Privacy Policy

This policy describes how Evergreen Residential Property Services Ltd (Here after referred to as Evergreen) will use your personal data.

It also describes your data protection rights, including a right to object to some of the processing which we may carry out. More information about your rights, and how to exercise them, is set out in the “What rights do I have?” section of this policy.

References to “Evergreen”, “we” or “us” in this policy describes the Company and the websites which you are visiting.

Summary of how we use your data

• Evergreen use your personal data to deliver services to you, to send you information about properties and property related services you may request of us or that we think will be of interest to you, also to conduct searches about your identity, your current and past residency addresses, and your right to live in the UK and credit history to meet applicable laws and to provide a recommendation to landlord clients, on your suitability as a tenant
• Information about you is shared with partners as described in this policy who have undertaken to hold your personal data in compliance with applicable laws.
• Where we rely on your consent for direct marketing purposes, you can withdraw this consent at any time.

What information do we collect?

We collect and process personal data about you when you interact with us and our websites and when you register with us to receive our services. This will usually include, name, address, telephone number, email address, date of birth, credit history, previous addresses, identification.

What information do we receive from third parties?

Sometimes, we receive information about you from third parties. In particular:

• Previous or current landlords for the purpose of referencing;
• Enquiries through property portals when you request further information on a property or request information or contact from one of our franchisees;
• Financial Advisors, mortgage brokers, lenders and solicitors/conveyancing agents through transactions relating to the service we are providing;
• Other agents/companies as and when required for purposes which will be disclosed.

How do we use this information, and what is the legal basis for this use?

We process this personal data for the following purposes:

• To fulfil a contract. This includes:
  • providing our services including processing information in connection with a property’s sale or letting, arrangements for the transfers of funds by or to third parties, end of contract arrangements;
  • communicating with you.
• As required by us to conduct our business and pursue our respective legitimate interests, in particular:
  • we will each use your information to provide services to you before we have a contract with you (for instance sending potential tenants property details), and to respond to any comments or complaints you may send us;
  • if you provide a credit or debit card as payment, we also use third parties to check the validity of the sort code, account number and card number you submit in order to prevent fraud (see data sharing below);
  • we use information you provide to investigate any complaints received from you or from others, about our services or the properties which we deal with;
  • we will use data in connection with legal claims, compliance, regulatory and investigative purposes as necessary (including disclosure of such information in connection with legal process or litigation);
  • we use data of some individuals to invite them to take part in market research;
• Where you give us consent:
  • we will send you direct marketing in relation to our relevant products and services, or other products and services provided by us, members of our group of companies and our partners such as: Mortgage brokers we are partnered with for mortgage services and advice. Independent financial advisors for advice relating to your property and the services we offer. Solicitors and Conveyancing agents for legal advice relating to your property and the services we offer
  • on other occasions where we ask you for consent, we will use the data for the purpose which we explain at that time.
• For purposes which are required by law:
  • to verify your identity;
  • In response to requests by government or law enforcement authorities conducting an investigation.

Withdrawing consent or otherwise objecting to direct marketing

Wherever we rely on your consent, you will always be able to withdraw that consent, although we may each have other legal grounds for processing your data for other purposes, such as those set out above. In some cases, we are able to send you direct marketing without your consent, where we rely on our respective legitimate interests.

We may share your data with

• Solicitors and conveyancing agents for legal advice relating to your property;
• Any other named party to a signed contract, such as your landlord or tenant;
• Third parties who provide services to the property for maintenance and repairs including  plumbers/electricians/builders/carpenters-);
• Utilities companies where we are required to do so to adhere to a tenancy agreement;
• Referencing companies to obtain references for letting a property;
• Block managers where a let property is a leasehold property;
• Inventory companies who conduct check ins and check outs;
• Insurance and warranty companies where you have decided to buy a product or service through us.

Personal data may be shared with government authorities and/or law enforcement officials if required for the purposes above, if mandated by law or if required for the legal protection of our legitimate interests in compliance with applicable laws.

Personal data will also be shared with third party service providers, who will process it on behalf of Evergreen (UK) Ltd to help us run this website and also to provide our services to you. Such third parties include providers of identity checking, referencing, database management, email communications and live chat services.

In the event that we sell or integrate our business with another business, your details will be disclosed to our advisers and any prospective purchaser’s adviser and will be passed to the new owners of the business.

How long will you retain my data?

Where we process personal data in connection with performing a contract, we keep the data for 10 years from your last interaction with us.

Where we process registration data, we do this for as long as you are an active user of our sites and for 10 years after this. We do this on the basis that the average person will stay in a home for 10 years before looking to move.

Changes to our Privacy Notice

Any changes we may make to this policy in the future will be posted on this page and, where appropriate, notified to you by e-mail. Please check back frequently to see any updates or changes to our policy.

What rights do I have?

You have the right to ask us for a copy of your personal data; to correct, delete or restrict (stop any active) processing of your personal data; and to obtain the personal data you provide to us for a contract or with your consent in a structured, machine readable format, and to ask us to share (port) this data to another controller.

In addition, you can object to the processing of your personal data in some circumstances (in particular, where we don’t have to process the data to meet a contractual or other legal requirement, or where we are using the data for direct marketing).

These rights may be limited, for example if fulfilling your request would reveal personal data about another person, or if you ask us to delete information which we are required by law to keep or have compelling legitimate interests in keeping.

To exercise any of these rights, you can get in touch with us using the details set out below. If you have unresolved concerns, you have the right to complain to the Information Commissioner’s Office.

How do I get in touch with you?

If you have any questions about this policy, or would like to opt out of direct marketing, you can get in touch with us at info@evergreenresidential.co.uk