Privacy Policy Overview
TIPP TOPP HOMES LTD ("we", "us", "our") respects your privacy and is committed to protecting your personal data. This Privacy Policy explains what information we collect about you when you use our website at https://tipptopp-homes.site, contact us, or use our services relating to buying and selling residential and commercial properties, valuations, market analysis, portfolio management and investment advisory.
We provide this information so that you can understand how and why we process your personal data, the lawful bases upon which we rely, the steps we take to keep your information secure, and the choices and rights you have in respect of your personal information.
This Privacy Policy applies to prospective and existing clients, website visitors, business partners, suppliers and any other individuals whose personal data we process in the course of operating our business in the United Kingdom.
Your Information and Collection Methods
We collect and process different types of personal information depending on how you interact with us and the services you request. The categories of data we may collect include:
- Identity details such as your title, first name, last name and any identification information you provide to us for compliance checks.
- Contact details including your postal address, email address, telephone number and preferred contact method.
- Property and transaction information such as property addresses, ownership details, purchase or sale preferences, budget, investment criteria and relevant documentation relating to a transaction.
- Financial information where relevant to a transaction or regulatory requirement, for example proof of funds, details relating to mortgage arrangements or investment capacity.
- Usage and technical data about how you interact with our website, including IP address, browser type, device identifiers, pages visited, links clicked, and the date, time and duration of your visits.
- Communication records such as emails, enquiry forms, call notes and other correspondence exchanged with our team.
- Marketing preferences including your choices about receiving property alerts, market updates, newsletters or event invitations from us.
We collect personal information in the following ways:
- Directly from you when you complete forms on our website (for example via the Contact Us page), request a valuation, register as a buyer or seller, subscribe to updates, call or email us, or meet us in person.
- From third parties such as referrers, business partners, property portals, professional advisers, credit reference agencies, identity verification providers or publicly available sources (for example, the Land Registry or Companies House) where this is relevant to your property transaction or our due diligence obligations.
- Automatically as you use our website, through cookies and similar technologies that help us understand website performance and improve your experience. For more detail on our use of cookies, please refer to our Cookie Policy.
How We Use Your Data
We use the personal information we collect for a range of purposes in connection with our real estate and advisory services. Depending on your relationship with us, your data may be used to:
- Provide and manage our services, including sourcing suitable properties, arranging viewings, marketing properties for sale, coordinating negotiations, preparing documentation, liaising with solicitors and other professionals, and supporting end-to-end transaction management.
- Carry out valuations and market analysis for residential and commercial properties, prepare reports, and provide tailored advice regarding sales, purchases, investments and portfolio strategies.
- Respond to enquiries and provide customer support, including answering questions about our services, following up on property interests, and keeping you informed about the progress of your instructions.
- Manage our relationship with you, such as updating your details, notifying you about changes to our terms, policies or services, and seeking your feedback or testimonials to help us maintain a high standard of service.
- Send marketing communications where permitted, including property alerts, newsletters, invitations to events, and information about services that may be relevant to your interests. You can opt out of marketing at any time by following the unsubscribe instructions in our emails or by contacting us.
- Meet legal, regulatory and risk management obligations, including anti-money laundering and fraud prevention checks, record-keeping requirements, responding to lawful requests from authorities and maintaining appropriate business records.
- Improve our website and services by analysing how visitors use our site, monitoring performance and security, and enhancing user experience and content relevance.
We will only use your personal data for the purposes for which it was collected, unless we reasonably consider that we need to use it for another compatible purpose. If we need to use your data for an unrelated purpose, we will notify you and explain the legal basis that allows us to do so.
Lawful Basis for Processing
Under UK GDPR, we must have a lawful basis for processing your personal data. The main lawful bases upon which TIPP TOPP HOMES LTD relies are:
- Contract: We process personal data where it is necessary to enter into or perform a contract with you, for example when you instruct us to market your property, assist with a purchase, carry out a valuation or provide investment advisory services.
- Legal obligation: We process personal data where we are required to do so to comply with legal and regulatory requirements, such as anti-money laundering checks, record-keeping duties or responding to requests from regulatory bodies or law enforcement agencies.
- Legitimate interests: We process personal data where it is necessary for our legitimate business interests or those of a third party, and where your interests and fundamental rights do not override those interests. These interests may include managing our operations, maintaining and improving our services, developing our business, ensuring network and information security, and promoting our services to prospective clients and business partners.
- Consent: In some circumstances, we rely on your consent, for example when you sign up to receive certain marketing communications. Where we rely on consent, you have the right to withdraw it at any time.
Where we rely on legitimate interests, we carefully balance those interests against your rights and expectations and only use your personal data in ways you would reasonably anticipate in the context of our relationship.
International Data Transfers
Our business is based in the United Kingdom and the majority of our processing takes place within the UK or the European Economic Area (EEA). However, some of our external service providers or technology platforms may be located outside the UK or the EEA, or may store data in other jurisdictions.
Where personal data is transferred outside the UK, we ensure that appropriate safeguards are in place to protect it in accordance with UK data protection law. These safeguards may include:
- Transfers to countries or territories that have been formally recognised by the UK government as providing an adequate level of data protection.
- Using UK International Data Transfer Agreements (IDTAs) or other approved standard contractual clauses that contractually require the recipient to protect your data to UK standards.
- Implementing additional technical and organisational protections, such as encryption and strict access controls.
If you would like more information about the specific safeguards that apply to any international transfer of your personal data, you can contact us using the details set out in the Contact and Complaints section below.
Data Security and Protection
We take data security seriously and implement a combination of physical, technical and organisational measures designed to protect your personal information against unauthorised access, accidental loss, alteration or disclosure.
Measures we may use include:
- Access controls ensuring that only authorised staff and service providers who need to access your data to perform their duties can do so, in line with role-based permissions.
- Secure systems and infrastructure including the use of reputable hosting providers, firewalls, encryption in transit (such as HTTPS), secure back-up procedures and regular software updates.
- Policies and training for our team on data protection, confidentiality and secure handling of personal information, supported by internal procedures for incident response and data breach management.
- Physical security where relevant, such as secure storage of paper records and controlled access to offices and equipment.
While we work hard to protect your personal data, no method of transmission over the internet or method of electronic storage can be guaranteed to be completely secure. If we identify a personal data breach that is likely to result in a risk to your rights and freedoms, we will take appropriate steps in line with our legal obligations, which may include notifying you and the Information Commissioner's Office (ICO).
Your Rights Under UK GDPR
Under UK GDPR, you have a number of rights in relation to your personal data. These rights are subject to certain conditions and exemptions, but generally include the following:
- Right of access – You can request confirmation as to whether we process your personal data and obtain a copy of the information we hold about you, together with certain details about how we use it.
- Right to rectification – You can ask us to correct or complete any inaccurate or incomplete personal data we hold about you.
- Right to erasure – In certain circumstances, you can request that we delete or remove your personal data, for example where it is no longer needed for the purpose for which it was collected or where you have withdrawn consent (if consent was the basis for processing).
- Right to restrict processing – You can ask us to suspend the processing of your personal data in specific situations, such as while we verify the accuracy of the data or assess an objection you have raised.
- Right to object – You can object to our processing of your personal data where we rely on legitimate interests as our lawful basis. You also have an absolute right to object at any time to the processing of your data for direct marketing purposes.
- Right to data portability – In certain circumstances, you can request that we provide your personal data to you, or to a third party you have chosen, in a structured, commonly used and machine-readable format.
- Rights in relation to automated decision-making and profiling – You have the right not to be subject to a decision based solely on automated processing, including profiling, which produces legal or similarly significant effects on you, unless certain conditions are met. At present, we do not carry out such automated decision-making.
If you wish to exercise any of these rights, please contact us using the details provided in the Contact and Complaints section. We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data or exercise any other rights. We aim to respond to all legitimate requests within one month, or longer in complex cases, in which case we will keep you informed.
Retention Periods
We retain personal data only for as long as is reasonably necessary for the purposes for which it was collected, including for the purposes of satisfying any legal, regulatory, accounting or reporting requirements.
The length of time we keep your information will depend on factors such as:
- The nature of our relationship with you and whether a property transaction has completed.
- The type of data involved and the potential risk of harm from unauthorised use or disclosure.
- Applicable statutory limitation periods and regulatory guidance relating to property transactions and financial services.
By way of example, records relating to completed transactions and anti-money laundering checks are typically retained for a minimum period required by law or regulation, after which they will be securely deleted or anonymised. Marketing contact details may be kept for as long as you remain subscribed or engaged with our communications, unless you opt out or ask us to delete your information sooner.
When personal data is no longer required, we will take steps to ensure it is securely destroyed, deleted or anonymised so that it can no longer be associated with you.
Contact and Complaints
If you have any questions about this Privacy Policy, how we handle your personal data, or if you wish to exercise any of your rights, you can contact TIPP TOPP HOMES LTD using the following details:
TIPP TOPP HOMES LTD
C/O Pkf Smith Cooper Prospect House,
1 Prospect Place, Pride Park,
Derby, United Kingdom, DE24 8HG
Tel: +44 20 7353 6170
Email: [email protected]
We aim to address any concerns promptly and fairly. If you are not satisfied with our response, you have the right to lodge a complaint with the UK supervisory authority for data protection, the Information Commissioner's Office (ICO):
Information Commissioner's Office (ICO)
Website: www.ico.org.uk
Telephone: 0303 123 1113 (within the UK)
We encourage you to contact us first so that we can work with you to resolve any concerns before you approach the ICO.