Privacy statement

In this privacy policy references to “we”, “us” and “our” are to VeeZed Residential. References to “our Website” or “the Website” are to www.veezedresidential.co.uk

What information we collect and how

At VeeZed Residential, we collect, use, store, and transfer various types of personal data, depending on your relationship with us (such as a client, customer, or job applicant).

The types of data we may collect include: identity data; contact data; financial data; details about your dependents; transaction data (for example, details about your property requirements); IP address; website usage data; marketing and communication preferences; call recordings; video recordings from inside our fleet vehicles; information provided in your application form and CV; proof of your right to work; employment history; and criminal convictions or offences.

“Sensitive Personal Information” refers to data about your racial or ethnic origin, philosophical or religious beliefs, physical or mental health or condition, sexual life or orientation, or criminal convictions. In certain cases, you may also provide us with such Sensitive Personal Information, such as if you have disability-related requirements.

At VeeZed Residential, we use various methods to collect data from and about you, including:

Direct interactions
This includes personal data you provide when filling out forms, surveys, or communicating with us via post, phone, email, live chat, our website, social media, or other channels. It also includes data provided during the job application process or when you make inquiries about our services through property portals.

Indirect interactions
This involves personal data you share with third parties such as payment service providers, data brokers, aggregators or data available through publicly accessible sources or registers like Companies House, the Electoral Register, Government, or Police databases.

Aggregated data
This refers to personal data that is typically anonymised or grouped into categories, collected from systems such as our website, CRM, or phone systems, or provided by service providers such as credit check or profiling companies.

How we use cookies

A cookie is a small file which asks permission to be placed on your computer’s hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular 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 and improve our website in order to tailor it 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.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

What we do with your information

At VeeZed Residential, we collect information about you for several purposes, including:

  • To process the purchase, rental, sale, or letting of a property through VeeZed Residential (or on behalf of one of our clients).
  • To contact you regarding services and offers we believe may be of interest to you in relation to the purchase, rental, sale, or letting of a property.
  • When you apply for a role with us and/or are successfully hired.
  • To comply with our legal obligations (such as anti-money laundering regulations and estate and letting agency laws, regulations, and/or codes of practice), or where it is otherwise lawful for us to do so.

We may also process your personal data to support the operation, growth, and protection of our business, develop our products and services, improve our efficiencies, manage our client base, provide training, monitor customer service standards, resolve disputes, and/or refer you to selected third-party mortgage brokers or conveyancing panel management providers.

Examples of how we process your data include:

  • Network security and monitoring
  • Auditing
  • Call recording (in compliance with the Investigatory Powers Act 2016, where we inform callers that calls may be recorded)
  • Video recordings within our fleet vehicles (to promote good driving standards)
  • Training and awareness, including compliance and fraud prevention
  • Verification of identity and risk assessments
  • Utility switches and due diligence
  • Marketing (we may share an encoded version of your email address with third parties like Facebook and Google to display VeeZed Residential ads when you visit their websites)
  • Analytics, debt recovery, and claims management
  • Improving and optimising advertising
  • Providing marketing materials and content (including offering information about goods or services that may interest you based on previous transactions, and enabling third parties like Facebook and Google to display VeeZed Residential ads when you visit their websites)
  • Ensuring the most effective presentation of content on our website and other platforms
  • Customer support and notification of changes to our services
  • Managing suppression lists, profiling, cloud storage, and business acquisitions
  • Referrals to other businesses

In some cases, to protect our entitlement to a commission or to avoid a dispute, we may disclose your name to another agent, landlord, or vendor.

Our right to process your personal data is based on one or more of the following legal grounds:

  • Your consent (Article 6(1)(a) GDPR)
  • The performance of a contract with you (Article 6(1)(b) GDPR)
  • A legal obligation (Article 6(1)(c) GDPR)
  • Our legitimate business interests (Article 6(1)(f) GDPR)

For special category data, the following grounds may also apply:

  • Your explicit consent (Article 9(2)(a) GDPR)
  • The data was made publicly available by you (Article 9(2)(e) GDPR)
  • To establish, exercise, or defend a legal claim (Article 9(2)(f) GDPR)

Disclosures of your personal data

We may share your personal data with trusted companies outside of VeeZed Residential , such as:

  • Third parties with whom we have a contractual relationship to assist us in performing the purchase, rental, sale, or letting of a property
  • IT and system administration service providers
  • Anti-money laundering verification service providers
  • Tenancy deposit schemes (or deposit replacement service providers)
  • Utility switch companies and utility suppliers
  • Trade contractors
  • Survey companies, surveyors, EPC providers, inventory clerks, managing agents, property auctioneers, and auction legal pack providers
  • Local authorities and government/law enforcement agencies
  • Government departments (e.g., HM Land Registry)
  • Property developers
  • Third-party data services that help us segment and understand our audience to send the most relevant and targeted communications
  • Advertisers and advertising networks (including social media platforms) to display relevant VeeZed Residential ads based on your use of those platforms and your relationship with us
  • Professional advisers, including lawyers, bankers, auditors, insurers, and those providing consultancy, banking, legal, insurance, and accountancy services
  • Credit or reference providers (including for debt recovery purposes)
  • Other agents with whom we have a sub-agency agreement, where they have introduced a potential purchaser/vendor/landlord/tenant for your property
  • The counterparty to your transaction
  • Property portals through which you request our services
  • Other parties to whom we may choose to sell, transfer, or merge parts of our business or assets

If you apply for a role with us, we may disclose or share your personal information within VeeZed Residential.

Retention of Data

We will retain your personal data for as long as you use our services (or while we are providing services related to you) and/or remain in contact with us, and for at least seven years afterwards for legal, regulatory, and accounting purposes. If there is a need to retain your data for a longer period, we will carefully weigh the potential risks of continued storage against the reasons for keeping it. In certain cases, we may anonymise your personal data so that it can no longer be linked to you, and in such cases, we may use the anonymised information indefinitely.

If you apply for a role with us and your application is unsuccessful, we will keep your personal information for six months after notifying you of our decision, to demonstrate that we have not engaged in discriminatory hiring practices. Additionally, we may retain your details for a further 18 months so we can consider you for future opportunities at Veezed Residential. If you would prefer that we do not retain your information for this purpose, please contact us at info@veezedresidential.co.uk.

International Data Transfers

We will not transfer your personal data outside the United Kingdom unless the destination country provides an adequate level of protection or the receiving organisation agrees to uphold similar data protection standards. For instance, when working with certain service providers, we may rely on UK Information Commissioner’s Office-approved contracts or the UK-US Data Bridge framework to ensure your data receives the same level of protection it would in the UK. If you’d like to see the relevant parts of these agreements, you can request a copy using the contact details provided below.

Your rights

To the extent permitted by law, you have the right to:

  • Access a copy of the personal data we hold and process about you. You are entitled to the following information, subject to certain exemptions:
    • The purpose(s) for which we are processing your information
    • The categories of personal data we hold about you
    • The recipients or categories of recipients to whom your personal data has been or will be disclosed
    • The period for which we will store your information, or the criteria used to determine that period
  • Object to the use of your personal data (including for marketing purposes) by:
    • Informing a VeeZed Residential telephone operator
    • Ticking the relevant boxes on data collection forms
    • Emailing info@veezedresidential.co.uk
  • Request the rectification of any inaccurate information we hold about you
  • Request the erasure of the personal data we hold about you
  • Ask that we do not make decisions about you using fully automated means
  • Request the transfer of your personal data to a third party of your choice, in a commonly used, machine-readable format, where technically feasible

Please note, even if you opt out of marketing, we may still contact you regarding services you have requested or to notify you of changes to our terms and conditions.

The rights listed above may not apply in all circumstances, and therefore, we may not always be able to comply with your request. If this is the case, we will inform you. We will generally respond to your request to exercise your rights within one month, although it may take longer if your request is particularly complex or if you have made multiple requests.

To help confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights), we may need to request specific information. This is a security measure to ensure that personal data is not disclosed to anyone who has no right to receive it. We may also contact you for further details to speed up our response.

Generally, you will not have to pay a fee to exercise these rights, but we may charge a fee if your request is unfounded, repetitive, or excessive. Alternatively, we may refuse to comply with your request.

Right to Restrict Processing

Individuals have the right to request that the processing of their personal data be restricted or suppressed. This right is not absolute and only applies in specific situations.

When a restriction is in place, you may continue to store the personal data but must not use it for any other purpose.

A request for restriction can be made either verbally or in writing, and you are required to respond within one calendar month.

This right is closely related to the right to rectification (Article 16) and the right to object (Article 21) under data protection law.

Marketing

You have the right to withdraw your consent for us to use your personal data for marketing purposes at any time.

You can withdraw your consent by:

  • Following the opt-out links in any marketing message we send you
  • Contacting us via email at info@veezedresidential.co.uk or by calling 02037946995

We will continue to process your personal data to fulfill our contract with you and in accordance with our legal, accounting, and regulatory obligations. If you withdraw your consent, your prior consent remains valid for our use of your data up until the point you withdrew consent.

How to contact us

If you have any questions about how we handle your personal data, please reach out to us at info@veezedresidential.co.uk. Alternatively, you can write to us at VeeZed Residential Sales and Lettings Limited, 33 The Broadway, Joel Street, Northwood Hills, HA6 1NZ. If you have a complaint regarding how your personal data has been processed, you have the right to contact the Information Commissioner’s Office. However, we recommend first following our internal complaints procedure, and we will do our best to resolve your concerns.

Other websites

This privacy policy only covers this website. Any other websites which may be linked to by our website are subject to their own policy, which may differ from ours.