I Am The Agent's Privacy Policy – Updated 09.09.2024
IAm The Agent Limited (IATA), The Fuel Tank, Creative Road, London SE8 3LE ("IATA" or "we" or "our") takes data privacy seriously. This privacy policy informs 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 Regulation ("GDPR"), collect and process personal data and other information of such users in connection with the usage of the Website. When using the site, you agree to the below:
1. Registration:
When you register on the Website, you may be required to provide personal informatio 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 wish 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 assist in finding a mortgage provider.
- How did you hear about us? This helps us understand what marketing is effective (or not), so we spend our money wisely and help our users save on estate agency fees.
We will ask for
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 them 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. This will be stored and used to send email or SMS alerts to your supplied contact information. If you no longer wish to receive this notification, the unsubscribe/opt-out link can be found at the bottom of every email and 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 with contact or quotes. These may include:
- Mortgages
- Utilities
- Insurance
- Broadband
7. Marketing with IATA and Instructing Us to Sell or Rent Your Property, Boat, development 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
- Biometric, which includes:
The type of personal information we collect. We need to collect a range of information to provide our identity document checking services to our customers. For the purposes of the General Data Protection Regulation as incorporated into UK law by the Data Protection Act 2018 (GDPR), our customers are the controllers of your information, and we are processors of that data. If you are in the EEA or UK, our customer is responsible for identifying a lawful basis and purpose for the processing your personal information, and you should review their privacy policy for any further information. If you are a US resident, our customer may have additional obligations under the state law in which you are resident (e.g. California Consumer Privacy Act) and we recommend you review their privacy policy for further details.
The information we need to collect depends on the service that is provided to the customer. The basis of each check is the image of an identity document, and we check this is genuine either as a service in itself, or then use to perform follow-on checks. For example, some customers will also ask us to perform a facial match assessment, where we check that the image in an identity document matches a selfie provided by the holder. We may also be asked to perform an address verification check, and to do so we will check whether there are records of the identity document holder living at a specified address.
At the request of TrustID’s customers, we may process any of the following information, depending on the service being accessed:
• Contact information
o Name o Email address
o Phone number
o Job title
o Street address (current and historical)
• General identifiers o Selfie o ID document photo
o Sex o Date of birth
o Nationality o Place of birth
o Passport number
o Driving licence number
o Identity card number
• Location Data o IP Address
• HR information
o Potential employer
• Credit and anti-fraud
o PEP & Sanctions information
o Criminal record (Standard and Enhanced DBS checks only)
• Biometric data (Special Category Data) o Electronic comparison of selfie and ID document photo If you are a resident of the United States, in the event that TrustID’s customer requests that you supply your biometric data, you should note the following:
• The purpose of this is to confirm your identity in support of the reasons mentioned below. • Processing is done by comparing a selfie photo of your face with the image of your face as found in your identity document.
• TrustID (or a similar provider) does not sell, lease, trade or otherwise profit from your biometric da
These measures are in place to protect both the property owners and users, as well as our third-party property portals. We must ensure property owners and marketers are authorised to sell, rent, or manage the sale or let of a property. This will be reviewed and authorised by a senior member of our team to prevent unauthorised marketing of properties.
Property portals we use to market your property include but are not limited to: 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
- Prime Location - https://www.primelocation.com/privacy/
- Rightmove PLC - http://www.rightmove.co.uk/this-site/privacy-policy.html
Your property will be displayed on these portals on certain packages, so please do read their policies. Your door number will not be disclosed in marketing materials but 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 portals.
We reserve the right to share your contact details with enquirers and viewers for their security.
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 or bank details will be stored by the card merchant and/or the provider, and if you choose to take advantage of future services, you will be given the choice to use the same card. You can choose not to have your card stored if you wish.
9. Photographs:
You can upload photographs to the Online Platform (Seller, Landlord, Developer, or Association) at any time 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. Once you have uploaded property photos, you are passing the copyright to I Am The Agent and must have the authorisation and ownership to do so. If another estate agent claims ownership of the photography, we will remove the listing and photos until the matter is resolved.
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.
If 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 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. If so, this information will be provided to the Seller, Landlord, or Developer to enable them to understand why an offer was placed or what can be done 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 enquired about on the Website or Online Platform. We may use anonymised information of storing and clicking to provide clients with a property performance report, indicating how many people have viewed the property. We may anonymously aggregate these details 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 alert on a property, it will be sent to the property owner or marketer to contact you to arrange a viewing or communicate further about the property. When sending an enquiry or viewing request or offer, and providing your contact details, you consent to this information being passed to all parties involved: Seller, Purchaser, Landlord, Tenant, or third party as part of your use of the Website. Details will be recorded on our system and can be viewed in the Online Platform for reference and communication.
Personal information will only be disclosed to the sender or receiver of the message, email, or alert as 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, 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
Messaging Service
When you send enquiries or messages via the Website, they are forwarded to property owners or marketers. Your contact details will be shared with the relevant parties to facilitate communication.
15. Data Access and Sharing
We retain access to all personal data for the purposes of communication, security, and record-keeping. Property owners’ contact details will be shared with enquirers, and vice versa. If our business merges with or is sold to another entity, your data may be transferred accordingly.
We will not disclose, sell, or distribute your information to third parties without your permission, unless required by law.
16. Security and Data Storage
We follow strict security protocols to protect your personal information, stored on secure servers. Only authorised employees have access. Data is retained for as long as required by law, up to 7 years, and may be processed on servers outside the UK if necessary, but always in compliance with the EU-US Privacy Shield framework.
ICO and Data Protection Registration:
I Am The Agent Limited is registered with the Information Commissioner's Office (ICO) in accordance with UK data protection laws. Our Data Protection Registration Number is 00014410805.
This registration ensures that we are compliant with UK data protection regulations, and we are committed to safeguarding your personal data. You can visit the ICO website to learn more about data protection and your rights as a data subject in the UK.
For any queries regarding our data protection practices, please contact:
I Am The Agent Limited
Email: info@iamtheagent.com
Phone: +44(0)333 4441007
17. Changes to the Policy
We may update this policy from time to time as we introduce 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 on the website and Online Platform is subject to change without notice, but if any consent is required, we will notify you.
18. Age Restrictions
All users under the age of 18 must obtain a parent or guardian's permission to use our services before submitting personal information to our website or online platform. Users who have not obtained this prior approval are prohibited from utilising our services and providing personal information.
19. 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 help us 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 Online Platform.
- Pass your messages on and make introductions to Sellers, Buyers, Tenants, Landlords, property developers, or users of the website or Online Platform, within the confines of their requests and use of the Online Platform.
- Improve the efficiency, features, services, and products we offer, supporting our marketing and promotional material, as well as offering 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.
- Provide security, in the event that either party requests details of who 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 the collection, processing, and use of your personal data (particularly 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 withdrawal will not affect the lawfulness of 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 the marketing of any property. 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 unauthorised 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 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 are necessary for the proper functioning of the website. They enable you to navigate the site and use its features.
2. Analytics Cookies: These 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 enable enhanced functionality and personalisation, such as remembering your preferences.
4. Marketing Cookies: These are used to deliver personalised 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 to evaluate your use of the website, compile reports on website activity, and provide 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