Privacy Policy

 

PRIVACY POLICY

Unico Property Limited T/A Unico Property Group

This Privacy Policy explains how Unico Property Limited trading as Unico Property Group (“we”, “us”, “our”) collects, uses, stores, and protects your personal information in accordance with the UK General Data Protection Regulation (“UK GDPR”), the Data Protection Act 2018 and other applicable data protection laws.

If you have any questions about this Privacy Policy or how we handle your data, please contact:

Director / Data Protection Contact: Valeria Rossi

 

Introduction

We collect and process personal data in order to help you buy, sell, let or rent property and to provide related property services.

Typically, the information we collect includes:

  • Name
  • Address
  • Email address
  • Telephone number
  • Details relating to your property requirements or instructions

To comply with legal and regulatory obligations, including anti-money laundering legislation and right to rent requirements, we may also request and verify identity documents. We only share your data with trusted third parties where necessary for the delivery of our services, or to comply with legal obligations. We do not sell your personal data.

Although our operations are based in the United Kingdom, the nature of cloud storage and online services means that some data processing may take place outside the UK. Where this occurs, we ensure appropriate safeguards are in place.

We do not routinely collect special category personal data unless required by law, necessary for the provision of services or voluntarily provided by you. It may include information relevant to tenancy support needs, vulnerability considerations, or where required for compliance purposes. This includes information relating to:

  • Ethnicity
  • Political opinions
  • Religious beliefs
  • Trade union membership
  • Health information
  • Sexual orientation
  • Criminal convictions or offences

Lawful Basis for Processing

We process your personal information under one or more of the following lawful bases:

Contractual Necessity

-              Processing is necessary for the performance of a contract with you, or in order to take steps at your request before entering into a contract.

-              This may include providing your details to contractors, referencing agencies, solicitors, landlords, buyers, sellers, or other relevant parties involved in property transactions, repairs or maintenance works.

 

Legal Obligation

-              Processing is necessary for the compliance with legal obligations to which we are subject, including:

  • Anti-money laundering regulations
  • Right to Rent obligations
  • Fraud prevention requirements
  • Regulatory compliance

 

Legitimate Interests

-              Processing is necessary for our legitimate business interests, provided those interests do not override your rights and freedoms.

-              This includes processing personal information for the purposes of:

  • Tenancy administration and management
  • Arranging and responding to repairs and maintenance issues
  • Carrying out property inspections and compliance checks
  • Handling tenancy deposits and related disputes
  • Complying with housing legislation, tenancy obligations and dispute resolution procedures
  • Communicating with tenants, landlords, contractors, and service providers in relation to the management of a property
  • Protecting our business against fraud, legal claims, or other risks

 

Consent

-              Where required by law, we will obtain your consent before processing your information for specific purposes, including certain types of marketing communications.

-              You may withdraw your consent at any time.

 

Contractors and Third Parties

All preferred contractors and service providers engaged by us are expected to:

  • Process personal data lawfully and securely
  • Only use data for the agreed purpose
  • Not share your data with unauthorised third parties
  • Not use your information for unrelated marketing
  • Comply with applicable data protection laws

 

Acceptance of this Policy

This Privacy Policy explains how we collect and process your personal information when you use our services or website.

We may update this policy from time to time to reflect legal, regulatory or operational changes.

 

Data Usage and Storage

 

How We Use Your Personal Information

This Privacy Notice explains:

  • What personal information we collect
  • How we use it
  • Who we share it with
  • How long we keep it
  • Your legal rights

 

Our Privacy Promise

We promise:

  • To keep your data safe and secure
  • Not to sell your data
  • To allow you to manage your marketing preferences at any time

 

How the Law Protects You

Data protection law allows us to use personal information only where we have a lawful basis to do so.

These lawful bases include:

  • Fulfilling a contract
  • Compliance with legal obligations
  • Legitimate business interests
  • Your consent

A legitimate interest is when we have a business or commercial reason to use your information. But even then, it must not unfairly go against what is right and best for you. If we rely on our legitimate interest, we will tell you what that is

 

Where We Collect Personal Information From

We may collect personal information from:

  • Direct enquiries made to us
  • Social networks
  • Insurers
  • Property portals and introducers
  • Financial advisers
  • Credit reference agencies
  • Fraud prevention agencies
  • Government and law enforcement agencies
  • Agents acting on your behalf

 

Information You Provide to Us

We may collect information when:

  • You apply for our services
  • You contact us by phone, email or post
  • You use our website or online forms
  • You complete surveys or questionnaires
  • You participate in promotions or competitions

 

Information Collected Through Use of Our Services

This may include:

  • Communication records
  • Website usage information
  • Device and browser information
  • IP addresses and cookie-related data
  • Transaction and tenancy information

Payment card information is not stored by us.

We may collect cookies and analytics technologies to improve website functionality and user experience. We do not use this information for resale.

 

Who We Share Your Personal Information With

We may share your information with:

  • HM Revenue & Customs
  • Regulatory authorities
  • Credit reference agencies
  • Fraud prevention agencies
  • Solicitors and conveyancers
  • Contractors and maintenance providers
  • Independent financial advisers
  • Property portals such as Rightmove
  • Referencing providers
  • Companies you ask us to share information with
  • Companies we have a joint venture or agreement to co-operate with

We only share information where necessary and lawful. Some of these organisations act as independent data controllers and are responsible for their compliance with data protection laws.

 

Data Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, loss, misuse, alteration, or disclosure. Access to personal data is limited to authorised personnel and trusted service providers who require it for legitimate business purposes.

 

Credit Reference Agencies

When you apply for a rental property or related services, we may carry out credit and identity checks through Credit Reference Agencies (“CRAs”).

The information shared may include:

  • Name
  • Address
  • Date of birth
  • Financial history
  • Publicly available information

We use this information to:

  • Assess affordability
  • Verify identity
  • Prevent fraud
  • Meet legal obligations

You can find more information directly from the main CRAs:

  • Experian
  • Equifax
  • TransUnion

 

Fraud Prevention Agencies

We may share your information with Fraud Prevention Agencies (“FPAs”) to:

  • Verify identity
  • Prevent fraud
  • Prevent money laundering

If fraud or suspicious activity is identified, services may be refused or restricted.

FPAs may retain records for fraud prevention purposes in accordance with legal requirements.

 

 

International Transfers

Where personal data is transferred outside the UK, we will ensure appropriate safeguards are applied to all transfers in accordance with UK GDPR requirements.

These safeguards may include:

  • UK International Data Transfer Agreements
  • Adequacy Regulations
  • Standard Contractual Clauses approved by the UK Government

 

If You Choose Not to Provide Personal Information

Where personal information is required by law or under a contract, failure to provide it may prevent us from supplying services or fulfilling our obligations.

Any optional information requests will be clearly identified.

 

Marketing

We may contact you with information about services or properties we believe may be relevant to you, where permitted under UK GDPR and the Privacy and Electronic Communications Regulations (PECR).

We will only send marketing communications where:

  • You have consented; or
  • We are otherwise permitted to do so under applicable law

You may opt out of marketing communications at any time by contacting us or using unsubscribe links where available.

Service-related communications will still be sent where necessary.

 

How Long We Keep Your Information

We retain personal information only for as long as necessary for the purposes for which it was collected, including legal, regulatory, accounting and reporting requirements.

In most cases, we may retain records for up to 10 years after our business relationship ends for one of these reasons:

  • To respond to any questions or complaints
  • To show that we treated you fairly
  • To maintain records according to rules that apply to us

In certain circumstances, we may retain information for longer where legally required or necessary for legal claims, compliance or fraud prevention purposes. If we do, we will make sure that your privacy is protected and only use it for those purposes.

 

Your Rights

Under UK GDPR, you have the right to:

  • Access your personal information
  • Correct inaccurate information
  • Request deletion of your information
  • Restrict processing
  • Object to processing
  • Withdraw consent
  • Request transfer of your data to another organisation where applicable

To exercise any of these rights, please contact the Data Protection Contact, as above.

 

What If You Want Us to Stop Using Your Personal Information?

 You have the right to object to our use of your personal information, or to ask us to delete, remove, or stop using your personal information if there is no need for us to keep it. This is known as the ‘right to object’ and ‘right to erasure’, or the ‘right to be forgotten’.

There may be legal or other official reasons why we need to keep or use your data. But please tell us if you think that we should not be using it.

We may sometimes be able to restrict the use of your data. This means that it can only be used for certain things, such as legal claims or to exercise legal rights. In this situation, we would not use or share your information in other ways while it is restricted. You can ask us to restrict the use of your personal information if:

  • It is not accurate.
  • It has been used unlawfully but you don’t want us to delete it.
  • It is not relevant anymore, but you want us to keep it for use in legal claims.
  • You have already asked us to stop using your data, but you are waiting for us to tell you if we are allowed to keep on using it.

If you want to object to how we use your data or ask us to delete it or restrict how we use it or, please contact us.

 

How to Withdraw Your Consent

You can withdraw your consent at any time. Please contact us if you want to do so. If you withdraw your consent, we may not be able to provide certain products or services to you. If this is so, we will tell you.

 

Accessing and Correcting Your Information

You may request a copy of the personal information we hold about you by contacting:

Unico Property Group

595 Roman Road

Bow

London

E3 5EL

[email protected]

02089809520

 

If you believe any information we hold is inaccurate or incomplete, please contact us and we will take reasonable steps to correct it.

 

Complaints

If you are unhappy with how we use your personal information, please contact us first so we can try to resolve this issue.

You also have the right to complain to the Information Commissioner’s Office https://ico.org.uk/  (“ICO”).

Further information is available on the Information Commissioner’s Office (“ICO”) Website: https://ico.org.uk/

 

Data Portability

Where applicable, you may request that we provide your personal information in a structured, commonly used and machine-readable format, or transfer it to another organisation where technically feasible.

Registered in England & Wales No.7250837
ICO Registration No. Z3063578