We will only use your personal data for the purposes for which we collected it, unless we reasonably consider that we need to use it for another reason and that reason is compatible with the original purpose.

In addition, we may process your personal data without your knowledge or consent, where this is required or permitted by law.

Sensitive Data

Where we hold particularly sensitive data, we will only use this for the purpose of providing our services to you or where required by law.

Marketing

Please see section 4 below, for details of how we use your data for marketing purposes.

Anti-Money Laundering and Fraud Prevention

We are required by law and our regulators to carry out checks on the identity and address of all of our clients and tenants of properties we manage, and to carry out right to rent checks on tenants. As part of carrying out those checks, we may pass your details to third party search providers.

We may also be required by law to provide your personal data to crime or fraud prevention agencies.

Identification Checks

Should a purchaser(s) have an offer accepted on a property marketed by Miles & Barr, they will need to undertake an identification check. This is done to meet our obligation under Anti Money Laundering Regulations (AML) and is a legal requirement. | We use a specialist third party service to verify your identity provided by Lifetime Legal. The cost of these checks is £60 inc. VAT per purchase, which is paid in advance, directly to Lifetime Legal, when an offer is agreed and prior to a sales memorandum being issued. This charge is non-refundable under any circumstances.

Aggregated Data and Benchmarking

We also collect, use and share aggregated data such as statistical or demographic data for any purpose. For example, we may prepare statistics on the number of people renting in a certain area, or the average age of tenants. Although aggregated data may be derived from your personal data, it is not considered personal data in law as this data does not directly or indirectly reveal your identity.

Cookies when using our website

You can set your browser to refuse all or some browser cookies, or to alert you when websites set or access cookies. If you disable or refuse cookies, please note that some parts of this website may become inaccessible or not function properly. For more information about the cookies we use, please see www.cookiebot.com.

When you click through to other websites from our site, those websites may place cookies on your device or collect data from you. We are not responsible for the activities of the provider of any third party website.

4. HOW WE USE YOUR DATA FOR MARKETING PURPOSES

We may use your personal data to form a view on what we think you may want or need, or what may be of interest to you. This is how we decide which services and events may be relevant for you.

You may receive marketing communications from us in respect of our business and our services if you have requested information from us or previously been a client of Miles & Barr and, in each case, you have not opted out of receiving that marketing.

We may also share your email address with Facebook, Instagram and other social media providers to create lookalike audiences for our services. During this process, the social media platform will link your email address with your profile, and then create an audience of potential customers for us, based on similarities to your (and other customers’) profiles. We will enter into a legal contract with the social media provider to require them to only use your data for the purpose of creating an audience for us.

We do not share your contact details with any third party for the purpose of that third party sending marketing.

Opting Out

You can ask us to stop sending you marketing messages at any time by following the opt-out links on any marketing message sent to you or by contacting This email address is being protected from spambots. You need JavaScript enabled to view it..

DISCLOSURES OF YOUR PERSONAL INFORMATION

We may have to share your personal data with the parties set out below for the purposes set out in the table in paragraph 3 above:

• Your professional advisers who you ask us to interact with, including accountants, lawyers, financial advisors, mortgage brokers, and bankers.
• Landlords, tenants, buyers and sellers if you are a landlord, tenant, buyer or seller of a property we manage or market, we may need to share your details with the other party to the transaction or potential transaction (for example, if you are a tenant, we will need to share certain details with the landlord, and if you are a prospective buyer, we may need to share certain details with the seller).
• Search providers and referencing providers who carry out checks on your identity or provide referencing services
• Service providers who provide IT and system administration services, who store documents on our behalf, or who provide marketing services (including social media platforms). We may also provide details to utility providers/contractors as part of our property management services.
• The Tenancy Deposit Scheme, Deposit Protection Scheme or any other deposit protection service provider.
• The Property Ombudsman where you make a complaint to the Property Ombudsman about our us.
• Our professional advisers including lawyers, bankers, auditors and insurers based in the UK who provide consultancy, banking, legal, insurance and accounting services.
• HM Revenue & Customs, crime prevention agencies, and other authorities based in the UK who require reporting of our processing activities in certain circumstances.
• Third parties to whom we may choose to sell, transfer, or merge parts of our business or our assets. Alternatively, we may seek to acquire other businesses or merge with them. If a change happens to our business, then the new owners may use your personal data in the same way as set out in this privacy notice.
• To NHS Test and Trace We do not allow our third-party service providers to use your personal data for their own purposes and only permit them to process your personal data for specified purposes and in accordance with our instructions.

5. INTERNATIONAL TRANSFERS

We may transfer your personal data to third parties providing services to us who are based outside of the UK or European Economic Area (EEA). This includes parties providing IT administration services and hosting services, and parties providing assistance with managing our marketing databases.

Whenever we transfer your personal data outside of the UK or EEA, we ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented:

• Transferring data to countries that have been deemed to provide an adequate level of protection for personal data by the European Commission; or
• using specific contracts approved by the UK Information Commissioners Officer which give personal data the same protection it has in Europe.

6. DATA RETENTION

We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, 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 requirements.

For more details of our specific retention periods, please contact our Data Protection Manager.

7. YOUR LEGAL RIGHTS

Under certain circumstances, you have rights under data protection laws in relation to your personal data. These rights are set out below. If you wish to exercise any of the rights set out above, please contact our Data Protection Manager.

You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive. Alternatively, we may refuse to comply with your request in these circumstances.

Complaint to the ICO

You have the right to make a complaint at any time to the Information Commissioner's Office (ICO), the UK supervisory authority for data protection issues (www.ico.org.uk). We would, however, appreciate the chance to deal with your concerns before you approach the ICO so please contact us in the first instance.

Your legal rights

Your legal rights are as follows:

• Request access to your personal data (commonly known as a "data subject access request"). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
• Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected.
• Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law.
• Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms.
• Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in certain circumstances.
• Request the transfer of your personal data to you or to a third party.
• Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.