Last Reviewed: 24th May 2019
I Am The Agent's Privacy Policy
I Am The Agent Limited, The Fuel Tank, Creative Road, London SE8 3LE ("IATA" or "we" or "our") takes data privacy seriously. This privacy policy informs the users of www.iamtheagent.com and www.iamtheagent.co.uk, as well as I Am The Agent company websites on which the Privacy Policy is displayed ("website"), about how we, as a controller within the meaning of the General Data Protection Regulations ("GDPR"), collect and process the personal data and other information of such users in connection with the usage of the Website.
1. Registration:
When you register on the Website, you may be required to provide personal information such as your name, address, telephone number, email address, and a password. You can change and update this information at any time by logging into the Online Platform once registration has been completed. This is necessary to allow communication between parties (vendor, landlord, tenant, and purchaser) relating to the various properties being advertised on the Online Platform. If you do not want to share your personal information with property owners, enquirers, or marketers, please do not use the service.
Our service is a third-party technology company that allows property owners and those searching for properties to discuss, negotiate, and communicate property viewings, offers, and details. When a dialogue is conducted off the website, we hold no liability for any information that is processed or passed on.
2. Personal Data Collection:
When you visit, register, or use the services on the Website or Online Platform, you may be asked to provide certain information about yourself, including your name, contact details, bank details, credit or debit card details, and information about your property or the optional information within the property enquiry form (detailed below in point 3), financial requirement, stage of purchase as a Seller, Purchaser, Landlord, Tenant, Developer, Licensee, or anyone interested in a property or the products & services offered by us to ensure an efficient move takes place.
3. Making a Property Enquiry:
When making an enquiry via Rightmove PLC, Zoopla Property Group, Prime Location, and our website, you may be required to provide further information on your current stage of moving or marketing your existing property, such as:
- Do you have a property to sell? This will allow us and the vendor/landlord to understand the approximate length of time you will require to purchase or rent the property you are enquiring about.
- Do you have a mortgage in place? This will allow the buyer to understand whether you require time to process a mortgage and if you are in a comfortable position to proceed with a purchase. It will also allow IATA to give assistance in finding a mortgage provider.
- How did you hear about us? This allows us to understand what marketing is working (or not), so we spend our money wisely and help our users save on estate agency fees.
By answering these optional questions, you agree to this information being passed to the property owners of the properties that you are enquiring about.
4. Log In:
When you log into the Online Platform, you will be required to enter a username, email address, contact number, and password. We will store this information on the system. Please keep your username and password safe and do not disclose it to anyone.
5. Property Notifications:
If you opt to add a property notification, we will collect relevant optional information on what property you are looking for and the area you are searching, which will be stored. This will be set to email or SMS as an alert to your supplied contact information. This will be sent as and when a property is added to the website that fits your criteria. If you no longer wish to receive this notification, the unsubscribe/opt-out link can be found at the bottom of every email and also within your account area.
6. Partner Referrals:
You may take advantage of our partner referrals via our third-party service providers and consent to us/them providing you contact or quotes. These may be:
- Mortgages
- Utilities
- Insurance
- Broadband
7. Marketing with IATA and Instructing Us to Sell or Rent Your Property, Boat, or Land:
When you take advantage of any of our products and services (instructing us to market), you will be asked for information about you and your property, such as:
- Ownership via Land Registry documents, mortgage deeds, service charge, or similar
- Proof of identification
We put these measures in place to protect both the property owners and users and also that of our third-party property portals. We must ensure the property owners and marketers are authorized to sell or rent or manage the sale or let of a property. This will be reviewed and authorized by a senior member of our team to limit any unauthorized marketing of properties.
Property portals we use to market your property are Zoopla Property Group & Rightmove PLC ("property portals"), and their privacy policies can be found here:
- Zoopla Property Group - https://www.zpg.co.uk/site-services/privacy-policy
- Rightmove PLC - http://www.rightmove.co.uk/this-site/privacy-policy.html;jsessionid=C438C513DCD43071C1A85D8FDD8571DC
Your property will be displayed on these property portals on certain packages, so please do read the policies. Your door number will not be disclosed on marketing materials, but this may be disclosed on viewing confirmations or to additional service providers when carrying out Energy Performance Certificates, valuations, floor plans, descriptions, and photography. Property details will also contain reference to the characteristics and details of your property provided or approved by you, as well as on our website and on marketing materials and property portals.
We do hold the right to share your contact details with the enquirers and viewers.
8. Payment Details When You Opt to Purchase a Service or Package:
When you choose to take advantage of any of our products and services, we will take certain information from you, such as the name on the card, card number, start date, expiry date, security code or issue number, as well as your bank details and registered home address. This information will be used to take the agreed payment via the merchant. Any credit card information or bank details will be stored by the card merchant and/or the Provider, and only if you take advantage of products and services in the future will you get the choice to use the same card if we are still working with the merchant. You can choose not to have your card stored should you so wish.
9. Photographs:
You can upload photographs to the Online Platform (Seller or Landlord or Developer or Association) at any time to use for marketing purposes via the IATA system and property portals. Our property assistants may also upload photographs. These photographs may result in the address becoming identifiable. This information is uploaded at the property owner's or manager's own risk. We do not check or alter these images. Please note that once you have uploaded the property photos you are passing the copyright to IATA and you must have the authorisation and ownership to do so. If another estate agent complains that they are the owners of the photography, we will remove the listing and photos until the matter is remedied.
10. Arranging Viewings and Making Offers:
When a prospective Purchaser or Tenant wishes to view a property, they may request a time and date, but the Seller or Landlord must review, confirm, or amend suggested viewing dates within 24 hours.
Viewers who wish to make an offer can do so through the Online Platform; they will add their details via the website. The Seller or Landlord will be provided with the name of the person who has made the offer together with details of their position as a Purchaser or Tenant where provided.
In the event that an offer is made, depending on the level of service purchased, we may require further information such as the name and contact details of your Conveyancing solicitor as required for the memorandum of sale, as well as mortgage information (if applicable).
11. Viewing Feedback:
We may ask tenants or buyers (viewers) for feedback on the viewing, depending on the level of service purchased by you. If so, this information will be provided to the Seller or Landlord or Developer to enable them to understand why an offer was placed or what they can do to improve the property.
12. Saving Properties:
Within your account area on the website, you will be able to save properties (once registered) that you have inquired about on the Website or Online Platform. We may use anonymized information of storing and clicking to provide clients with a property performance report to indicate how many people have viewed the property within the website. We may anonymously aggregate these details to indicate how many users have clicked on a particular property, to enable us to provide feedback on why a property is under- or over-performing and to allow us to enhance our service.
13. Our Messaging Service and Communication Tool:
When you send an enquiry, message, email, or an alert on a property, this will be sent to the property owner or marketer to contact you to arrange a viewing or communicate further on the property. When sending an enquiry or viewing request or offer and providing your contact details, you will consent to this information being passed to all parties incolved: Seller, Purchaser, Landlord, Tenant, or third party because of your use of the Website. Details will be recorded on our system and can be viewed in the Online Platform to allow a record for all users to refer to and communicate from. Personal information will only be disclosed to the sender or receiver of the message, email, or alert as is required for the purpose of the communication.
14. Who Has Access to the Information You Provide, or We Collect?
We retain access to all personal information that we have collected from you to enable us to offer our communication tool via the website and also communicate your messages and store them within your account area for future reference, security, safety, and record.
Where any of our products and services are combined with others such as property portals, software, and third-party service suppliers or partners, those partners may have access to your information. Their use of your personal information is governed by their privacy policies. We are not responsible for the privacy policies and practices of any other sites, even if you access them using links from the Website or Online Platform. We, therefore, recommend that you check the policy of each site that you visit and make sure that you are comfortable with the terms of such policies before providing any personal information.
If you are a property owner, your contact details and property address will be shared with enquirers. If you are an enquirer, your contact details will be shared with the property owners, agents, and developers.
If our business enters into a joint venture with or is sold to or merged with another business entity, your information may be disclosed to our new business partners or owners, and you will be notified of such takeover, merger, or buyout.
We will not otherwise disclose, sell, or distribute your information to any third party without your permission unless we are required to do so by law.
16. Security, Storage, and Transfer of Information:
We follow strict security procedures to ensure that your personal information is not damaged, destroyed, or disclosed to a third party without your permission (unless they are providing services as outlined above) and to prevent unauthorized access to it. The computers that store the information are kept in a secure facility with restricted physical access, and we use secure firewalls and other measures to restrict electronic access. If we are working with third parties, we will require them to have in place similar measures to protect your information.
All of the information we collect, or record is restricted to our offices. Only employees and contractors who need the information to perform a specific job are granted access to personally identifiable information. We will explicitly ask you when we need information to identify you. We may require you to cooperate with our security checks before we disclose information to you. You can update the personal information that you give us at any time from within the Online Platform. We will store this information within a Microsoft server and delete the information after 7 years.
We will retain your information for a reasonable period or for as long as is required by law, which may be up to 7 years for accounts and property transactions. We may process your personal information on a server located outside the country where you live. The server provider is a global server provider, and if there is a failure on the server in the UK, the server may be transferred outside of the UK on a securely hosted server. This server carefully selected and is registered with the EU & US privacy shield program. Details of this program can be found here: https://www.privacyshield.gov/Program-Overview
17. Changes to the Policy:
We can change this Policy from time to time as we enhance new services or features or in response to changes in the law or our commercial arrangements. Any changes to this Policy will be posted on the Website.
The information contained in the Website and Online Platform is subject to change without notice, but if any consent is required, we will update you.
18. Age Restrictions:
All users under the age of 18 must obtain parent or guardian's permission to use our service before submitting personal information to our website or online platform. Users who have not obtained this prior approval are prohibited from utilizing our services and providing personal information.
In general, we use the information we collect about you to:
- Assist those searching for property to rent and buy.
- Collect applicable information on your current living circumstances to assist us to understand your moving needs and requirements.
- Provide, supply, communicate, and upload any of the products, services, facilities, and capabilities displayed or referred to on the Website or on the Online Platform.
- Pass your messages on and make introductions to Sellers, Buyers, Tenants, Landlords, property developers, or people using the Website or Online Platform within the confines of their requests and use of the Online Platform.
- Improve the efficiency, features, service, and products and services we offer support our marketing and promotion material as well as discounts if you have consented to receive this or we have a legitimate interest to contact you;
- Keep you updated with relevant information to your registered interests if you have consented to receive this or we have a legitimate interest to contact you;
- Security, in the event wither party can request the details of whom they are meeting for a viewing.
20. Your Rights - What rights do you have and how can you assert your rights?
Right to withdraw your consent at any time:
If you have declared your consent regarding certain collecting, processing, and use of your personal data (in particular, regarding the receipt of direct marketing communication via email, telephone/SMS and postal), you can withdraw this consent at any time with immediate effect. Such a withdrawal will not affect the lawfulness of the processing prior to the consent withdrawal. Please contact us as stated below to withdraw your consent
If you wish to withdraw your information, we will have to terminate marketing of any property and you will not be entitled to a refund for any remaining marketing and it cannot be transferred.
21. Data Breach Notification:
At I Am The Agent Limited ("IATA," "we," "us," or "our"), we take data security seriously. In the event of a data breach that poses a risk to your personal information, we are committed to providing you with timely and transparent information.
What is a Data Breach?
A data breach is a security incident where unauthorized access, disclosure, alteration, or destruction of personal data may have occurred. We have implemented robust security measures to safeguard your information, but in the unlikely event of a breach, we want to keep you informed.
Our Response to Data Breaches:
1. Identification and Containment: We will promptly identify and contain any data breach to prevent further unauthorised access or disclosure.
2. Assessment of the Breach: Our internal team will conduct a thorough assessment to determine the scope and impact of the breach.
3. Notification to Authorities: If required by applicable laws, we will notify the relevant data protection authorities about the breach without undue delay.
4. Communication to Users: If the breach poses a significant risk to your rights and freedoms, we will notify you promptly, describing the nature of the breach, the data affected, and the steps we are taking to mitigate the risk.
Your Responsibilities:
While we strive to protect your data, your cooperation is essential. Please keep your contact information up to date and promptly inform us of any changes.
Also update the team immediately if you suspect any data breach.
How to Report a Data Breach:
If you suspect a data breach or have concerns about the security of your information, please contact us immediately at:
I Am The Agent Limited
Customer Services Team
Email: info@iamtheagent.com
Phone: +44(0)333 4441007
Changes to this Policy:
We may update this Data Breach Notification section as needed to reflect changes in our practices or legal requirements. We encourage you to review this section periodically.
22. Cookies and Tracking Technologies:
This Cookies and Tracking Policy explains how I Am The Agent Limited ("IATA," "we," "us," or "our") uses cookies, pixels, and similar tracking technologies on our website, www.iamtheagent.com, and www.iamtheagent.co.uk (collectively, the "Website"). By using the Website, you agree to the use of such technologies as described in this policy.
What are Cookies and Tracking Technologies?
Cookies are small text files that are placed on your device when you visit a website. Pixels (also known as web beacons or clear GIFs) are small pieces of code on a webpage that allow for the collection of information about user activity.
How We Use Cookies:
We use cookies for various purposes, including:
1. Essential Cookies: These cookies are necessary for the proper functioning of the Website. They enable you to navigate the site and use its features.
2. Analytics Cookies: These cookies help us understand how visitors interact with the Website by collecting and reporting information anonymously. We use this information to improve the Website's performance.
3. Functionality Cookies: These cookies enable enhanced functionality and personalization, such as remembering your preferences.
4. Marketing Cookies: We use these cookies to deliver personalized advertisements and measure the effectiveness of our marketing campaigns.
Your Cookie Choices:
You can manage your cookie preferences and settings in your browser. Most browsers allow you to refuse or accept cookies and to delete them. However, blocking or deleting certain cookies may affect the functionality of the Website.
To learn more about managing your cookie preferences, visit [insert link to a relevant guide on managing cookies].
Third-Party Cookies:
We may use third-party service providers that may place cookies on your device to perform services on our behalf, such as analytics or advertising.
Google Analytics:
We use Google Analytics, a web analytics service provided by Google, Inc. Google Analytics uses cookies to analyse how users interact with the Website. The information generated by the cookie about your use of the Website (including your IP address) will be transmitted to and stored by Google on servers in the United States. Google will use this information for the purpose of evaluating your use of the Website, compiling reports on website activity, and providing other services related to website activity and internet usage.
To opt-out of Google Analytics, visit [Google Analytics Opt-out Browser Add-on](https://tools.google.com/dlpage/gaoptout).
Changes to this Policy:
We may update this Cookies and Tracking Policy from time to time to reflect changes in technology, data protection laws, or our operational practices. We encourage you to review this policy periodically for any updates.
Contact Us:
If you have questions about this Cookies and Tracking Policy, please contact us at:
I Am The Agent Limited
Email: info@iamtheagent.com
Phone: +44(0)333 4441007