Last Updated: November 2020
Our use of your personal data will be governed by this Privacy Notice.
- What is personal information and why we collect it
- Personal information definitions;
- Personal information we collect and why we collect it;
- How we use your personal information
- Our legal basis for processing;
- Our use of your personal information;
- What happens if you do not provide the requested information;
- How long we keep your personal information;
- The choices we offer and how you can exercise them
- Your rights in relation to your personal information; and
- How to contact us
- Other Important Privacy Information
- Security of personal information;
- Overseas transfers of your personal information;
1. What Personal Information We Collect & Why We Collect It
1.1. Personal information definitions
Personal information is any information that tells us something about you. This could include information such as name, contact details, date of birth, bank account details or any information about your needs orcircumstances which would allow us to identify you.
Some personal information is classified as “special” information under information protection legislation. This includes information relating to race, ethnic origin, political opinions, religion, philosophical beliefs, trade union membership, genetic data when used to uniquely identify the individual, biometric data when used to uniquely identify the individual, health data, data concerning a natural person’s sex life, sexual orientation. This information is more sensitive and we need to have further justifications for collecting, storing and using this type of personal information. There are also additional restrictions on the circumstances in which we are permitted to collect and use criminal conviction information.
Any references to personal information in this Privacy Notice will include personal information, and where relevant, special categories of personal information
1.2. Personal information we collect and why we collect it
We will collect your full name and contact details (such as phone number, email address and postal address) from you whenever you engage with us.
In addition, if we are providing a service to you, or on your behalf, where we are required to do so by law, we will collect information relating to your identity, which will be at least one form of photographic identification (such as a passport, a driving licence or an identification card) and one form of documentation with proof of your place of residence (such as a recent utility bill).
We will also confirm whether you have any relatives or close connections working at Savills so that we can consider potential conflict of interests and, if identified how to manage these, in accordance with our statutory and regulatory obligations.
Depending on the service that we provide to you (or on your behalf) wemay also collect additional personal information. Read more below.
Buy, Sell, Let, Rent
If you are selling or letting a property through us:
We will collect a contact telephone number to get in touch with you about organising viewings and updating you on any offers received or rental applications for your property.
Where you are not the legal owner of the property we will request details from you as to your ability to sell or let the property such as a Power of Attorney or Grant of Probate
We will collect your bank account details to arrange onward payment ofrent due to you.
If you wish to rent a property we are listing, we will collect:
If you wish to purchase a property we are listing for sale where you have specifically provided us with these:
If you wish to purchase a property we are listing for sale where you have specifically provided us with these, we will collect personal information relating to any specific access requirements you may have in relation to a property so that we can find a property that is suitable for your needs. We will also collect personal information required to source a property for you and, where we engage with you to manage property on your behalf we will ask for additional emergency contact information in case we need toget in touch with you outside of working hours or in the event there is amatter requiring your urgent attention.
Where you engage with us as an individual investor we will collect information required to identify you to meet anti-money laundering and counter-terrorist financing requirements. If the investor is an entity such as a company, trust or charity, we may need to collect personal information about the controllers and the beneficiaries of the entity.
If you subscribe to receive research, news or other market updates fromus, then in addition to the above we will collect details about the sector in which you work and the type of content that you would like to receive.
2. How We Use Your Personal Information
2.1. Our use of your personal informationFor specific information on how your personal information will be used for the services you have requested from us, please select from any of the options below:
Buy, Sell, Let, Rent
We use your personal information for the purposes of fulfilling our obligations to you to let or sell your property or, if you are a buyer or tenant, for the purposes of arranging a contract for sale or a lease for you.
If you are purchasing a property where we are acting as agents for the sale of or selling a property through us, we will share your personal information with your appointed solicitors and the solicitors acting for theother side of the deal as is necessary to facilitate the sale or purchase. We may share your details with the builder as well, to arrange access for final finishes to your newly acquired property.
If you are renting a property we are acting as letting agents of, we will share your personal information with third-party referencing agencies for the purposes of the prevention and detection of crime, fraud and/or money laundering and checking your suitability to rent that property.
Where we are managing property on your behalf we may need to passyour personal information from time to time on to third-party contractors whom we have engaged to carry out maintenance on your properties (i.e. contact details to organise access for maintenance checks).
We may also pass your personal information to other companies in theSavills group.
Where you engage us for portfolio management services we will share your personal information with third-party lenders as is necessary to allowus to fulfil our obligations to you, to raise finance for you and to properlymanage and advise you on your property investments.
Other uses of your personal information
If we sell any part of our business and/or integrate it with another organisation your details may be disclosed to our advisers and to prospective purchasers or joint venture partners and their advisers. If this occurs the new owners of the business will only be permitted to use your information in the same or similar way as set out in this privacy notice.
We will share personal information with our regulators, governmental or quasi-governmental organisations, law enforcement authorities and with courts, tribunals and arbitrators as may be required from time to time inorder to comply with our regulatory and legal obligations.
Where we use third party services providers who process personal information on our behalf in order to provide services to us. This includes IT systems providers and IT contractors as well as third party referencing or screening agencies for the purposes of the prevention and detection of crime.
We may share your personal information with any person working within the Savills Group on a need to know basis to ensure we are able to perform our obligations to you.
We will hold your personal information on our client management systems and use this to provide you with marketing information about similar services offered by Savills to those which you have engaged us toprovide which we feel you might find useful from time to time. You have the opportunity to opt out of receiving this information at any time.
2.2. Our legal basis for processing
Under applicable data protection legislation we are only permitted to use your personal information if we have a lawful basis for doing so. We rely on the following lawful basis to use your information:
In more limited circumstances we may also rely on the following lawful basis:
2.3. What happens if you do not provide the information we request
We need some of your personal information to perform the services you have requested from us. For example:
If you do not provide the information required for these purposes, we will not be able to perform our contract with you and may not be able to provide services to you or continue to provide certain services to you. We will explain when this is the case at the point where we collect informationfrom you.
2.4. How long we keep your personal information
The period for which we will keep your personal information will depend on the type of service you have requested from us. The retention period may be longer than the period for which we are providing services to you where we have statutory or regulatory obligations to retain personal information for a longer period, or where we may need to retain theinformation in case of a legal claim.
3. The choices we offer & how you can exercise them
3.1. Your rights in relation to your personal information
You have a number of rights in relation to your personal information, these include:
3.2. How to contact us
If you have any complaints about the way we use your personal information please contact the Company Compliance Team at firstname.lastname@example.org who will try to resolve the issue. If we cannot resolve any issue within the legal timeframe, you have the right to complain to the information protection authority in your country (the Information Commissioner if you are located in the UK or the DataProtection Commissioner if you are located in Ireland).
4. Other important Privacy Information
4.1. Security of personal information
The security of information is very important to us and we have measuresin place which are designed to prevent unauthorised access to yourpersonal information including but not limited to:
4.2. Overseas transfers of your personal information
We may transfer, store, or process your personal information in locationsoutside the Ireland and the European Economic Area (EEA). Where the countries to which your personal information is transferred do not offer anequivalent level of protection for personal information to the laws of the Ireland, we will ensure that appropriate safeguards are put in place. We’ll use one of these safeguards:
4.3. Updates to this Privacy Notice
We may update this Privacy Notice from time to time in response to changing legal, technical or business developments. Please refer to our website (www.savills.ie) for the most up to date version of this document.