Astwood Limited t/a Grant Mills Wood is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy statement.
Astwood Limited t/a Grant Mills Wood may change this policy from time to time by updating this page. You should check this page from time to time to ensure that you are happy with any changes. This policy is effective from Friday 10th March 2023.
What we collect
We may collect the following information:
- Name, company name and job title
- Contact information including: address, email address and contact telephone numbers
- Demographic information such as postcode, preferences and interests
- Other information relevant to customer surveys and/or offers
What we collect for Anti Money Laundering checks
Grant Mills Wood is required to maintain records (including records of client identification and about their transactions) for at least five years after the relationship has been terminated. Personal data received from clients is protected by data protections law and will not be passed to third parties (other than the landlord, Government body/agency (to include the Police, NCA) and HMRC, upon request). The information will be used / processed only for the purpose of preventing money laundering. The information will be held on a secure cloud based system which has two factor password protection. The services of an external IT company are utilised to monitor our systems. Any personal data within the AML/CDD information, and transaction data, that the firm is required to retain must be deleted by Grant Mills Wood after a maximum of ten years. Grant Mills Wood do comply with GDPR obligations under UK law.
The Grant Mills Wood MLRO is David Theobald.
As part of Anti Money Laundering Policies, we may require copies of the following information:
- Valid passport or a valid photo card driving licence (full or provisional)
- Certificate of Incorporation
- Names of all shareholders who own or control over 25% of the shares or voting rights. A copy of a valid passport or a valid photo card driving licence (full or provisional) for each shareholder will be required.
- Further information may be required upon request.
What we do with the information we gather
We require information to conform with Government legislation relating to Anti Money Laundering. This information will not be used for any other purposes outside of the anti laundering checks.
All other information provided as per the list above ('What we collect') allows us to understand your needs and provide you with a better service, and in particular for the following reasons:
- Internal record keeping.
- We may use the information to improve our products and services.
- We may periodically send promotional emails about new products, special offers or other information which we think you may find interesting using the email address which you have provided.
- From time to time, we may also use your information to contact you for market research purposes. We may contact you by email, phone, fax or mail. We may use the information to customise the website according to your interests.
How we get the personal information and why we have it
The personal information we process is provided to us directly by you for one of the following reasons:
- Property requirements – Leasehold
- Property requirement – Freehold
- Property requirements – Investment
- Rent Reviews and Lease Renewal
- We also receive personal information indirectly, from the following sources which relate specifically to property requirements:
- EG Property Link
- Costar / Loop Net
- Estates Agents Clearing House
- The Arch Co website
- Network Rail website
We share this information with our property clients however we do not share this information with any other third parties unless your prior approval sought.
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
(a) Your consent. You are able to remove your consent at any time. You can do this by contacting firstname.lastname@example.org
(b) We have a legal obligation.
(c) We have a vital interest.
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect. The information will be held on a secure cloud based system which has two factor password protection. The services of an external IT company are utilised to monitor our systems. Any personal data within the AML/CDD information, and transaction data, that the firm is required to retain must be deleted by Grant Mills Wood after a maximum of ten years. Grant Mills Wood do comply with GDPR obligations under UK law.
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 web page 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 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.
Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.
Controlling your personal information
You may choose to restrict the collection or use of your personal information in the following ways:
- Whenever you are asked to fill in a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes
- If you have previously agreed to us using your personal information for direct marketing purposes, you may change your mind at any time by Unsubscribing to the most recent email circular, writing to our registered office or emailing us at email@example.com
We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. We may use your personal information to send you promotional information about third parties which we think you may find interesting if you tell us that you wish this to happen – this does not apply to information provided in relation to Anti Money Laundering which shall not be used for any other purposes.
You may request details of personal information which we hold about you under the Data Protection Act 1998. A small fee will be payable.
If you would like a copy of the information held on you please write to:-
Astwood Limited t/a Grant Mills Wood
21 Hanover Street
If you believe that any information we are holding on you is incorrect or incomplete, please write to or email us as soon as possible, at the above address. We will promptly correct any information found to be incorrect.
Your data protection rights
Under data protection law, you have rights including:
Your right of access - You have the right to ask us for copies of your personal information.
Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.
Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances (not for Anti Money Laundering purposes).
Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances (not for Anti Money Laundering purposes).
Your right to object to processing - You have the the right to object to the processing of your personal information in certain circumstances (not for Anti Money Laundering purposes).
Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at Email: firstname.lastname@example.org, Tel: 020 76298 501 or write to: Astwood Limited t/a Grant Mills Wood, 21 Hanover Street, London, W1B 2EF if you wish to make a request.
How to complain
If you have any concerns about our use of your personal information, you can make a complaint to us at Johns@grantmillswood.com our RICS complaints handling officer.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk