Privacy Policy


Thorgills privacy notice

 

The information we collect about you

We collect anonymous website user information and specific personal data relating to the sale, let, purchase or rent of properties in West London. We also collect data about those who call our phone numbers, those looking to work with us and those looking to collaborate with us in our community work.

 

How we use your information

We use this information to match properties available for sale or to let with prospective buyers and tenants. We do not sell or rent personal information about you to anyone. We may share your information with third parties either because we are legally obliged to or because we have obtained specific permission from you to do so.

 

Visitors to our website

We use a third party service, Homeflow, to collect standard internet log information and details of visitor behaviour patterns. We use this information to find out the number of visitors to various parts of the site, and to welcome return visitors. The information is held in a secure remote data centre and is processed in a way which does not identify anyone.

Any details you share using the online chat feature on our website are recorded by the provider, Yomdel Ltd, and are sent to us to continue serving you. This information is only used by Thorgills to help deal with your enquiry and is thereafter deleted. Yomdel maintains a record of the online chat in secure GDPR-compliant remote data centres.

Any information you share using the online valuation feature on our website is recorded by the provider, ValPal Ltd, and is sent to us to continue serving you. This information is only used by Thorgills to help deal with your enquiry and is thereafter deleted. ValPal Ltd maintains a record of the online chat in secure GDPR-compliant remote data centres.

 

Recipients of our marketing emails

When you receive a marketing email from Thorgills, you can manage your communication preferences using BriefYourMarket, who record your name, email address and your communication preferences in their secure GDPR-compliant remote data centres.

 

Landlords

When you enquire about renting your property out with Thorgills, we will ask for standard details including your name, phone number, email address, home address and the address of the property you want to rent out, if different.

Following your decision to instruct Thorgills to let out your property, we obtain a copy of the Land Registry Title for your property to confirm that you are the owner, and we take a copy of your photo ID to prove that you are that same person. These documents are stored in a secure remote data centre and any hard copies are shredded.

 

Sellers

When you enquire about selling your property out with Thorgills, we will ask for standard details including your name, phone number, email address, home address and the address of the property you want to sell, if different. We will also ask for a description of your property and additional information such as any service charges, lease length and relevant information about your onward purchase plans.

Following your decision to instruct Thorgills to sell your property, we obtain a copy of the Land Registry Title for your property to confirm that you are the owner, and we take a copy of your photo ID to prove that you are that same person. To comply with The Money Laundering, Terrorist Financing and Transfer of Funds (information on the Payer) Regulations 2017, we also take a copy of your proof of address from the last three months. These documents are stored in a remote data centre and any hard copies are shredded.

 

Prospective tenants

When you enquire about a property or about your property search, we will take information about you and your search which is used exclusively to help you find and secure a property. The information about you is held in a secure remote data centre.

We will ask if you would like to be contacted by other Thorgills branches, who will have access to the information you have provided if you agree.

 

Prospective buyers

When you enquire about a property or about your property search, we will take information about you and your search which is used exclusively to help you find and secure a property. The information about you is held in a secure remote data centre.

We will ask if you would like to be contacted by other Thorgills branches, who will have access to the information you have provided if you agree.

We will ask if you would like to be contacted by Capricorn Wealth Management Ltd in relation to financial products you may wish to purchase, who will have access to your name, email address and phone number if you agree. Capricorn Wealth Management have a separate contract with Thorgills detailing their obligations to protect the data they hold about you and to not share that with any third party.

 

Tenants

When you rent a property through Thorgills, your contact details, proof of identification, tenancy agreement and referencing information is stored in a remote data centre. These details are used to contact you about rent payment, access to the property and the renewal of your tenancy agreement. Identification documents are retained to conform with Right to Rent, part of the Immigration Act 2014. All documents relating to a tenancy contract are retained in a secure remote data centre for six years after the end date and are then destroyed.

 

Buyers

When you buy a property through Thorgills, all information about you and your search are retained in a secure remote data centre. The details will not be used to contact you unless you have given specific permission.

 

Contractors

When a contractor is directed by Thorgills to carry out work on our, or one of our landlord’s or seller’s behalf, specific personal data will be shared with them in order for them to carry out their instructions. Each contractor used by Thorgills has a contract detailing their obligations to protect the data they hold about you and to not share that with any third party.

The third parties we use include but are not limited to: Independent Inventories Ltd, Casteel Plumbing and Heating Ltd, Clearstream Projects Ltd, Clariton Design Ltd, Job Mart Ltd, End of Tenancy Clean Ltd.

 

Individuals named on tenant references

Employers, previous landlords and guarantors named by prospective tenants will be contacted by Thorgills in relation to the suitability of the prospective tenant to rent a specific property.

 

Callers

All telephone calls are recorded and may be referred to in the case of any misunderstanding. We also use recorded telephone calls to monitor team performance and in training. All call recordings are held in a secure remote data centre.

 

Complainants

Contact details of a complainant will be retained in a secure remote data centre until the complaint is resolved.

 

Job applicants

Those applying to Thorgills directly or through a job search portal will have their personal details for two weeks or until contact is made, whichever is sooner. Once contact is made, if the candidate is not suitable their details will be deleted. If the candidate is successful, their details will be retained in a secure remote data centre.