Types of information we may collect:
- Name, address and job title
- contact telephone information and email address
- Landlord/ Tenant information such as account details
- demographic information such as postcode, preferences and interests
- other information relevant to your enquiry and / or our services
Methods of collection
Marshall Clark LLP collect information relevant to the services it provides via
- Marshall Clark LLP website
We will generally collect this information over the telephone, meeting with you, by email, from our internet request form, our offices and via any contractual requirement we hold.
The rights and choices section of this policy specifies your ability to opt out or limit the usage of the information collected whereby a contractual agreement is not in place.
Reasons for collection
Generally we collect, hold and use your information for the purpose of
- Conducting business, developing relationships with Marshall Clark and affiliates
- Accounts/processing payments/Reconciliation/Collection/Complaints & enquiries
- Complying with Industry Standards
- In order to provide focussed marketing and information
In addition to help you with a property related service we have to comply with certain regulations for example the “Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 (referred to as “the Regulations).” Marshall Clark LLP are required to obtain certain information from you to comply with Regulations. The information provided will only be used by Marshall Clark LLP in relation to complying with the Regulations and will not be shared with any other party unless we are required to do so under law.
If you decide to enter in to a business relationship with Marshall Clark LLP to comply with certain regulations;
We will require two separate Identification documents at outset, one primary and one secondary document even if it appears on both lists.
Primary documents – proof of ID
- Valid Passport with MRZ
- Valid full UK photo driving licence
- Valid full UK Driving licence (Non photo, paper) issued before 1998
- Valid EU/EEA/Switzerland photo driving licence.
- Valid EU/EEA/Switzerland national Identity Card.
- Valid UK Armed Forces ID Card.
- Valid UK Biometric Residence Permit (copy of both sides.)
- Valid Blue disabled drivers pass. (With photo)
- Valid Freedom Pass
- Valid Local Authority Bus pass.
- Department for Works & Pensions letter confirming pension details including National Insurance Number dated within the last 12 months.
Secondary documents – proof of residence (home)
- Valid full UK photo driving licence.
- Valid full UK Driving licence (Non photo, paper) issued before 1998
- Local authority council tax bill (dated within the last 12 months).
- UK Bank / Building societies statements/bills showing activity, dated within the last six months. Including account number and sort code. (Internet printed acceptable.)
- UK mortgage statement (dated within the last 12 months.) (Internet printed acceptable.)
- Utility bill dated within the last 6 months including – Electricity bill (with MPAN number), Landline, Gas, Satellite TV, Water. (Internet printed acceptable.) (Not mobile phone bills.)
- Her Majesty’s Revenue and Customs (HMRC) Inland Revenue (IR) Coding / assessment / statement (dated within the last 12 months) with National Insurance number.
- Department for Works & Pensions letter confirming pension details and NI Number. (Dated within the last 12 months).
We reserve the right to employ third party electronic verification for the purpose of verifying identity. This search will not affect your credit rating. In addition we require sight of the originals of the above documents (or certified copy) and are not able to accept photocopies or scanned documents.
Marshall Clark LLP process your information under the following;
- Performance of a contract: where you enter into a contract with Marshall Clark LLP and we need to process your information as part of this contract
- Legitimate interests: some information is processed as part of its legitimate interests which include: Fraud, risk assessment, due diligence, network and information security, suppressions and managing opting out of communications, profiling, monitoring, cloud storage, acquisitions, updating customer details, lettings, sales, Property Management and other core products and service provided by the data controller
- Consent: where we process information under consent we will seek your clear and unambiguous consent prior to processing your data
Information we share
We do not sell or otherwise disclose personal information we collect about you, except as described in this Privacy Notice or as indicated via the consent process at the time the data is collected. We share the information we collect with, but not limited to:
- Formally contracted service providers to perform services on our behalf
We contractually require these service providers to safeguard the privacy and security of personal information they process on our behalf and authorise them to
- Only use or disclose the information as necessary to perform services on our behalf or comply with legal requirements
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 webpage 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, disable 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.
How long do we keep the information for
We will keep information for a reasonable amount of time in order to perform the purposes listed above.
We only keep your information for as long as necessary. We generally keep personal information for 6 years after last contact with you as per the guidelines via HMRC & RICS.
Marshall Clark LLP reserves the right to keep information for longer if we feel that this is in the legitimate interests of Marshall Clark LLP.
Your Rights and Choices
Your rights regarding the sensitive / personal information we maintain about you enable you to exercise choices about what personal information we collect from you, how we use that information, and how we communicate with you.
Access and Correction
You may have the right to:
- obtain confirmation that we hold personal information about you
- request access to and receive information about the personal information we maintain about you
- receive copies of the personal information we maintain about you
To exercise these rights, please contact us as set forth below.
Update and correct inaccuracies in your personal information
If you feel that the information we hold about you is incorrect or inaccurate you can contact us outlining the information you feel is incorrect of inaccurate
If we obtain your information by consent you have the right to withdraw any consent you previously provided to us at any time.
You can exercise your right to prevent data processing by following the instructions on the pages where we collect your data or alternatively invoke the right to be forgotten by clicking the Unsubscribe: stop all email communications link listed on all our email communications/ not ticking the opt in box.
Contact us / Complaints & Feedback
- make a complaint about a breach of your personal information, applicable privacy laws / principles or a concern about the Marshall Clark privacy practices
- would like access and/or update information or preferences you provided to contact / Feedback complaint
Write to us at
Wayne Gosden Data Protection Officer
Marshall Clark LLP
24 Grafton Road
To assist us in responding to your request, please give full details of the issue. We will attempt to review and respond to all complaints within a reasonable time.
If we cannot for lawful reasons complete your request we will explain this to you to the extent that we lawfully can.
In order to prevent unauthorised access or disclosure, Marshall Clark LLP have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we hold in our offices.
Please refer to our website for the online version of our privacy and security statement.
Updating this privacy statement
We will update this statement from time to time and where we undergo substantial changes to our privacy statement we will endeavour to inform you directly about these changes.