Privacy Policy
Introduction:
FLJ need to collect and process personal data to perform our everyday tasks, agency transactions, contractual and legal obligations in order to provide our services.
We take our responsibility to protect the privacy and confidentiality of the personal data transferred within our role seriously and are committed to taking the necessary steps to ensure we maintain its security and integrity.
In our capacity as Data Controller, we are committed to treating your personal information in accordance with the UK General Protection Data Regulation, as defined in the DPA (“UK GDPR”) including the Data Protection Act 2018 (“DPA”) (“Data Protection Law”).
This privacy notice tells you how we will deal with your personal information and covers the following:
• Who we are
• Your Data Protection Rights
•What Information we Collect and Lawful Bases
•Where we get Personal Information
•Who we Share Information with
•How Long we Keep it
•Safety and Security
•Complaints
•Further Information
If you do not agree with any of the practices described in this policy then please do not submit any personal data to us.
Who We Are:
Registered Name: Fox Lloyd Jones Limited
Company Number: 4794141
Registered office: Carlton Tower, 34 St Paul's Street, Leeds, LS1 2QB,
Email Address: compliance@fljltd.co.uk
We are registered with the UK’s supervisory body the Information Commissioner's Office (“ICO”) https://ico.org.uk/ registration reference: Z2831547.
We are also regulated by the Royal Institution of Chartered Surveyors (“RICS”) for the provision of surveying services. This means we agree to uphold the RICS Rules of Conduct for Firms and all other applicable mandatory professional practice requirements of the RICS, which can be found at www.rics.org. As an RICS regulated firm we have committed to cooperating with the RICS in ensuring compliance with its standards.
Your Data Protection Rights:
Data Protection law provides you with rights in relation to the way your personal data is handled, these are:
- Your right of access to your data - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions that mean you may not receive all the information you ask for.
- Your right to rectification – you have the right to correct or delete personal information you think is inaccurate or incomplete.
- Your right to erasure – you have the right to ask us to correct or delete any personal information FLJ no longer has a legitimate purpose to process. (Please note that in some circumstances we may need to keep some details for legal and/or regulatory compliance)
- Your right to restriction of processing - you have the right to ask us to limit how we can use your personal information
- Your right to object to processing – you have the right to object to the processing of your personal data
- Your right to data portability – you have the right to ask us to transfer the personal information you gave FLJ to use to another organisation, or to your nominated third party in a structured, commonly used electronic format.
This is only legally applicable to data provided with your consent or under a contract.
- Your right to withdraw consent – if we use consent as a lawful basis you have the right to withdraw your consent at any time.
If you make a request, we must respond to you without undue delay and in any event within one month.
To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.
What Information we Collect and Lawful Bases:
Under Data Protection Law, FLJ must have a “lawful basis” for collecting and using your personal information.
Which lawful basis we rely on may affect your data protection rights (above). You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website. We rely on one or more of the following bases:
- Performance of a contract with you: Where we need to perform the contract we are about to enter into or have entered into with you.
- Legitimate interests: We may use your personal data where it is necessary to conduct our business and pursue our legitimate interests, for example to prevent fraud and enable us to give you the best and most secure customer experience. We make sure we consider and balance any potential impact on you and your rights (both positive and negative) before we process your personal data for our legitimate interests. We do not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
- Legal obligation: We may use your personal data where it is necessary for compliance with a legal obligation that we are subject to. We will identify the relevant legal obligation when we rely on this legal basis.
- Consent: We rely on consent only where we have obtained your active agreement to use your personal data for a specified purpose, for example if you subscribe to an email newsletter.
Please note: We will not process your data under Legitimate Interests if we believe your freedoms and/or rights would be affected.
WHAT INFORMATION WE COLLECT AND WHY?
- When providing services to our clients:
The principal function of our Agency Team transactions is to match company property requirements in the open market with suitable buildings. This may include us providing our advice or services under instruction or contract to buy/let/sell/value/acquire/survey properties (including marketing properties utilising specified platforms and social media).
FLJ may also be engaged to act in a Development Advisory capacity or to provide any function of our Construction Team e.g. Project Manager, Quantity Surveyor or Building Surveyor on behalf of our clients and customers.
We will collect or use the following personal data:
- Names and contact details
- Addresses
- Occupation
- Date of Birth
- Credit history, credit reference information, Identification documents etc.
- Payment details (e.g. bank details for invoicing purposes)
- Financial data (e.g. for business purposes and proof of funds)
- Information relating to compliments or complaints
- Records of meetings and decisions
- Transaction data (including details about payments to and from you and details of products and services you have purchased)Website usage data
- Website usage data
- Any other personal information required in order for us to provide our services
LAWFUL BASIS:
Legitimate Interests:
We’re collecting or using your information because it benefits you, our organisation or someone else, without causing undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. We may rely on legitimate interests to provide you with our services as requested by you and to develop and improve our services.
Contract:
We have to collect or use the information so we can enter into and/or perform carry out a contract with you. This means we process personal data in the lead up to (including quoting stage), during the performance of, or post termination of a contract in any capacity to fulfil our obligations detailed in a contract.
All of your data protection rights may apply except the right to object.
Legal Obligation:
We have to collect or use your information so we can comply with the law in relation to tax and accounting, insurance and Anti-Money Laundering compliance.
All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
WHAT INFORMATION WE COLLECT AND WHY?
• Communicating with you
We collect or use personal information for updating with news from FLJ, send well wishes in the festive season or invite to events:
- Name and contact details
- Addresses
- Occupation
LAWFUL BASIS:
Legitimate Interests: We’re collecting or using your information because it benefits you, our organisation or someone else, without causing undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests include
- keeping you up to date with news from Fox Lloyd Jones that we believe you may be interested and other communications in relation to our services
WHAT INFORMATION WE COLLECT AND WHY?
- Carrying out compliance requirements
Where we are providing a service to you, or on your behalf, we may be required to fulfil and comply with legal requirements such as Anti Money Laundering and Counter Terrorist Financing requirements. We will collect the following personal information:
- Name and contact details
- Address
- Identification Documents
- At least one form of photographic ID (such as Passport, Driving Licence)
- At least one form of proof of residence (such as recent utility bill)
- Credit reference reports
- Any other personal information required to comply with our legal obligations
LAWFUL BASIS:
Legal Obligation: We have to collect or use your information so we can comply with the law. All of your data protection right may apply, except the right to erasure, the right to object and the right to data portability.
WHAT INFORMATION WE COLLECT AND WHY?
- Dealing with complaints and issues you raise
To investigate, deal with and respond to queries, compliments, complaints or claims we will use the following personal data:
- Name and contact details
- Address
- Correspondence
- Customer or client records or accounts
- Any records we hold about you
LAWFUL BASIS:
Legitimate Interests: We’re collecting or using your information because it benefits you, our organisation or someone else, without causing undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability.
Our legitimate interests include being able to effectively investigate the query, complaint or claim to provide a full and thorough response.
Legal Obligation: We have to collect or use your information so we can comply with the law. All of your data protection right may apply, except the right to erasure, the right to object and the right to data portability.
WHAT INFORMATION WE COLLECT AND WHY?
- Delivering content through the FLJ website
Using the FLJ website:
- Name and contact details
- Occupation
- Any other details you submit via the ‘message’ function
- User information (cookies)
LAWFUL BASIS:
Legitimate Interests: We’re collecting or using your information because it benefits you, our organisation or someone else, without causing undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our Legitimate Interests include:
- Monitoring the usage of our website, providing statistics to Third Parties/our website developer to enable us to continually improve the user experience by better understanding how users interact with it.
- ‘Cookies' which are small files saved to the user’s computer hard drive to enable users to navigate around and (where appropriate) track, save and store information about the user’s interaction and usage of our website. This allows us to continually improve and make it more efficient to use on future visits. You can find our Cookie Policy here.
- Using Third Party Google Analytics which will save a cookie to the user’s computer hard drive in order to track visitor usage, monitor user engagement and obtain anonymous data on patterns of the users who visit our website. It will not store, save or collect personal information. If you would like further information on this please read Google’s privacy policy.
Where we get Personal Information?
There are various ways in which we receive personal information including:
- Directly from you or from the company you work for/on behalf of
- During the course of our instruction
- If you complete the contact form on our website
- Publicly available sources
- Legal bodies or professionals (such as solicitors)
- Suppliers and service providers
- Credit reference/compliance agencies (such as Smartsearch)
- Third parties (such as Joint Agents, marketing platforms such as Rightmove, Zoopla etc)
Who we Share Information with:
We will never sell your personal information to any third party.
We will share your information with our holding company and its subsidiaries.
We may share your information with third parties in the ordinary course of business where required to ensure we provide our services to you. These include:
Data Processors:
- FLJ’s IT service providers, hosts and ongoing support.
- appointed accountancy services
- legal and insurance services
- marketing providers and platforms
- Professional service providers
Others/third parties we share personal information with:
- FLJ employees to complete their daily work, including consultants, suppliers, sub-contractors, professional or legal services employed by you/FLJ/client for the performance of any contract we enter into with you/them and in order to fulfil our role and obligations
- Third party providers of our CRM system
- Third party website hosting provider
- With appointed Joint Agents
- Where we recommend your services as a supplier/consultant/contractor (or in any capacity) to our contacts
- Any organisations that are used to aid and perform our role
- Any Third Party that you give us permission to share with
- Only with your consent, to third parties who may wish to contact you with services/products they offer that may be of interest to you
- With compliance/credit reference agencies to aid us in completing our legal obligation to undertake Anti Money Laundering checks
- When under legal duty or have a legal obligation to comply with any Companies, Government Authorities or Bodies that require it to detect and prevent any criminal activity in any capacity including fraud, money laundering, terrorist financing, and credit risk reduction.
- Should we ever sell any or all of our business/assets we may disclose your personal data to the prospective buyer
- Should we ever buy another business/assets we may disclose your personal data to the prospective seller
International Transfers
Whenever we transfer your personal data out of the UK to countries which have laws that do not provide the same level of data protection as the Data Protection Law, we always ensure that a similar degree of protection is afforded to it.
We may transfer your personal data to service providers that carry out certain functions on our behalf. This may involve transferring personal data outside the UK to countries which have laws that do not provide the same level of data protection as the UK law.
Whenever we transfer your personal data out of the UK to service providers, we ensure a similar degree of protection is afforded to it. We may use specific standard contractual terms approved for use in the UK which give the transferred personal data the same protection as it has in the UK, namely the International Data Transfer Agreement.
How Long we Keep it?
We will keep your information for as long as we determine is reasonably necessary for legitimate business purposes and for the purpose for which it was obtained, including but not limited to:
- Requirements set out in insurance policies,
- Legal and regulatory obligations (such as HMRC)
- Contractual or reporting requirements
To determine the appropriate retention period for personal data, we consider the amount, nature and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal, regulatory, tax, accounting or other requirements.
Following these periods we will then permanently and securely delete or destroy it.
Safety and Security:
FLJ take our responsibility to secure the electronic and hard copy personal and company data that we hold seriously and have strict internal IT policies, controls, system protection and infrastructure in place to protect against data subjects’ personal data from loss, accidental destruction, misuse or from being accessed, altered or disclosed by unauthorised persons, except by employees in the proper performance of their duties.
Complaints:
If you have any concerns about our use of your personal data, please raise them with us using the contact details at the top of this privacy notice. If you feel, after offering us the opportunity to deal with your dispute, we have not resolved your issue, and you still have concerns with how FLJ have handled your data you can contact the Information Commissioner’s Office using the registration ID listed at the top of this privacy notice. You can find their contact details via their website: www.ico.org.uk
Further Information:
External Links from our Website:
www.fljltd.co.uk may contain links to other websites where we look to only include quality, safe and relevant external links. Users are advised to adopt a policy of caution before clicking any external web links mentioned within. We cannot guarantee or verify the contents of any externally linked website despite our best efforts.
Users should therefore note they click on external links at their own risk and neither this website nor FLJ can be held liable for any damages or implications caused by visiting any external links mentioned.
Policy Review
This policy was last reviewed in January 2025.
