This policy sets out the basis on which any personal data we collect from you, or that you provide to us, will be used by Touchstone.

Personal information we collect and hold

We will only collect and hold information that you provide to us or which you have agreed that others can to provide to us. In certain circumstances where we are appointed under the Law of Property Act 1925 we may receive and hold information provided to us by others.

Use of information

We will use the information we hold about you in the following ways:

• to provide you with information, products or services that you request from us or which we feel may interest you;
• to carry out our obligations arising from any contracts entered into between our clients and us in respect of the provision of property management services, including, but not limited to, letting and tenancy administration, rent collection, deposit administration and credit control and arranging maintenance and repairs;
• to notify you of changes to our services and terms and conditions of business;

We may permit selected third parties to use your data, to provide you with information about goods and services which may be of interest to you and they may contact you about these by post, telephone or email.

We may need to pass on your data to third parties in the following circumstances:

• if you are a client or potential client, a tenant or potential tenant, a leaseholder or potential leaseholder we may need to pass on your details to a third party for credit control purposes;
• if we consider it appropriate to carry out checks on you for the purpose of our compliance with the Proceeds of Crime Act 2002, Terrorism Act 2000 or Money Laundering Regulations 2007;
• if you are a client or potential client, a tenant or potential tenant, a leaseholder or potential leaseholder to third parties (such as credit reference agencies) who are engaged or might be engaged to provide services to us in connection with a service we are delivering to you;
• if you are a client or potential client, a tenant or potential tenant, a leaseholder or potential leaseholder to third parties (such as third party solicitors, employers or financial institutions) who you may engage directly to provide services to you or who you may instruct to provide personal information to us;
• where services are provided to us by a third party and it is necessary or expedient for us to share information with such third parties.

In addition, we may disclose your personal information:

• to the extent that we are required to do so by law;
• in connection with any legal proceedings or prospective legal proceedings;
• in order to establish, exercise or defend our legal rights (including providing information to others for the purposes of fraud prevention and reducing credit risk);
• to any person who we reasonably believe may apply to a court or other competent authority for disclosure of that personal information where, in our reasonable opinion, such court or authority would be reasonably likely to order disclosure of that personal information.

Your rights

Currently we do not use your personal data for marketing purposes. If this policy changes it will only become effective once we have given details of the change on this page.

Our site may, from time to time, contain links to and from the websites of our partner networks, advertisers and affiliates. If you follow a link to any of these websites, please note that these websites have their own privacy policies and that we do not accept any responsibility or liability for these policies. Please check these policies before you submit any personal data to these websites.

You may instruct us to provide you with any personal information we hold about you. Provision of such information will be subject to:

• the payment of a fee (currently fixed at £10.00); and
• the supply of appropriate evidence of your identity (for this purpose, we will usually accept a photocopy of your passport certified by a solicitor or bank plus an original copy of a utility bill showing your current address).

We may withhold such personal information to the extent permitted by law.

Any requests should be sent by post to name address.

Changes to this policy

We reserve the right to change this policy at any time. Any such changes will be effective once posted on this page.

Contacting us

Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to Penny Upton by email — penny.upton@touchstonecps.com or by post to Penny at Touchstone, 2 Crescent Office Park, Clarks Way, Bath, BA2 2AF.

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