Privacy Policy.
Please ensure that
you read the following: -
This policy explains how
and for what purposes we use the information collected about you via www.headsonbeds.uk
(referred to below as “this Site”).
By using this Site and
any services we offer via this Site, you are agreeing to be bound by this
policy in respect of the information collected about you.
Heads On Beds are
committed to ensuring that your privacy is protected, and our use of your
personal information is governed by this Privacy Notice. On this site, “Heads
On Beds”, “our” and “we” each mean Heads On Beds Limited which collect and use
your information in the manner set out in this Privacy Notice. Any reference to
“you” or “your” refers to anyone whose personal information we process.
1. Introduction.
Our use of your
personal data will be governed by this Privacy Notice: -
Heads On Beds is a
controller for the personal information that it collects and uses about you. We
will treat your personal information as confidential and in accordance with
applicable data protection legislation and your personal information will only
be shared with others in accordance with this Privacy Notice.
This Privacy Notice explains:
-
What personal
information is.
How we collect your
personal information.
The types of personal
information we collect.
How we use your personal
information.
The legal basis for
processing your personal information.
How we share your
personal information.
How long we keep your
personal information.
How we keep your
personal information secure.
Overseas transfers of
your personal information.
Your rights in relation
to your personal information.
How to make complaints
and how to contact us.
If there are any changes
to the way in which your personal information is used, this Privacy Notice will
be updated.
2. What is personal information.
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 or circumstances which would allow us to
identify you.
Some personal
information is classified as "special" data under data protection
legislation. This includes information relating to health, racial or ethnic
origin, religious beliefs or political opinions and 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 data.
Any references to
personal information in this privacy notice will include personal data, and
where relevant, special categories of personal data.
3. What personal
information do we collect.
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 Heads On Beds 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) we may also collect
additional personal information as detailed below: -
Buy - Sell - Let - Rent - Swap.
If you are buying,
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 have enquired
about buying a specific property, we will use your contact details to respond
which may include us sending you alternative properties to help with your
search.
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, Guardianship
Order or Grant of Probate.
Where you engage with Heads
On Beds, we may collect information required to identify you to meet anti-money
laundering and counter terrorist financing requirements. If we are dealing with
an entity such as a company, trust or charity, we may need to obtain personal
information for the beneficiaries of the entity and those in a position of
control.
This will include, but
is not limited to, identity and address documents. We may also need to collect
information on other individuals who have an interest in the property who are
not considered to be our customers.
We will collect your
bank account details to arrange onward payment of rent due to you.
Where we are working
alongside third parties such as solicitors, developers, joint or multi agents,
we may need to share these documents on the basis of legitimate interests.
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 required, negotiate the
purchase of a property on your behalf.
If you wish to rent a
property we are listing: -
Where you have enquired
about renting a specific property, we will use your contact details to respond
which may include us sending you alternative properties to help with your
search.
Specific access
requirements so that we can find a property that is suitable for your needs.
Your bank / building /
similar account details to allow us to manage an approved tenancy deposit
account for you and to set up your rental payments.
If you are a tenant
renting under the 'Right to Rent' scheme we will collect details of your
Biometric residence card, your immigration status document and/or your birth
certificate to carry out our required checks under this scheme.
We may also need to
collect specific identity documents from you for the purpose of preventing and
detecting crime, fraud or money laundering.
Property Management.
Where we engage with you
to manage property on your behalf, we will ask for additional emergency contact
information in case we need to get in touch with you outside of working hours
or in the event there is a matter requiring your urgent attention.
Where you engage us for
portfolio management services, we will share your personal information with
third party lenders as is necessary to allow us to fulfil our obligations to
you and to properly manage and advise you on your property investments.
Where you are a tenant
in a building managed by Heads On Beds, we may need to share your personal
information with the property owner but will only do so where we have
considered your own rights first.
Where we operate CCTV in
a property, we may capture your image which would constitute your personal
data.
Investment Management.
Where you engage with Heads
On Beds Limited 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.
4. How we use your
personal information.
What is the legal
basis of our data processing: -
Under data protection
legislation we are only permitted to use your personal information if we have a
legal basis for doing so.
We rely on the following
legal bases to use your information: -
For employment-related
purposes.
Where we need
information to perform the contract, we have entered into with you.
Where we need to comply
with a legal obligation.
Where the processing is
necessary for us to carry out activities for which it is in Heads On Beds
legitimate interests (or those of a third party) to do so and provided that
your interests and fundamental rights do not override those interests,
including: -
Processing that is
necessary for us to promote our business, brands and products and measure the
reach and effectiveness of our campaigns – this will include sending you
marketing information from time to time after you have engaged us to provide
services or received services from us either which may be similar and of
interest to you or where you have expressly indicated that you would like to
receive such information. You have the right to opt out of receiving this
information at any time.
Processing that is
necessary to improve our knowledge of the real estate sector – this will
include undertaking market analysis and research so that we better understand
trends in the property sector and provide better knowledge along with more
tailored and relevant services for our customers in the future.
Processing necessary for
us to operate the administrative and technical aspects of our business
efficiently and effectively – this will include verifying the accuracy of
information that we hold about you and create a better understanding of you as
a customer; processing for administrative efficiency purposes such as where we
outsource certain administrative functions to third parties who are specialise
in such services; processing for network and information security purposes i.e.
in order for us to take steps to protect your information against loss, damage,
theft or unauthorised access or to comply with a request from you in connection
with the exercise of any of your rights outlined below.
In more limited
circumstances we may also rely on the following legal bases: -
Where we need to protect
your interests or someone else's interests.
and/or
Where it is needed in
the public interest or for official purposes.
We may process
special categories of personal information and criminal conviction information
in the following limited circumstances: -
With your explicit
consent, in which case we will explain the purpose for which the information
will be used at the point where we ask for your consent.
Specific information on
how your personal information will be used for the particular services you have
requested from us is provided below.
Buy- Sell – Let - Rent - Swap.
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 viewings, obtaining feedback, and arranging a contract for sale or a
lease for you.
We will use your
personal information to conduct due diligence in accordance with other legal or
regulatory obligations.
We will share your
personal information with your appointed solicitors and the solicitors and
agents acting for the other side of the deal as is necessary to facilitate the
sale or purchase. We may also share your personal information with joint or
multi agents or developers, as the case may be.
We will share your
personal data 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. In such circumstances, the third-party
referencing agency may act as a data controller for your
information.
Property Management.
Where we are managing
property on your behalf, we may need to pass your personal information from
time to time on to third party contractors whom we have engaged to carry out
maintenance on your properties.
We operate CCTV in
properties based on our legitimate interest in protecting the property and
ensuring the safety of visitors, tenants and clients, as well as to assist with
the prevention and detection of crime.
Finance.
If you are purchasing a
property under the Help to Buy scheme, we will disclose information which needs
to be provided to the scheme operators to check your eligibility and to allow
you to participate in and obtain benefits from the scheme.
If you are obtaining
mortgage brokerage services, we will disclose personal information that needs
to be submitted lenders (and if you are a high value mortgage customer, private
banks) in order to fulfil our obligations to seek funding options for you.
if you are an insurance customer,
we will disclose information to be sent to a selected panel of insurance
providers in order to obtain suitable options for insurance products for your
requirements.
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 in order 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 Heads On Beds Limited 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 Heads On Beds to
those which you have engaged us to provide 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.
What happens if you
do not provide information that we request.
We need some of your
personal information to perform the services you have requested from us. For
example: -
Were we are selling a
property on your behalf, we need to know your contact information so that we
can update you with information on viewings, offers and the progress of the
sale.
Where you have asked us
to find you a property which meets certain access requirements, we may need to
know some further details about your particular circumstances so that we can
find you a suitable property.
We also need some
information so that we can comply with our legal obligations. For example, we
may need identity documents from you to meet our obligations to prevent fraud
and money laundering.
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 information from you.
5. How we keep your
information secure.
The security of
information is very important to us, we have measures in place which are
designed to prevent unauthorised access to your personal information including
but not limited to: -
Our client files are
stored on our secure client management systems. Access is restricted on our
client systems to those within the business who are required to have access to
your information for legitimate business purposes.
Hard copy documentation is
stored in locked cabinets.
All data is hosted in datacentres
which have systems and protections in place to protect against both
unauthorised access, and other external factors that could cause damage to,
your personal data. There are strict access requirements in place and access is
restricted to those absolutely necessary.
We ensure access to
personal information is restricted to Heads On Beds employees and workers or
other persons working within Heads On Beds Limited on a need-to-know basis.
Training is provided to
any Heads On Beds employees and workers who need access to personal
information.
6. 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 the information in case of a legal claim.
7. Overseas transfers
of your personal information.
We may transfer, store,
or process your personal information in locations outside the UK and the
European Economic Area (EEA). Where the countries to which your personal
information is transferred do not offer an equivalent level of protection for
personal information to the laws of the UK, we will ensure that appropriate
safeguards are put in place.
We will use one of
these safeguards: -
Transfer it to a non-EEA
country that has received an adequacy decision from the European Commission.
This means that country has privacy laws that give the same protection as
within the EEA.
Put in place the EU
Commission’s standard contractual clauses with the recipient. This means that
they must protect it to the same standards as organisations within the EEA.
Transfer it to
organisations that have implemented binding corporate rules, which have been
approved by an EU supervisory authority.
8. Your rights in
relation to your personal information.
You have a number of
rights in relation to your personal information, including the right to: -
Be informed about how we
use your personal information.
Obtain access to your
personal information that we hold.
Request that your
personal information is corrected if you believe it is incorrect, incomplete or
inaccurate.
Request that we erase
your personal information in the following circumstances: -
If Heads On Beds are
continuing to process personal information beyond the period when it is
necessary to do so for the purpose for which it was originally collected.
If Heads On Beds are
relying on consent as the legal basis for processing and you withdraw consent.
If Heads On Beds are relying
on legitimate interests as the legal basis for processing and you object to
this processing and there is no overriding compelling ground which enables us to
continue with the processing.
If the personal
information has been processed unlawfully (i.e. in breach of the requirements
of the data protection legislation).
If it is necessary to
delete the personal information to comply with a legal obligation.
Ask us to restrict
our data processing activities where you consider that: -
Personal information is
inaccurate.
Our processing of your
personal information is unlawful.
Where we no longer need
the personal information, but you require us to keep it.
To Enable you to
establish, exercise or defend a legal claim.
Where you have raised an
objection to our use of your personal information.
Request a copy of
certain personal information that you have provided to us in a commonly used
electronic format. This right relates to personal information that you have
provided to us that we need in order to perform our agreement with you and
personal information where we are relying on consent to process your personal
information.
Object to our processing
of your personal information where we are relying on legitimate interests or
exercise of a public interest task to make the processing lawful. If you raise
an objection, we will carry out an assessment to determine whether we have an
overriding legitimate ground which entitles us to continue to process your
personal information.
Not be subject to wholly
automated decisions which produce legal effects, or which could have a
similarly significant effect on you.
If you would like to
exercise any of your rights, please contact: -office@headsonbeds.uk
Please note that we will
keep a record of the fact that you have made a request to exercise your rights,
and our response to your request, in order to demonstrate compliance with our
data protection obligations and so that we can handle any queries, complaints
or claims in relation to your request. This record will be kept in accordance
with our retention policies at section 6 above.
9. Complaints and
Contact Details.
Complaints: -
If you have any
complaints about the way we use your personal information, please contact the
Customer Relations Officer at complaints@headsonbeds.com who will try to
resolve the issue. If we cannot resolve any issue, you have the right to
complain to the data protection authority in your country (the Information
Commissioner in the UK). If you need more information about how to contact your
local data protection authority, please let us know by contacting dpo@headsonbeds.com
Contact Details: -
If you have any
questions, comments or requests regarding any aspect of this Privacy Policy,
please do not hesitate to contact us by sending an email to: -
office@headsonbeds.uk
10. Use of cookies.
What is a cookie: -
A cookie is a small text
file that is downloaded onto your computer when you visit certain websites and
allows a website to recognise a user's computer. Cookies are used to help users
navigate websites more efficiently and to perform certain functions, as well as
to provide information to the owners of the website.
When browsing our
website, cookies that are strictly necessary for the performance and function
of the website are automatically utilised. We will only utilise non-essential
cookies if you have provided us with consent to do so by selecting ‘Allow all
cookies’ in the cookies banner.
How do I restrict or
delete cookies.
13 of the cookies we use
are essential for parts of the website to operate and have already been set.
You may delete and block all cookies from this website, but please be aware
that restricting or deleting cookies may impact on the functionality of the website.
Your web browser may
allow you to restrict or delete cookies set by this website. The Help function
within your browser should tell you how. Alternatively, you can visit www.allaboutcookies.org
which provides general information about cookies and how you can manage cookies
on your computer.
Heads On Beds Limited –
Registered in England & Wales – Company
Registration Number 10029101
Copyright © 2016-2025 Heads On Beds Limited - All
Rights Reserved.