At The Leaders Romans Group, we are passionate about safeguarding the personal data of all stakeholders – our valued customers, dedicated employees, and trusted partners. We believe that data protection is not just a legal requirement, but a moral imperative. That’s why we go above and beyond to implement the most robust and state-of-the-art security measures to protect all personal data entrusted to us. We are committed to compliance with all relevant laws and regulations and will only use personal data for lawful business purposes. We strive to ensure that the data we collect is accurate, complete, and up-to-date, and that it is kept safe from unauthorised access, loss or damage. Data protection is at the core of our values, and we believe everyone has a right to privacy.
The Leaders Romans Group must look after your personal information by law. The main legislation that applies to protecting your information is:
The Leaders Romans Group Limited is the overall Data Controller and we have a legal duty to protect any information we collect from you. The phrases ‘us’, ‘we’ or ‘our’ will mean those businesses listed above which form the Leaders Romans Group Limited.
Our statutory Data Protection Officer is Zara Harrington. She can be contacted by email at dataprotection@lrg.co.uk or in writing at Crowthorne House, Nine Mile Ride, Wokingham, RG40 3GZ.
“Special category” personal data. This sensitive personal information is given more protection in law. For example, details of your health or nationality.
For more details of these definitions see below.
Personal data is any information about an identified or identifiable natural person “a data subject”; an identifiable natural person is one who can be identified, directly or indirectly, by reference to an identifier such as their name, alias, address, national insurance number, telephone number, email address, contact information, financial information, IP address. It can include information in different formats including electronic data, hand-written notes, voice recordings, photographs, CCTV footage.
Special category personal information is personal information which reveals racial or ethnic origin, political opinions, religious/spiritual/philosophical beliefs, trade union membership, genetic or biometric data, physical or mental health data, sex life or sexual orientation data, criminal or alleged criminal offences.
However, we may also obtain your personal data from other sources including:
Information we may collect directly from you | Why we collect it |
---|---|
Your name, address, phone number, email address and your needs | To provide estate agency and/or lettings services to buy, sell, or rent a property or to provide you with holiday rental booking services |
Your marital status, date of birth, nationality, employment details | When you enter into a residential sale or letting agreement |
Your date of birth, nationality and details from identity documents you provide | To perform anti-money laundering and rent referencing checks (as required by law) |
Proof that you have available funds to support any offer that you make to buy a property | To ensure you able to pay the required amount of deposit |
Financial information, like a copy of your bank statement, payslips or a mortgage offer | To provide evidence of your capability to buy a property or to be a guarantor |
Details of your mortgage arrangements and how long you have owned your property when you register to sell | To perform anti-money laundering checks (as required by law) |
Details of any mortgage, insurance, licensing documentation and service contracts which you have in place regarding a property you wish to let | Where you are a landlord and we are providing you with letting and/or management services |
Your marital status, employment details, national insurance number, nationality, residential status, bank details and credit history | To carry out referencing and credit checks |
Details relating to your property including photographs, floor plans, energy performance certificate, home condition reports, property description, virtual tour, walk through video | To deliver our service to you when you engage us to market a property for you |
Photographs of your property, an inspection report and inventory, to accurately record the condition of your property at the start or end of a tenancy | So we can deliver our management and letting service to you |
Moving in and out dates and corresponding utility meter readings | So we can deliver our management and letting service to you |
Your moving in and out dates, and details of the deposit paid where you are a tenant when registering or releasing any deposit from a deposit protection scheme | To fulfil our contract of service |
Your name, gender, previous name(s), date of birth, telephone numbers, current address, previous addresses, details of your health, any dependents, your nationality, bank account details, savings, investments, existing financial commitments, your credit history, your mortgage requirements and existing protection requirements | To enquire or apply for a mortgage or insurance protection products on your behalf |
Your communication and marketing preferences | To ensure we only send you details of properties and services you are interested in via your preferred communication method (as required by law) |
We may request additional information from you which is relevant to the provision of specific services. If we do this, we will always tell you why the information is needed.
If you ask us to provide you with life, critical illness, or landlord insurance and we may need to gather “special category” personal information, we treat this sensitive information in accordance with the additional protection it is given under the Data Protection Act 2018 and GDPR.
Information we collect when you visit our websites
We use cookies and other technologies to collect information when you visit our web sites, including when you make use of our online chat.
We may collect personal information in connection with your use of our website, such as:
Details of how we use cookies are provided in our Cookies Policy.
Information obtained from third party online portals
Where you contact us via online portals such as Rightmove or Zoopla, we will use your contact details to enable us to communicate with you and offer the services you have enquired about.
Information obtained from third parties
Where we are required by law, or for legitimate business needs, we will obtain information about you from third parties, but only after we have your consent to do so. For example, the third parties we may need to contact include: credit reference agencies, employers, banks, solicitors, etc. in order to obtain references, verify your identity and confirm your income.
Criminal disclosures
Certain types of insurance may involve disclosure by you of information relating to historic or current criminal convictions or offences. When we process any criminal records checks we do so in accordance with The Data Protection Act 2018 (Schedule 1, Part 3, Paragraph 33) and Article 10 GDPR UK. We will only carry out such checks where they are necessary.
CCTV & Telephone Call recording
We currently have CCTV installed in only a few branches for the prevention and detection of crime and to protect our business assets. All our cameras are overt and visible. Appropriate signage is displayed if CCTV is installed. Please ask branch staff if you have any concerns. CCTV may also be installed in some block management properties. CCTV signs will always be displayed.
We may record incoming telephone calls at our call centre, property management centres or branches for training and monitoring purposed only. You will hear a notification to advise you the call may be recorded however, not all calls will be recorded. Any recordings made are kept for one month before being over-written.
To carry out regulatory checks to prevent fraud, unauthorised transactions, money laundering, tax
Customer Surveys
We may invite you to participate in surveys from time to time to help us gather feedback on our products and services, to make improvements. We may use a third party company to carry out these surveys on our behalf.
Prize draws and Competitions.
We may from time to time use your personal data to enable you to take part in a prize draw or competition and to contact you if you win a prize.
If you are entered into a prize draw or competition, you will be provided with specific terms and conditions that will apply and these will include details about how to opt in or out.
We do not use a third party to administer our prize draws or competitions and all prize draws and competitions will be administered by the Leaders Romans Group. We will let you know if we do decide to use a third party at any time in the future.
Credit scoring & Automated Decisions
Some of the services provided by third parties may involve an automated decision or credit scoring to determine whether we are able to provide a service or product. You have a right to challenge an automated decision and ask for the issue to be considered by human intervention.
Performance of a contract Article 6 (1)(b) GDPR – this is where the collection and processing of your data is necessary for the performance of a contract to which you are a party.
Legal obligation Article 6 (1)(c) GDPR – where the collection and processing of your personal data is necessary for compliance with a legal obligation, for example, to comply with the Data Protection Act, verify your identity, for fraud and money laundering prevention.
Processing is necessary for the performance of a task carried out in the public interest Article 6 (1)(e) for example carrying out money laundering checks.
Legitimate interests Article 6 (1)(f) GDPR – some personal information is processed by the Leaders Romans Group as part of its legitimate interests which includes direct marketing, web analytics, sales and lettings.
The lawful basis for processing “special category” personal information
The Leaders Romans Group processes “special category” information only when it is necessary. The lawful basis we use to process your “special category” information is:
Explicit Consent Article 9 (2)(a) GDPR – is freely given, specific and unambiguous consent before the processing of your data. For example, your health information will be needed to process an application for critical illness insurance.
Data that has been made public Article 9 (2)(e)
Establishing, exercising or defending a legal claim Article 9 (2)(f) GDPR – for advice on underwriting, arranging or administering an insurance contract (Schedule 1 Part 2 of Data Protection Act 2018) or on the suspicion of money laundering in line with the Proceeds of Crime Act 2002 (Section 339ZB) You may want to inform us of your “special category” data voluntarily to enable us to offer you appropriate products or services. For example, you may have a health condition that means you are unable to climb stairs. We will record your needs/preferences without recording your medical/health conditions in most cases.
Withdrawing consent
You have the right to withdraw your consent at any time. Please contact the branch or office you have been dealing with.
Children’s privacy
We do not offer any products or services to children (defined as under the age of 16 in GDPR UK). In some circumstances, for example a mortgage application, we may be required by the mortgage provider to collect the names and dates of birth your dependent children or other adults who may reside with you.
Please see below third party organisations we share your information with and why,:-
Third Party | Why we share your personal information |
---|---|
Approved contractors | To install for sale or to let boards, to appoint managing agents and building maintenance contractors, to arrange EPC visits, to arrange for contractors to provide safety & statutory tests and to take inventories |
Surveyors | To undertake a structural or Homebuyers survey |
Solicitors or conveyancers | To provide home conveyancing services |
Mortgage lenders/Banks | To progress your enquiry or application for a residential or buy to let mortgage application |
Insurance Companies | To progress your enquiry or application for buildings and contents insurance, critical illness cover or rent guarantee |
Rent and Legal insurance providers | To set up landlord insurances, and in the event of a claim |
Solicitors | To pursue a claim for breach of tenancy agreement |
Referencing Companies | To check your creditworthiness, obtain a tenant references and to help prevent fraud and money laundering |
Local Authority | For the payment of Council Tax |
Law enforcement bodies including the police, HMRC and local Council | To comply with court orders or legal obligations |
Landlord, tenant or guarantor | To comply with our legal obligations where we are providing a lettings service |
The parties whose property you have viewed or on whose property you have submitted an offer | To communicate your offer or feedback on the viewing |
OVO/Utilitel/Tili | To help set up services, utilities and council tax accounts on moving in and closing accounts at the end of your tenancy |
Utility Companies | For payment of utility bills |
Debt collection companies | To assist us in recovering any monies which are owed |
Deposit Protection Scheme providers | To provide a Tenancy Deposit Protection Scheme |
Focal Agent, I-Am Sold & Acaboom | To gather property sales information |
ARLA Propertymark, a professional body responsible for raising professional standards amongst letting agents | If information relating to you is requested by them in order to protect your interests |
The Information Commissioner’s Office | If information relating to you is requested by them to investigate a concern you have raised with them |
The Financial Ombudsman Service | If information relating to you is requested by them to investigate a complaint |
The Property Ombudsman | Where they are providing a dispute resolution service in connection with letting services |
Anonymised information on properties and geographical areas may be kept for longer to assist us with property market forecasting and trends. Anonymised information is not subject to privacy legislation or the Data Protection Act 2018 and may be kept for as long as it is needed.
Where you contact us via our website, in branch, by phone, or via online portals such Rightmove or Zoopla for help searching for a property to buy or rent, we will use the details you have supplied to us to provide you with property details by email. You can choose to unsubscribe at any time by contacting unsubscribe@lrg.co.uk.
Subject Access Request
If you wish to make a request for access to a copy of your personal data, or to exercise any of your other rights, please write to your local branch in the first instance. Further information on the request process and a subject access request form is available from dataprotection@lrg.co.uk Please be aware if we receive all the necessary information with your request, we are able to locate your data and send it to you more quickly. We will endeavour to respond to and comply with your request as quickly as possible. We are aware of the statutory deadline for a subject access request, however we will always try to send your information before the legal deadline.
Making a data subject access request
We have a form to assist you with making your request, it is available from dataprotection@lrg.co.uk
Once we have the information above, an investigation will be carried out by the Data Protection Team. We aim to respond to your complaint as soon as possible, but no later than 10 days from receipt. If you remain dissatisfied following a complaint to our Data Protection Officer, you can submit a complaint about data protection, privacy and data sharing issues directly to the Information Commissioner’s Office (ICO) at:
Information Commissioner’s Office Wycliffe House, Water Lane, Wilmslow, Cheshire SK9 5AF
Website: https://ico.org.uk/ Email: casework@ico.org.uk Telephone: 0303 123 1113
Trading Name | Legal Name | ICO registration number | Company registration number |
Bode Insurance | Bode Insurance Solutions Ltd | ZA572832 | 3101637 |
Boyer | Boyer Planning Ltd | Z971775X | 2529151 |
Dunlop Heywood | Capgen Services Ltd | ZA781326 | 6598995 |
First For Auctions | The Romans Group (UK) Ltd | Z6240564 | 2161874 |
GCS Estate Management | Hill & Clark Limited | C1331038 | 07551391 |
Gibbs Gillespie | The Romans Group (UK) Ltd | Z6240564 | 02161874 |
Glide Property Management | Hill & Clark Limited | C1331038 | 07551391 |
Hose Rhodes Dickson (Lettings) | Leaders Ltd | Z4721354 | 1690574 |
Hose Rhodes Dickson (Sales) | Leaders Sales Limited | ZB083083 | 4597727 |
Island Holiday Homes | Leaders Ltd | Z4721354 | 1690574 |
Hose Rhodes Dickson | Hose Rhodes Dickson Ltd | ZA489207 | 04357716 |
Leaders | Leaders Ltd | Z4721354 | 1690574 |
Leaders Sales | Leaders Sales Limited | ZB083083 | 4597727 |
LRG | The Leaders Romans Group Ltd | ZA781332 | 09939099 |
LRG Employees Limited | LRG Employees Limited | ZB231379 | 10854720 |
LRG Financial Services Ltd | LRG Financial Services Ltd | Z726842X | 3155032 |
Moginie James | The Romans Group (UK) Ltd | Z6240564 | 2161874 |
Mortgage Scout | LRG Financial Services Ltd | Z726842X | 3155032 |
Portico | Leaders Ltd | Z4721354 | 1690574 |
Relocate UK | Relocate UK Ltd | Z7053756 | 3009421 |
Romans | The Romans Group (UK) Ltd | Z6240564 | 2161874 |
Romans Services | Romans Professional Services Ltd | Z7261725 | 2606388 |
Scott Fraser | Scott Fraser Ltd | Z8310524 | 5480849 |
SOWN | The Romans Group (UK) Limited | Z6240564 | 02161874 |
SPL Property Management | Hill & Clark Limited | C1331038 | 07551391 |
Three Sixty Space | The Romans Group (UK) Limited | Z6240564 | 02161874 |
The Acorn Group of companies
Trading Name | Legal Name | ICO registration number | Company registration number |
Acorn Estate Agents | Acorn Limited | Z7249530 | 4398269 |
Acorn Estate Management | Acorn Estate Management Ltd | ZA611698 | 5043554 |
Acorn Land & Commercial | Acorn Land & Strategic Property Division Ltd | 4990798 | ZA611732 |
Acorn Property Management | Acorn Limited | Z7249530 | 4398269 |
John Payne Estate Agents, | Acorn Limited | Z7249530 | 4398269 |
Langford Russell Estate Agents, | Acorn Limited | Z7249530 | 4398269 |
MAP Surveyors | Maitlands Acorn Professional Limited | ZA633679 | 5043613 |
Start Financial Services, Start Mortgage Services, Start Lease Extensions, Start Inventory Services, | Acorn Limited | Z7249530 | 4398269 |
Unique | Acorn Limited | Z7249530 | 4398269 |
Updates to our Privacy NoticeWe reserve the right to amend and update this Privacy Notice as required, therefore it is advisable you review this notice at regular intervals.
This Privacy Notice was last updated: Sept 2023.
By using Leaders Romans Group Digital Channels you agree to our use of cookies as described in this Cookie Policy.
Cookies are small text files which are downloaded to your computer or mobile device when you visit a website or application. Your web browser (such as Internet Explorer, Safari or Google Chrome) then sends these cookies back to the website or application on each subsequent visit so that they can recognise you and remember things like personalised details or user preferences.Cookies are very useful and do lots of different jobs which help to make your experience on websites as smooth as possible. For example, they let you move between web pages efficiently, remembering your preferences and generally improving your experience(see below for more examples). They can also help to ensure that the properties displayed to you are more relevant to you and your criteria.
Cookies are referred to as session or persistent, depending on how long they are used:
When you use our Digital Channels, the following 4 categories of cookies may be set on your device:
If you would like a list of the functional cookies used on Leaders Romans Group Digital Channels or have any further questions, you can contact us at compliance@lrg.co.uk .
The web analytics services may also use cookies and similar technologies to make the information collected by the web beacons more useful. When you are viewing a website, a cookie is transferred to your browser by the web server and is stored on your computer. It can only be read by the server that gave it to you.
Cookies allow web analytics services to recognise your browser or device and, for instance, identify whether you have visited our Digital Channels before, what you have previously viewed or clicked on, and how you found us. The information is anonymous andonly used for statistical purposes. It allows us to track information, such as how many individual users we have and how often they visit our websites. It also helps us to analyse patterns of user activity and to develop a better user experience.
We use remarketing codes to log when users view specific pages, allowing us to provide targeted advertising in the future. This means that after visiting Leaders Romans Group you may find advertising banners on other websites associated with your browsing history. The technology behind these services are based on cookies. This is a service offered to suggest services which may be of interest to you. This is an anonymous service and no personal or identifiable information is recorded by this advertising method,however if you do not wish to view these types of adverts you can opt out of these services at the following links:Opt out of Google Display Network retargeting
Web analytics data and cookies cannot be used to identify you as they never contain personal information such as your name oremail address.
Please note that on some pages on our Digital Channels you may notice that cookies have been set that are not related to Leaders Romans Group. When you visit a page with content embedded from, for example, YouTube / Vimeo videos, these service providers may set their own cookies on your web browser. These anonymous cookies may be set by that third party to track the success of their application or to customise their application to you. Leaders Romans Group do not control the use of these cookies and cannot access them, as cookies can only be accessed by the party who originally set them. Check the third party websites for more information about these cookies.
Some of our websites allow you to leave comments about our Digital Channels. One of the tools we use to enable comments on our websites is provided by a third party. In providing this service, they may set cookies on your web browser to track your use of their commenting tool on Leaders Romans Group Digital Channels. To do this, they may use third-party analytics tools to help measure traffic and usage trends for their commenting tool on an anonymised and aggregate basis.
Leaders Romans Group do not use cookies to collect personally identifiable information about you. These cookies are set to improve your experience on our websites and to enable you to benefit from specific features and to set preferences. However, there are various ways that you can control and manage your cookies which are discussed in more detail below. Please note any settings you change will not just affect Leaders Romans Group cookies. These changes will apply to all websites that you visit (unless you choose to block cookies from particular sites).
You can choose to enable or disable cookies in your internet browser. By default, most internet browsers accept cookies but this can be changed. For further details on how to manage cookies, please read further on how to manage cookies and check your browser settings and options. Most modern browsers will allow you to:
You should be aware that any preferences will be lost if you delete cookies, including where you have opted out from cookies, as this requires an opt-out cookie to be set. Blocking cookies completely will mean that many websites will not work properly and some functionality on these websites will be compromised. For this reason we do not recommend turning cookies off when using our Digital Channels.
To find out more about how to manage your cookies follow the links below which take you to the ‘Help’ sections for each of the major browsers:
It is possible to opt out of having your anonymised browsing activity within websites recorded by analytics cookies. Leaders Romans Group use the following analytics provider and you can opt out of their cookies by clicking on the following link. Please note that this will take you to the relevant third party’s website and generate a ‘no thanks’ cookie, which will stop any further cookies being set bythose third parties.
Once again, please note that by not allowing analytics cookies, we are unable to learn what you like or don’t like about our Digital Channels and thus cannot improve your user experience.