The Property Mine Ltd privacy notice provides information on how Property Mine Ltd and any 3rd party providers collect, use, secure, transfer and share your information. Property Mine Ltd T/A British Homebuyers & British Homesellers operates from it’s head office: Third Floor, St. Peters House, 45 Victoria Street, St. Albans, AL1 3HZ.

Types of Information Collected

Typically Property Mine Ltd collect for either buyers/sellers:

• First Name
• Middle Name
• Surname
• Date of Birth
• Primary Address
• Correspondance Address
• Nationality
• How many Dependents
• Names of Dependents
• Copy of Photographic ID
• Copy of Proof of Address
• Copy of Bank Statements
• Copy of Mortgage Statements
• Proof of Deposit
• Copy of Self Employed Accounts
• Exisitng Mortgage Details
• Email Address
• Phone Numbers
• New Property Details
• Solicitor Details
• Estate Agent Details
• Financial Advisor / Mortgage Broker Details
• IP Address
• Cookies
• Payment Card Details

Methods of Collection

In the general conduct of business, Property Mine Ltd collects information relevant to the services being sought from:

• Yourself
• Next of Kin
• Spouse / Partner / Family Member
• Business Associates
• Employers
• Government / Land / Police registers
• Credit / Default Agencies
• Financial Institutes (Banks, Building Societies, Loan Agencies, Credit Card companies)
• Other Law Firms
• Through consent to thrid partiesi disclosing information about you to us that they have collected

Such information will generally be collected directly via the use of any of our standard forms, over the internet, via email, in our branches or through a telephone conversation with you. We may also collect personal information through our affiliates or suppliers.

In addition, you may choose to submit information directly to us via several methods, including:

• through Property Mine Ltd websites
• in response to marketing or other communications
• through social media
• by signing up for a Property Mine Ltd service
• through participation in an offer, program or promotion
• in connection with an actual or potential business or employment relationship with us

You may also agree to third parties disclosing information about you to us that those third parties have collected.

We, our service providers and partners collect certain information by using automated means, such as cookies and web beacons, when you interact with our advertisements, mobile applications, or visit our websites, pages or other digital assets. The information we collect in this manner may include: IP address, browser type, operating system, referring URLs and information on actions taken or interaction with our digital assets.

We may use third-party web analytics services on our websites and mobile apps The analytics providers that administer these services use technologies such as cookies and web beacons to help us analyse how visitors use our websites and apps.

“Your Rights and Choices” section of this Privacy Notice specifies your ability, to opt out or limit the usage of the information collected.

Purposes of Collection

Generally, we will collect, use and hold your information for the purposes of:

• Assessing applications for and providing Property Mine Ltd products / services
• Conducting business, developing relationships with Property Mine Ltd and affiliates
• Process payments / transactions including: Accounting, Authorisation, Clearing, Chargebacks, Auditing, Billing, Reconciliation, Collection, Complaints, Enquiries, Credit Checks and related dispute resolution activities
• Protect against and prevent fraud, unauthorised transactions, money laundering (please see below), tax evasion, claims, other liabilities and manage risk exposure and agent quality, integrity, compliance and security of business processes
• Create and manage any accounts, associated authentication criteria (id’s and passwords) you may have with Property Mine Ltd
• Provide, administer and communicate with you about Property Mine Ltd products, services, offers, programs and promotions, their issuers, acquirers, retailers and partners.
• Compile business directories, including business contact information
• Operate, monitor, evaluate and improve our products, services, websites, mobile applications, other digital assets and business.
• Developing new products and services
• Managing communications, assess effectiveness and optimisation of advertising
• Functionality of our websites, mobile applications other digital assets
• Evaluate your interest in employment and contact you regarding possible employment opportunities
• Enforce other legal rights as may be required by applicable laws and regulations or requested by any judicial process or governmental agency having or claiming jurisdiction over Property Mine Ltd
• Comply with industry standards and Property Mine Ltd policies

Anti Money Laundering

Property Mine Ltd are required to obtain certain information from you to comply with Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017. Property Mine Ltd will either collect this information directly, or use a regulated third party verification service (Onfido) for electronic collection. If we choose to collect your information electronically, you will be informed that a third party electronic verification service (Onfido) will be used to collect it. Information collected via our third party electronic verification service (Onfido) will be shared with Property Mine Ltd in order to comply with our Anti-Money Laundering obligations. You can read more about Onfido’s privacy policy here: https://onfido.com/gb/privacy/.

If you decide to enter in to a business relationship with Property Mine Ltd to comply with these Anti Money Laundering regulations, we will either request to use our third party verification service (Onfido), or directly request either:

• One document from the Photo ID list, and one from the Proof of Current Address list. The same document can’t be used to prove your name and address
• Three separate documents: two from the Proof of Name list below and one from the Proof of Current Address list. The same document can’t be used to prove your name and address

Photo ID:

• Current signed Passport
• Current UK or EEA photocard driving license
• National identity card bearing a photograph

Proof of Name:

• Original birth certificate (UK birth certificate issued within 12 months of the date of birth in full form including those issued by UK authorities overseas such as Embassies High Commissions and HM Forces)
• EEA member state identity card
• Current provisional UK photocard driving license
• Full old-style driving license
• Current benefit book or original notification letter from Benefits Agency (must be less than 3 months old)
• Firearms or shotgun certificate
• Residence permit issued by Home Office to EEA nationals on sight of own country passport
• National identity card
• UK-based bank or building society statement (must be less than 3 months old).

Proof of Current Address:

• Utility bill (gas, electric, satellite television, landline phone bill) (must be less than 3 months old)
• Local authority council tax bill for the current council tax year
• Current UK photocard driving license
• Current provisional UK photocard driving license
• Bank, Building Society or Credit Union statement or passbook (must be less than 3 months old)
• Original mortgage statement from a recognised lender issued for the last full year
• Solicitors letter confirming recent house purchase or land registry confirmation of address (must be less than 3 months old)
• Council or housing association rent card or tenancy agreement for the current year
• Current benefit book or original notification letter from Benefits Agency (must be less than 3 months old)
• HMRC self-assessment letters or tax demand dated within the current financial year
• Electoral Register entry
• NHS Medical card or letter of confirmation from GP’s practice of registration with the surgery (must be less than 3 months old)

We reserve the right to employ third party electronic verification for the purpose of verifying identity and documents collected via our third party verification service (Onfido). This search will not affect your credit rating

Basis of Processing

Property Mine Ltd process your information under the following:

• Performance of a contract: where you enter into a contract with Property Mine Ltd and we need to process your information as part of this contract
• Legitimate interests: some information is processed by Property Mine Ltd as part of its legitimate interests which include: Fraud, risk assessment, due diligence, network and information security, suppressions and managing opting out of communications, profiling , direct marketing, monitoring, web analytics, cloud storage, acquisitions, updating customer details, lettings, sales, financial services and other core products and service provided by the data controller
• Public interest: some information is processed in accordance public interest such as relocations
• Consent: where we process information under consent we will seek you clear and unambiguous consent prior to processing your data

Information We Share

We do not sell or otherwise disclose personal information we collect about you, except as described in this Privacy Notice or as indicated via the consent process at the time the data is collected. We share the information we collect with, but not limited to::

• Landlords and landlord associates and sub processors
• Vetted affiliates and partners / Financial Institutions / Insurance Companies for business

facilitation to provide required services, such as solicitors, mortgages, insurance cover etc.

• Third Party Electroniic Verification Services for anti money laundering regulation obligations
• Formally contracted service providers to perform services on our behalf:
• Hosting Datacentres, Infrastructure, Applications (Development / Support) , Cloud Services (Software as a Service – SaaS, Platform as a Service – PaaS , Infrastructure as a Service – IaaS)
• Councils, health and care providers
• Other Law firms
• Credit agencies, Land Registry Office, Her Majesty’s Revenue and Customs (HMRC), and other relevant regulatory bodies
• Additionally we may share information about you, if required legally, to prevent harm or financial / reputation loss, for investigation of suspected or actual fraudulent or illegal activities.
• Perspective employers requesting references via your written consent

On websites, features can be accessed where we partner with other entities that are not affiliated with Property Mine Ltd. These include social networking, geo-location tools, web-form tools etc. are operated by third parties (indicated appropriately) who may use or share personal information in accordance with their own privacy policies. It is recommended that you review the third parties’ privacy policies if you use the relevant features.

Property Mine Ltd reserve the right to transfer your information in the event of a sale or transfer (wholly or partially) of our business or assets, with reasonable efforts for the acquirer protect / use your information consistent with our Privacy Notice. You can exercise your rights to contact the acquiring entity with questions concerning the protection and processing of your information.

How Long We Keep Your Information For

We will keep information for a reasonable amount of time in order to perform the purposes listed above. We only keep your information for as long as necessary. We generally keep personal information for 7 years after last contact with you. However Property Mine Ltd reserves the right to keep information for longer if we feel that this is in the legitimate interests of Property Mine Ltd.

Your Rights and Choices

Your rights regarding the sensitive / personal information we maintain about you enable you to exercise choices about what personal information we collect from you, how we use that information, and how we communicate with you

To make a subject access request, please contact [email protected]

Access and Correction

You may have the right to:

• obtain confirmation that we hold personal information about you
• request access to and receive information about the personal information we maintain about you
• receive copies of the personal information we maintain about you

The right to access personal information may be limited in some circumstances by local law requirements.

If you feel that the information we hold about you in incorrect or inaccurate you can contact us outlining the information you feel is incorrect of inaccurate. If we refuse to correct your personal information, we will provide you with a written notice that sets out the reasons for our refusal (unless it would be unreasonable to provide those reasons) and provide you with a statement regarding the mechanisms available to you to make a complaint. We will provide you with access to information we hold about you.

If you would like to object to any processing of your information by Property Mine Ltd you can contact us outlining what processing of information you would like to object to.

If you would like Property Mine Ltd to delete, block or anonymise information we hold about you. You can contact us outlining what information you would like deleted , blocked or anonymised.

Withdrawal of Consent

If we obtain your information by consent you have the right to withdraw any consent you previously provided to us.

If we process your information under legitimate interest you can object at any time on legitimate grounds, to the processing of your personal information.

Property Mine Ltd will apply your preferences going forward. Doing so will mean that you cannot take advantage of certain Property Mine Ltd products, services and promotions.

The right to consent removal may be limited in some circumstances by local law requirements and you will be informed appropriately

How We Protect Personal Information

The security of your personal information is very important and Property Mine Ltd is committed to protecting the information we collect. We maintain administrative, technical and physical safeguards designed to protect the personal information you provide or we collect against accidental, unlawful or unauthorised destruction, loss, alteration, access, disclosure or use. We use SSL encryption on our websites from which we transfer certain personal information. Property Mine Ltd stores personal information only for as long as it is necessary for the fulfilment of the purpose for which the personal information was collected, unless otherwise required or authorised by applicable law. We take measures to destroy or permanently de-identify personal information if required by law or if the personal information is no longer required for the purpose for which we collected it.

More Information

If you are still looking for more information then you can contact us through one of our preferred contact methods:

• Email: [email protected]