Introduction
We are committed to protecting your privacy. This privacy policy (referred to as the “Policy”) explains how and for what purposes we use the information collected about you. Please read this Policy carefully. By using this Site and any services we offer via this Site, you are agreeing and consenting to the processing of your data as set out below. We sometimes use your data to provide additional marketing or communication services but you can always opt out of this.
The purpose of this privacy policy is to give you a clear explanation about how VitalSpace use personal and behavioural information we collect from you when you use our websites and mobile sites such as VitalSpace.co.uk – collectively called our “Digital Channels”.
What personal data do we collect about you?
Information you give us: We will collect the information that you give to us when using our website. If you choose to fill in a contact form on the website, you may be asked to provide information about yourself, such as your name and contact details. We will also collect information that you provide to us by corresponding with us by phone, e-mail or otherwise.
In the course of provision of our lettings services, we may also process move-to and move-from addresses, moving dates, tenancy details, council tax status, and other data required for the provision of those services (including data relating to other occupants or household members).
Information we collect about you: This is different to “information you give us” because it relates to technical data that we collect. We may collect technical information that has the potential to identify you, such as the internet protocol (IP) address used to connect your computer to the internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform. We may also collect information about your visit, including the full uniform resource locators (URL) clickstream to, through and from our Site (including date and time), searches made, page response times, download errors, length of visits to certain pages, page interaction (such as scrolling, clicks and mouse-overs), methods used to browse away from the page and any phone number used to call us. We may also keep a record of the estate and/or letting agents that you contact.
Information we receive about you from third parties: We may receive information about you if you use any of the other websites we operate or the other services we provide. In this case we will have informed you, when we collected that data, that it may be shared internally and combined with data collected on this Site. We are also working closely with third parties (including, for example, social media platforms, business partners, sub-contractors in technical, payment and delivery services, advertising networks, analytics providers, search information providers and credit reference agencies) and may receive information about you from them.
What do we do with your personal data?
This section of the Policy describes the things that we do with your data, which relate directly to your use of the website and our services. We will use your information:
- to provide the services available on our website to you
- to communicate with you direct
- to contact you for your views on our services and to notify you occasionally about important changes to our Terms of Use or this Policy or developments to this website or our services
- Provide Home Setup Services
Technical Uses
This section of the Policy describes the things that we do with your data that arise from our monitoring of the website and the collection of your information whilst using the Site. We may use this information:
- to identify patterns that we can use in our marketing strategy and to help us develop, administer, support and improve our services and features and adverts;
- to conduct reviews that assist us in the improvement and optimisation of our website;
- to ensure that content from our Site is presented in the most effective manner for you and for your computer
- to administer our website and for internal operations, including troubleshooting, data analysis, testing, research, statistical and survey purposes
Will VitalSpace share my information with anyone else?
VitalSpace Estate Agents will only hold and process your data in line with our legal obligations and the legitimate interests of the company. VitalSpace will commit to keeping your personal information confidential and safe:
Other than is required by law or as set out in this Privacy Policy, VitalSpace will not disclose, rent or sell the Personal Information to any third party that is not required to fulfil the services requested, without your permission. We may disclose your personal information to the purchaser (or prospective purchaser) of any business or asset that we are (or are contemplating) selling. Employees, contractors, Home Setup Services (Just Move In) and agents of VitalSpace may be given access to any personal information which VitalSpace collect but their use shall be limited to performance of their duties in relation to the services provided by VitalSpace. We contractually require these service providers to safeguard the privacy and security of personal information they process on our behalf in line with GDPR and authorise them to use, disclose and store the information only as necessary to perform services on our behalf or comply with legal requirements.
VitalSpace will take reasonable precautions for your Personal Information.
VitalSpace Estate Agents will take reasonable precautions to prevent the loss, misuse or alteration of your Personal Information. Those who have access to your personal information are required to keep that information confidential and are not permitted to use it for any purpose other than that to the services and products offered by the company or the use of our Digital Channels. Once we have received your information, we will use strict procedures and security features to protect data and prevent unauthorised access.
How long does VitalSpace keep my personal information?
We will keep your information only for as long as it is relevant and useful for the purpose for which it was originally collected, and in line with the statutory data retention period set by HMRC. Beyond data we are obliged to hold by legal obligation/statute i.e. tenancy and contractual information you have the option to have your data deleted by emailing us by clicking here.
When using our Digital Channels anonymised data will be collected to help you navigate the website, we won’t be able to recognise that data as yours or contact you from the data collated. Please note if you don’t want to continue to receive relevant targeted advertising from our Digital Channels after you have left the Digital Channels, we recommend that you delete any cookies set on your device. Where we hold other information (resulting from, for example, submitted competition answers) we will keep this for the minimum amount of time necessary for the purposes of running the competition or other relevant purpose. Please note that if your account appears to have not been used for 2 years, we may try and contact you to check whether it is still in use and/or we may delete it.
Data Controller
VitalSpace will be what is known as the ‘Controller’ of the personal data you provide to us. VitalSpace Estate Agents has a company registration number of 06595585 and its registered address is: 22 Flixton Road, Urmston, Manchester, M41 5AA
Where a Tenant receives Home Setup Services provided by Just Move In for the purpose of fulfilling the contract for those services, we will need to also provide relevant personal data to Just Move In. Just Move In will store and be a controller of such personal data. Just Move In (full company name – Ethical introductions Ltd) provides a privacy notice describing their use of data, available here: www.justmovein.com/privacy
Access to your information
VitalSpace Estate Agents recognises the rights of all of our clients under the UK DPA 2018 and EU GDPR 2016, further detailed information on these specific rights can be found at the website of the UK Information Commissioners under www.ico.org.uk
If you would like to know what personal information VitalSpace holds about you, you may make a request to us for copies of this information. You should be aware that we will need to see proof of identity before processing any such request (known as a ‘subject access request’). If requested, VitalSpace will use all reasonable efforts to supply, correct or delete information about you on file. All subject access requests should be made in writing and addressed to the VitalSpace, 22 Flixton Road, Urmston, Manchester, M41 5AA. Changes to this policy. Our privacy policy may change, update or be altered from time to time. Any changes we may make to our privacy policy in the future will be posted on this page. You should check this page occasionally to ensure you are happy with any changes. We may also notify you of changes to our privacy policy by email.
How do I contact VitalSpace if have a question about privacy issues?
If you have any questions or concerns about privacy issues, you can contact us by sending your enquiry to VitalSpace Estate Agents, 22 Flixton Road, Urmston, Manchester, M41 5AA. If you would like to opt out of marketing and communications from us, you may do so using the opt out link in the emails that we send, or by contacting us via email at urmston@vitalspace.co.uk or in writing to 22 Flixton Road, Urmston, Manchester, M41 5AA
Updated – 21st September 2022
