This Privacy Statement applies to the use and processing of Personal Information collected and used by members of the James Andrew Group. Information on the companies within the group is contained within the legal information section of the site.  By using the James Andrew Website or providing your Personal Information to a James Andrew Group company, you agree to the collection, use and sharing of your information in accordance with this Privacy Statement. Please read this Privacy Statement carefully and contact us if you have any questions. Personal Information is information, or any combination of separate pieces of information, that could be used to identify you. Should you have any queries about this policy or the information we collate and hold please contact our Data Protection Officer by email, dpo@jamesandrew.co.uk

Information James Andrew collects

We may collect information about you from a variety of sources. This includes information we collect directly from you; information we collect when you visit our sites, and information we collect about you from other sources. We collect information directly from you when you become a tenant of a managed property, information you supply to us in the course of business including for anti-money laundering checks, email communications, business cards, call or email us, or otherwise provide information directly to us. The following are examples of information we may collect directly from you:

• Name
• Occupation
• Email address
• Postal address
• Telephone and/or fax number
• Date of Birth
• Passport Number, place of issue and expiry date
• Payment information, bank account details
• Telephone numbers

This Privacy Statement applies to the use and processing of Personal Information collected and used by members of the James Andrew Group.  By becoming a client of, a tenant or occupier of a property managed by or a prospective buyer, seller or tenant of a client of the James Andrew Group and providing your Personal Information to James Andrew, you agree to the collection, use and sharing of your information in accordance with this Privacy Statement. Please read this Privacy Statement carefully and contact us if you have any questions. Personal Information is information, or any combination of separate pieces of information, that could be used to identify you.  Should you have any queries about this policy or the information we collate and hold please contact our Data Protection Officer by email, dpo@jamesandrew.co.uk

How James Andrew uses this information

We use the information we collect to provide you property details, tenant accounting services and to conduct Anti-money Laundering and other financial checks. The following are examples of how we may use the information we collect:

• Answer your questions or respond to your requests
• Create and manage your account
• Process payments due under tenancy agreements, leases or contracts
• Protect against or identify possible fraudulent transactions
• Send you email and/or postal messages to you
• Telephone you about queries and other matters we think interest to you in relation to a property you or your business occupies, or you have enquired about

James Andrew will only process your information in pursuance of our or our clients’ legitimate interest if we receive any requests related to, for example, a service or a call-back; we will use your Personal Information to fulfil your request. Where we need to manage your account and protect you against or identify possible fraudulent transactions, we will do so in accordance with our legal obligation placed on us under law. We will seek consent from you if we need to process your data to identify you or conduct Anti-money Laundering checks. To ensure meaningful consent is obtained from you, James Andrew will provide you with reasonable notice ensuring that your consent is provided on an informed basis.

Information sharing

The success of our business depends on your trust, and we do not sell your Personal Information to anyone outside of the James Andrew Group. We share your Personal Information within James Andrew and as described in this Statement. We do not share Personal Information with marketers outside the James Andrew Group.

Third-party service providers

We engage third-party service providers to perform a variety of business operations on our behalf. In so doing, we may share your Personal Information with them. We provide our service providers with only the Personal Information they need in order to perform the services we request, and we contractually require that they protect this information appropriately and not use it for any other purpose.

For example, we may rely on a 3rd party service provider to:

• Fulfil your service requests and answer your questions.
• Host our sites and deliver our email or other communications.
• Provide insurance services and manage claims
• Perform other services that we request.

Where permitted by law, we combine Personal Information about you that James Andrew has collected with Personal Information about you that a business partner, such as a co-host of a cocktail party or event has collected so we can jointly send tailored communications to you. In such instances, our business partner will not be permitted to use James Andrew data or the combined data for its own, independent marketing purposes. Our business partner will only be allowed to use the combined set of information to send you joint communications that we hope will be of interest to you. If you prefer not to receive these joint communications, you can always opt out by following the instructions provided in any such communication or through this Privacy Statement as indicated above.

Other situations.

We may transfer or otherwise process your Personal Information:

• As part of the sale of a James Andrew brand to another company.
• When we have received your instruction to pass the sale letting or management of your property or the one within which you occupy to another agent
• To protect, defend or exercise the rights and property of James Andrew (including enforcing our Terms and Conditions).
• When required by law and/or government authorities.

Personal Information Retention Period

We will retain Personal Information for the period necessary to fulfil the purposes outlined in this Privacy Statement, unless a longer retention period is required or permitted by law.

Your communication options

We give you choices about how we communicate with you.

Email Communications

You can stop receiving promotional email messages from James Andrew by following the opt-out instructions provided in any such message you receive.

Postal Mail

You can stop receiving promotional postal mail from the James Andrew Group by following the opt-out instructions that may be included within those communications or by contacting us by email dpo@jamesandrew.co.uk

You and your information

To the extent provided for by applicable law, you have certain rights in respect of the management of the personal data we hold about you.

Access

We take steps to keep your Personal Information accurate. None of the James Andrew programs provide access to view or update Personal Information you provided when you registered or became a tenant, occupier or client. Please contact us by email if you wish to review the information we hold on you by emailing dpo@jamesandrew.co.uk  James Andrew does not charge for this service and responds to reasonable requests in an appropriate timeframe.

Data deletion

You can request that information held by James Andrew is deleted at any time. If you wish us to erase your data which is connected to your occupation of a property, please contact us by email at dpo@jamesandrew.co.ukand we will deal with your request as necessary under applicable law.

Other rights

To the extent provided by applicable law, you have the right to request rectification of your personal data; to obtain restriction of the processing of personal data; to object to the processing of personal data (including direct marketing) and to data portability. To exercise any of these rights, please contact us by email at dpo@jamesandrew.co.uk

Consent

Where you have provided consent for our processing of your personal data, you may withdraw that consent at any time by contacting us by email at dpo@jamesandrew.co.uk. We will cease processing your personal data as soon as reasonably practicable following our receipt of your withdrawal.

Complaints

If you consider that we have processed personal data in violation of applicable law, please contact us by email at dpo@jamesandrew.co.uk. If you consider that we have processed personal data in violation of applicable law and failed to remedy such violation to your reasonable satisfaction, you may also lodge a complaint with a supervisory authority (e.g. the Information Commissioner in the UK).