer.

Ascend will take reasonable measures to verify your identity.

Ascend will respond at the earliest opportunity and in accordance with the Information Commissioner’s Office guidelines.

A reasonable fee may be charged should a request be manifestly unfounded or excessive, particularly if the request is repetitive.

In the event that Ascend can demonstrate the lawful basis for processing the data and only if Ascend should need to, Ascend can continue to process the data despite objection.

If your request is rejected and you believe it be unfounded, then you can refer the matter to the Information Commissioner’s Office.

 

Ascend’s Data Protection Officer

 

Chris Norman

8       [email protected]

✆       0161 413 6542

*      FAO Chris Norman Ascend, Stafford Court, 145 Washway Road, Sale, M33 7PE

 

Information Commissioner’s Office

 

8           https://ico.org.uk/make-a-complaint/

8           https://ico.org.uk/global/contact-us/email/

:           Start a live chat 

✆           0303 123 1113

Data breaches

A 'personal data breach' means a breach of security leading to the accidental or unlawful destruction, loss, alteration, unauthorised disclosure of, or access to, personal data transmitted, stored or otherwise processed. 

Ascend's Data Protection Officer will notify the ICO of a breach without undue delay with a written explanation for the reasons behind data breach. This will be no later than 72 hours after discovery by Ascend's Data Protection Officer. 

If the breach is likely to result in a high risk to the rights and freedoms of individuals, then Ascend’s Data Protection Officer will inform those concerned directly and without undue delay.