When we refer to Propertymark we mean any of the following divisions:
- ARLA Propertymark inc. ARLA Inventories
- NAEA Propertymark inc. NAEA Commercial
- NAVA Propertymark
We understand that keeping your personal information safe is the foundation to building trust and confidence in Propertymark as an organisation.
This policy provides clear and concise information about what Propertymark does with your personal data.
Propertymark is the go-to organisation for any questions relating to property. Our focus is on helping people buy, sell and rent their treasured homes. We help protect and guide consumers in property transactions and all our property experts meet higher standards than the law demands.
We are a limited company by guarantee registered in England and Wales (897907) and our Registered Office is Arbon House, 6 Tournament Court, Edgehill Drive, Warwick, CV34 6LG.
We are dedicated to being fully compliant with the General Data Protection Regulation (GDPR), Data Protection Act 2018 and all successor legislation. Propertymark is registered with the Information Commissioners Office (ICO) as a data controller.
There are seven data protection principles which Propertymark use to underpin our approach to processing your information as follows:
Processing your information in accordance with the law and being fair and transparent with you
- Clearly identifying our purpose for processing your information and checking any additional purpose is compatible with data protection legislation. We document these purposes and periodically review these purposes
- Making sure that the information we process is adequate, relevant and limited to what is necessary for the purpose of processing your information
- We take all reasonable steps to make sure the information we hold, and process is accurate and where information is correct take remedial action to correct this
- We do not keep information for longer than is required, identifying personal information we no longer need and erase or anonymise information where appropriate
- Ensure that we have appropriate technical security measures in place to maintain the integrity and confidentiality of your information
- It is Propertymark’s responsibility to demonstrate our compliance with data protection legislation
What information do we collect?
To be able to provide you with services and support from Propertymark we must process your personal data. Some of the personal information will be information provided by you directly and there will be additional personal information that Propertymark collects.
The type of personal data we collect depends on the way you interact and use Propertymark’s services for example accessing services as a Propertymark Member will be a different experience than interacting as a consumer.
Information provided by you
- Applying for Propertymark Membership and/or Membership Renewal
- Online forms
- Making a course or event booking
- In person at events, courses or conferences
- On the telephone
- In the post
- Making a purchase from the online store
- If you need to make a complaint about a Propertymark Member
- If you need to make a complaint about Propertymark
- When making a claim on the Propertymark Client Money Protection scheme
- Registering to receive newsletters and marketing information
Information we collect about you
We collect information about your online activity whilst using the Propertymark website which includes:
- Your search history on the website, articles clicked on and pages viewed
- Webinars and/or video content viewed
- Purchase history on the Membership Online Store
Location information is collected from you whilst using the Propertymark website.
We may collect your information to fulfil our Compliance function, which includes information collected on Compliance Visits.
Using your personal information
Some of the personal information we use is essential to be able to provide membership services, customer service, information and support. For example, when making a Propertymark Membership application contact details are essential to be able to communicate and progress an application moreover, if you wish to make a complaint about a Propertymark Member we will need to use information provided to investigate the complaint thoroughly.
The legal basis Propertymark relies upon when processing your personal information will depend on the information provided and the original processing purpose If we use your personal information for a different purpose, we will inform you and gain your consent if appropriate.
Details of how your information may be used is as follows (examples given not an exhaustive list)
- When you have given us consent to use your personal data
- Where it is necessary to fulfil our contractual obligations with you
- Where there is a legitimate interest and those interests are not overridden by your rights and freedoms as an individual
- Where we need to comply with a legal obligation
We may contact you with emails containing guidance, sector information, news and invites to participate in industry surveys. We may email you, or use targeted Facebook and LinkedIn advertising, to let you know details of Propertymark events and training courses (which may be free to members or at additional cost), to help members to comply with CPD requirements that form part of the membership agreement. In addition, as part of your membership, we may email you with information about relevant external events or promotions from our Industry Suppliers, details of which can be found in your member handbook.
You can unsubscribe from these emails at any time by clicking the unsubscribe link within one of the emails or by updating your communication preferences. You can opt-out of advertising via Facebook and LinkedIn by emailing [email protected].
Information sharing with third parties
Where necessary and in accordance with data protection legislation we share information internally at Propertymark and with third parties as required and where we have a legal basis to do so.
We share information where there is a legal, regulatory or professional obligation to disclose your personal information, in order to apply the relevant rules and/or to protect the rights, property or safety of our members and clients past and present.
We may use your personal data to provide you with information about our services and/or products, which we consider may be of interest to you. You can update your preferences of how and what we communicate to you at any time through the preference centre within your Membership Portal.
How long we keep your information for
We will only keep your information for as long as necessary to perform our obligations and to fulfil the original processing purpose. Based on the legal basis we may need to keep some information for longer i.e. to comply with tax and accounting law and in some cases, we will anonymise your information so that it can no longer be associated with you.
When establishing our Retention Schedule, we consider the legal basis, sensitivity of information, the type of information and once the retention period has ended how we deal with the information.
International Transfers (to include EEA)
The EEA is the European Economic Area, which consists of the EU Member States, Iceland, Liechtenstein and Norway.
Propertymark does not transfer any personal information outside the EEA.
However, we may use third-party providers that do, in which case, if they do transfer your personal information outside the EEA we will make sure that it is protected in the same way as if it was being used in the EEA, ensuring adequate safeguards are in place. If you would like more information on the specific mechanism used please contact the Data Protection Officer.
Your rights under the data protection legislation are as follows.
- Right to be informed
- Right of access
- Right to rectification
- Right to erasure
- Right to restrict processing
- Right to data portability
- Right to object
- Rights related to automated decision-making including profiling
To exercise any of your rights please contact our Data Protection Officer who will be able to provide further information.
Changes to this policy
We reserve the right to amend this policy at any time. Please check back regularly to see if there have been any updates. It was amended last on 16 October 2020.
Any questions on this policy or how Propertymark handles personal information please contact our Data Protection Officer.
If you are unhappy with how your information is being processed and wish to make a complaint, please contact:
Data Protection Officer
6 Tournament Court
If you remain unsatisfied you can make a complaint to the Information Commissioner (ICO):
Last updated: 11 October 2021