Who are we?

We are here to assist those in the Estate Agent industry that are facing difficult times with the Covid-19 crisis.

Agents Together Ltd, Alpha Works, Alpha Tower, Suffolk Street, Queensway, Birmingham, B1 1TT is a company limited by guarantee 12648988 (registered in England and Wales).

Please read this policy carefully, along with any other documents referred to in this policy, to understand how we collect, use and store your personal information.

If you have any questions regarding Agents Together’s Privacy Policy, please contact our Data Protection Officer Sarah Edmundson.

What do we do?

Agents Together is a new enterprise specifically set up to assist estate agents through these difficult times.

Our main priorities are: Educational support services, other human health activities and physical well-being activities.

At Agents Together we are committed to protecting your personal information and privacy.

When you engage with us by phone, mail, in person or online, we receive personal information about you. This information helps us understand you and your interests and allows us to improve our communications with you and increase the effectiveness of our organisation. We will never sell any of your personal information to any organisation for any reason.

We do however need to collect and use your personal information for carefully considered and business critical purposes, which helps ensure that Agents Together operates efficiently and can raise funds effectively in order to help us achieve our goals.

It is important that you read this policy carefully to understand what information we hold, how we may use it, and what your rights are.

What is personal information?

Personal information is data that can be used to help identify an individual, such as name, address, phone number or email address.

What is sensitive personal information?

Sensitive personal information is data that consists of racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic data, biometric data, data concerning health or data concerning an individual’s sex life or sexual orientation.

Purposes

Agents Together may use your personal information to help us deliver our charitable mission to assist those estate agents in need. We will always try to be as transparent and honest as possible regarding how we collect, use and store your personal information. Below we have summarised the different ways we may use your personal information, and our purposes for doing so.

  1. Delivery of charitable purpose
  2. Fundraising and Marketing
  3. Management of Volunteers
  4. Management of Mentors
  5. Staff administration

Lawful Processing

Agents Together will only collect and use your personal information when there is a lawful basis to do so. The law allows for six legitimate ways to process an individual’s personal information. However, only three of these ways to process an individual’s personal information are relevant to Agents Together for the types of purposes we have listed above.

  • Information is processed on the basis of a person’s consent
  • Information is processed on the basis of a contractual relationship
  • Information is processed on the basis of the “legitimate Interests” of Agents Together

Consent

Agents Together will only send you marketing and fundraising emails, and text messages when we have your consent. We will only collect and use your personal information and in some cases sensitive personal information in the ways we have laid out in this privacy policy. You can withdraw or update your consent at any time for any or all of our channels or activities by getting in touch with us.

Legitimate Interest

When it may not be practical to get consent from an individual, Agents Together may still process personal information under legitimate interest. This is because the law allows personal information to be legally collected and used if it is in line with the legitimate business interest of the organisation. However, the processing of personal information still has to be carried out in a fair and balanced way that does not overly impact the rights of the individual concerned.

What are Agents Together’s Legitimate Interests?

Governance

  • The delivery of our charitable mission
  • Internal and external audit for financial or for regulatory compliance purposes
  • Statutory reporting

Publicity & Income Generation

  • Conventional marketing, publicity, advertising and fundraising
  • Unsolicited commercial or non-commercial messages, such as campaigns or charitable fundraising
  • Tailoring and enhancing the supporter experience across our digital and postal communications
  • Exercising of the right to freedom of expression or information
  • Analysis, targeting, and segmentation of data to help develop organisational strategy and improve marketing and fundraising communication efficiency
  • Processing for research purposes, such as marketing research
  • Using publicly available information to profile potentially important supporters

Operational Management

  • Monitoring and recording information on employees and volunteers for the purpose of recruitment, safety, performance management and planning procedures
  • Provision and administration of staff benefits and learning and development opportunities
  • Physical security, IT and network security
  • Processing data for historical, scientific or statistical purposes

Financial Management & Control

  • Processing of financial transactions and the maintenance of financial controls
  • Preventing fraud, the misuse of our services, or money laundering
  • Enforcing legal claims, including debt collection via out-of-court procedures

Administrative Purposes

  • Responding to any solicited enquiry from any of our supporters
  • Communications designed to administer existing services that an individual has asked or registered for
  • Thank you, communications and receipts
  • Administrating existing financial transactions
  • Maintenance of “Do not contact lists”

Confidentiality and keeping your data secure

Unfortunately, the transmission of data across the internet is not completely secure and whilst we do our utmost to try to protect your personal information we cannot guarantee that loss, misuse or alteration of data will not occur whilst data is being transferred – therefore any personal information you give to us is done at your own risk.

All confidential information we hold is kept securely and only transmitted in protected form. Customer details are not passed to third parties and are used only in accordance with all relevant legislation.

Data Retention

We will hold your data for a reasonable period of time after your most recent interaction with us, in line with our data retention policy. Our retention periods are determined by best practice and/or legal requirements.

Disclosing your information

Agents Together will not exchange or sell your personal information to another organisation for their own marketing purposes. However, there are legitimate situations where we may have to share your personal information with other organisations. An example could be where we are using an external service provided via a technical supplier, email broadcaster, or mailing services provider. In these situations, the relationship between Agents Together and the third party data processor will be governed by a contract and strict security requirements will be in place to protect your personal information.

We will only disclose your information if:

  • We are required to do so by law, for example if a law enforcement agency requires information or if compelled by a court order
  • We believe it is necessary to protect or defend our rights, property or the safety of staff, volunteers, visitors to our offices or website

Data Protection Rights

Agents Together will only use your personal information when we have your explicit consent or if the requirement falls under legitimate interest. You have the right to withdraw your consent at any time. You also have the right to ask Agents Together to stop using your personal information for direct marketing purposes. Simply contact our Data Protection Officer and they will amend and update your contact preferences.

  • Right to be Informed: You have the right to be told how your personal information will be used. This privacy policy is designed and intended to be a clear and transparent description of how your data may be used
  • Right of Access: You can write to our Data Protection Officer asking what information we hold on you and to request a copy of that information.
  • Right of Erasure: You have the right to have your personal information deleted when there is not any compelling reason for it to be processed.
  • Right of Rectification: If you believe our records are inaccurate you have the right to ask for those records concerning you to be updated.
  • Right to Restrict Processing: In certain situations, you have the right to ask Agents Together to stop or suppress the processing of your personal information.
  • Right to Data Portability: Where we are processing your personal information under your consent the law allows you to request data portability from one service provider to another. This right is largely seen as a way for people to transfer their personal information from one service provider to a competitor.
  • Right to Object: You have an absolute right to stop the processing of your personal information on the basis of legitimate interest, direct marketing and processing for purposes of scientific/historical research and statistics.
  • Right to object to automated decisions: In a situation where a data controller is using your personal information in a computerised model or algorithm to make decisions “that have a legal effect on you” without human intervention, you have the right to object. Agents Together does not undertake any complex computerised decision-making that produces legal effects.

If you would like more information on your rights visit https://ico.org.uk

Marketing Preferences

We only want to contact you with information that will be of genuine interest to you as well as being relevant and appropriate. Therefore, we will only send you marketing information by email, SMS or phone if you have given us clear and specific consent to do so. If at any time you change your contact preferences or withdraw your consent and opt out, then the most recent preference will be used.

Third Party Websites

Our website may include links to other sites, not owned or managed by us. Please note that when you click on one of these links, you are entering another site. We cannot be held responsible for the privacy of information collected by websites not managed by us and encourage you to read the privacy statements of these linked websites as their privacy policy may differ from ours.

Changes to this privacy policy

We may change this Privacy Policy periodically if we make any significant changes in the way we handle and treat your personal information or to reflect any changes to legislation. If our policy changes, we will make this clear on our website or by contacting you directly.

What to do if you are not happy

If you are not happy with anything you have seen in this policy or you have any questions regarding data protection, we ask that in the first instance, please talk to us directly so we can help to resolve any problem or query that you may have.

You can register with the free Telephone Preference Service which gives you the opportunity to opt out of receiving unsolicited calls. The Mailing Preference Service will enable you to register to have your name taken off direct mailing lists.

You also have the right to contact the Information Commissioners Office (ICO) if you have any concerns about Data Protection.