Buy Rent

Privacy Policy

Our Details

The data controller in respect of our website is And Co Group Property Services Limited (company registration number: 07435711), incorporating Alexander & Co Property Services Limited (company registration number: 07205934) and Alexander & Co Financial Services Limited (company registration number: 05042306) of Pevensey House, 27 Sheep Street, Bicester, Oxfordshire, OX26 6JF.

If you have any questions about this privacy policy, please contact our Data Protection Officer, Ricky Mitchell, in writing at Alexander & Co, Pevensey House, 27 Sheep Street, Bicester, OX26 6JF or sending an email to dataprotection@alexanderandco.co.uk.

Web Server Log Data

We use a third party server to host our website called Rackspace and their privacy policy is available here. Our website server automatically logs the IP address you use to access our website as well as other data about your visit such as the pages accessed, the information requested, the time and date of the request, the source of your access to our website (e.g. the website or URL (link) which referred you to our website), your browser version and operating system and request response code, request method and request size.

Our server is located in London, United Kingdom, however, your data is also transferred outside of the European Economic Area (EEA). For further information and information on the safeguards used, please see the section of this privacy policy entitled “Transfers of your data outside the European Economic Area”.

Use of Website Server Log Data for IT Security Purposes

Our third-party hosting provider collect(s) and store(s) server logs to ensure network and IT security, so the server and website remain uncompromised. This includes analysing log files to help identify and prevent unauthorised access to our network, the distribution of malicious code, denial of services attacks and other cyber-attacks, by detecting unusual or suspicious activity.

Unless we are investigating suspicious or potential criminal activity, we do not make, nor do we allow our hosting provider to make any attempt to identify you from the information collected via server logs.

Use of Website Server Log Data to Analyse Website Use and Improve Our Website

We use the information collected by our website server logs to analyse how our website users interact with our website and its features. For example, we analyse the number of visits and unique visitors we receive, the time and date of the visit, the location of the visit and the operating system and browser used.

We use the data gathered from the analysis of this data to improve our website. For example, we use the data gathered to change the information, content and structure of our website and individual pages according to what users are engaging most with and the duration of time spent on particular pages.

Cookies and Similar Technologies

Cookies are data files which are sent from a website to a browser to record information about users for various purposes.

We use cookies and similar technologies on our website, including essential, functional, analytical and targeting cookies and web beacons. For further information on how we use cookies, please see our cookies policy which is available here.

You can reject some or all the cookies we use on or via our website by changing your browser settings but doing so can impair your ability to use our website or some or all of its features. For further information about cookies, including how to change your browser settings, please visit www.allaboutcookies.org or see our cookies policy.

Disclosure and Additional Uses of Your Data

This section sets out the circumstances in which will disclose data about you to third parties and any additional purposes for which we use your data.

Disclosure of Your Data to Service Providers

We use several third parties to provide services which are necessary to run our business or to assist us with running our business and who process your data on our behalf. These include the following:

Telephone provider(s), including Focus 4 U Ltd. Their privacy policy is available here.
Email provider(s), including Microsoft Office 365. Their privacy policy is available here.
IT service provider(s), including Aegis Computers Ltd. Their privacy policy is available here.
Web developer(s), including Starberry Ltd. Their privacy policy is available here.
Hosting provider(s), including Rackspace. Their privacy policy is available here.
E-newsletter and administer, this company is ActivePipe UK Limited. Their privacy policy is here.
Reapit Limited T/A Reapit Property Services (Customer Relationship Management (CRM)) software for our sales and rental properties and applicants. Their privacy policy is available here.
Fixflo manage our maintenance reporting facility for our managed rental properties. Their privacy policy is available here.
Van Mildert Landlord & Tenant Protection Limited process our tenant referencing. Their privacy policy is available here.
Keystone Property Reports Limited T/A KPR (property visit software). Their privacy policy is available here.
Radweb Ltd T/A InventoryBase (property visit software). Their privacy policy is available here.
The Dispute Service (TDS) to register tenant deposits. Their privacy policies are available here.
Global Property Venture Limited T/A Zero Deposit for the administration of a deposit replacement services. Their privacy policy is available here.
Oh Goodlord Limited T/A Goodlord for our rent and legal, and legal protection for landlords. Their privacy policy can be found here.
Creditsafe Business Solutions Limited for the administration of Anti Money Laundering checks. Their privacy policy is available here.
Adobe Sign for electronic signature of some of our documents and contracts. Their privacy policy is available here
Ethical Introductions Limited t/a Just Move In to provide our moving concierge service. Their privacy policy is available here.
Agency Express provide our For Sale and To Let boards. Their privacy policy is available here.
Acaboom provide digital presentations for valuation purposes. Their privacy policy is available here.
Mortgage Advice Bureau Limited for the provision of Financial Services. Their privacy policy is available here
Homesearch Digital Limited T/A Homesearch for marketing to provide in-depth property reports. Their privacy policy can be found here.
TYPEFORM SL T/A Typeform for questionnaires and customer feedback. Their privacy policy is available here
Feefo for customer reviews. Their privacy policy is available here

Your data will be shared with these service providers where necessary to provide you with the service you have requested, whether that is accessing our website or ordering goods and services from us.

We do not display the identities of all our service providers publicly by name for security and competitive reasons. If you would like further information about the identities of our service providers, however, please contact us directly by email at dataprotection@alexanderandco.co.uk and we will provide you with such information where you have a legitimate reason for requesting it (where we have shared your data with such service providers, for example).

Disclosure of Your Data to Other Third Parties

We disclose your data to other third parties in specific circumstances, as set out below.

Providing Data to Third Parties Such as Google Inc.

Google collects data through our use of Google Analytics on our website. Google uses this data, including IP addresses and data from cookies, for several purposes, such as improving its Google Analytics service. Data is shared with Google on an aggregated and anonymised basis. To find out more about what data Google collects, how it uses this data and how to control the data sent to Google, please click here.

You can opt out of Google Analytics by installing the browser plugin here.

Transfer and Storage of Your Information

Data collected by Google Analytics is stored outside the European Economic Area on Google’s servers in the United States of America.

For further information about the safeguards used when your data is transferred outside the European Economic Area, see the section of this privacy policy below entitled “Transfers of your data outside the European Economic Area”.

Sharing your data within our business’ group of companies, including Alexander & Co Property Services Limited and Alexander & Co Financial Services Limited

We may need to share your data with other companies within our group to be able to meet our contractual obligations to you or to take steps at your request prior to entering a contract. For example, due to the services or information you have requested.

Sharing your data with a prospective or actual purchaser or seller in the context of a business or asset sale or acquisition by us, a merger or similar business combination event, whether actual or potential.

We may need to share your data with a prospective purchaser, seller or similar person in order to allow such a transaction to take place.

Transfer and Storage of Your Information

Indicating possible criminal acts or threats to public security to a competent authority

If we suspect criminal or potential criminal conduct has occurred, we will, in certain circumstances, need to contact an appropriate authority, such as the Police. This could be the case, for instance, if we suspect fraud or a cyber-crime has been committed or if we receive threats or malicious communications towards us or third parties.

We will generally only need to process your data for this purpose if you were involved or affected by such an incident in some way.

In connection with the enforcement or potential enforcement of our legal rights

We will use your data in connection with the enforcement or potential enforcement of our legal rights, including, for example, sharing information with debt collection agencies if you do not pay amounts owed to us when you are contractually obliged to do so. Our legal rights may be contractual (where we have entered into a contract with you) or non-contractual (such as legal rights we have under copyright law or tort law).

We may need to use your data if we are involved in a dispute with you or a third party for example, either to resolve the dispute or as part of any mediation, arbitration or court resolution or similar process.

For ongoing compliance with laws, regulations, and other legal requirements

We will use and process your data to comply with legal obligations to which we are subject. For example, we may need to disclose your information pursuant to a court order or subpoena if we receive one or to the National Crime Agency in connection with suspected or potential money laundering matters.

How Long We Retain Your Data

This section sets out how long we retain your data. We have set out specific retention periods where possible. Where that has not been possible, we have set out the criteria we use to determine the retention period.

Retention Periods

Server log information :we retain information on our server logs for up to two years.

Correspondence and enquiries:when you make an enquiry or correspond with us for any reason, whether by email, via our contact form or by phone, we will retain your data for as long as it takes to respond to and resolve your enquiry.

E-newsletter:we retain the information you used to sign up for our e-newsletter for as long as you remain subscribed (i.e. you do not unsubscribe) or if we decide to cancel our e-newsletter service, whichever comes earlier.

Criteria for Determining Retention Periods

In any other circumstances, we will retain your data for no longer than necessary, considering the following:

The purpose(s) and use of your data both now and in the future (such as whether it is necessary to continue to store that data in order to continue to perform our obligations under a contract with you or to contact you in the future)
Whether we have any legal obligation to continue to process your data (such as any record-keeping obligations imposed by relevant law or regulation)
Whether we have any legal basis to continue to process your data (such as your consent)
How valuable your data is (both now and in the future)
Any relevant agreed industry practices on how long data should be retained
The levels of risk, cost and liability involved with us continuing to hold the data
How hard it is to ensure the data can be kept up to date and accurate; and
How hard it is to ensure the data can be kept up to date and accurate; and

How We Secure Your Data

We take appropriate technical and organisational measures to secure your data and to protect it against unauthorised or unlawful use and accidental loss or destruction, including:

Only sharing and providing access to your data to the minimum extent necessary, subject to confidentiality restrictions where appropriate, and on an anonymised basis wherever possible
Using secure servers to store your data
Verifying the identity of any individual who requests access to data prior to granting them access to data
Using secure sockets layer (SSL) software to encrypt any data you submit to us via any forms on our website, and any payment transactions you make on or via our website
Only transferring your information via closed system or encrypted data transfers

Transmission of Data to Us by Email

Transmission of data over the internet is not entirely secure, and if you submit any information to us over the internet (whether by email, via our website or any other means), you do so entirely at your own risk.

We cannot be responsible for any costs, expenses, loss of profits, harm to reputation, damages, liabilities or any other form of loss or damage suffered by you as a result of your decision to transmit information to us by such means.

Transfers of Your Data Outside The European Economic Area

Your data will be transferred and stored outside the European Economic Area (EEA) in the circumstances set out below. We will also transfer your data outside the EEA or to an international organisation in order to comply with legal obligations to which we are subject (compliance with a court order, for example). Where we are required to do so, we will ensure appropriate safeguards and protections are in place.

Server log information

Information collected when you visit our website may be transferred outside of the EEA and stored on the servers of our third party hosting company, Rackspace. You can access their privacy policy here.

Safeguard(s) used: our third party hosting provider has self-certified its compliance with the EU-U.S. Privacy Shield Privacy Shield which is available here. The EU-U.S. Privacy Shield is an approved

certification mechanism under Article 42 of the General Data Protection Regulation, which is permitted under Article 46(2)(f) of the General Data Protection Regulation. You can access the European Commission decision on the adequacy of the EU-U.S. Privacy Shield here.

Contact Form

Information you submit to us via our contact form may be transferred outside the EEA and stored on our third party. Our hosting provider is Rackspace.

Safeguard(s) used: Our third party hosting provider has self-certified its compliance with the EU-U.S. Privacy Shield Privacy Shield which is available here. The EU-U.S. Privacy Shield is an approved certification mechanism under Article 42 of the General Data Protection Regulation, which is permitted under Article 46(2)(f) of the General Data Protection Regulation. You can access the European Commission decision on the adequacy of the EU-U.S. Privacy Shield here.

Data you submit to us by email may be transferred outside the EEA and stored on our third-party email provider’s servers. Our third-party email provider is Microsoft Office 365.

Google Analytics: Information collected by Google Analytics (your IP address and actions you take in relation to our website) is transferred outside the EEA and stored on Google’s servers. You can access Google’s privacy policy here.

Your Rights In Relation To Your Information: Subject to certain limitations on certain rights, you have the following rights in relation to your data, which you can exercise by writing to our Data Protection Officer, Ricky Mitchell at Alexander & Co, Pevensey House, 27 Sheep Street, Bicester, OX26 6JF or sending an email to dataprotection@alexanderandco.co.uk.

To request access to your data and information related to our use and processing of your data
To request the correction or deletion of your data
To request that we restrict our use of your data
To receive data which you have provided to us in a structured, commonly used and machine-readable format (e.g. A csv file) and the right to have that data transferred to another data controller (including a third party data controller)
To object to the processing of your data for certain purposes (for further information, see the section below entitled “your right to object to the processing of your data for certain purposes”); and
To withdraw your consent to our use of your data at any time where we rely on your consent to use or process that data. Please note that if you withdraw your consent, this will not affect the lawfulness of our use and processing of your data on the basis of your consent before the point in time when you withdraw your consent

In accordance with Article 77 of the General Data Protection Regulation, you also have the right to lodge a complaint with a supervisory authority, in particular in the Member State of your habitual residence, place of work or of an alleged infringement of the General Data Protection Regulation.

For the purposes of the UK, the supervisory authority is the Information Commissioner’s Office (ICO), the contact details of which are available here.

Further information on your rights in relation to your personal data as an individual.

The above rights are provided in summary form only and certain limitations apply to many of these rights. For further information about your rights in relation to your data, including any limitations which apply, please visit the following pages on the ICO’s website:

You can also find out further information about your rights, as well as information on any limitations which apply to those rights, by reading the underlying legislation contained in Articles 12 to 22 and 34 of the General Data Protection Regulation, which is available here.

Verifying your identity where you request access to your data: Where you request access to your data, we are required by law to use all reasonable measures to verify your identity before doing so. These measures are designed to protect your data and to reduce the risk of identity fraud, identity theft or general unauthorised access to your data.

How We Verify Your Identity: Where we possess appropriate data about you on file, we will attempt to verify your identity using that data. If it is not possible to identity you from such data, or if we have insufficient data about you, we may require original or certified copies of certain documentation in order to be able to verify your identity before we are able to provide you with access to your data. We will be able to confirm the precise data we require to verify your identity in your specific circumstances if and when you make such a request.

Your Right To Object To The Processing Of Your Data For Certain Purposes: You have the following rights in relation to your data, which you may exercise in the same way as you may exercise by writing to our Data Protection Officer, Ricky Mitchell at Alexander & Co, Pevensey House, 27 Sheep Street, Bicester, OX26 6JF or sending an email to dataprotection@alexanderandco.co.uk.

To object to us using or processing your data where we use or process it in order to carry out a task in the public interest or for our legitimate interests, including ‘profiling’ (i.e. Analysing or predicting your behaviour based on your data) based on any of these purposes; and
To object to us using or processing your data for direct marketing purposes (including any profiling we engage in that is related to such direct marketing)

You may also exercise your right to object to us using or processing your data for direct marketing purposes by:

Clicking the unsubscribe link contained at the bottom of any marketing email we send and following the instructions which appear in your browser following your clicking on that link Sending an email to dataprotection@alexanderandco.co.uk asking that we stop sending you marketing communications or by including the words “opt out” for more information on how to object to our use of data collected from cookies and similar technologies, please see the section entitled “how to accept or reject cookies” in our cookies policy, which is available here.

Sensitive Personal Data: “Sensitive personal data” is data about an individual that reveals their racial or ethnic origin, political opinions, religious or philosophical beliefs, or trade union membership, genetic information, biometric information for the purpose of uniquely identifying an individual, information concerning health or information concerning a natural person’s sex life or sexual orientation.

We do not knowingly or intentionally collect sensitive personal data from individuals, and you must not submit sensitive personal data to us.

If, however, you inadvertently or intentionally transmit sensitive personal data to us, you will be considered to have explicitly consented to us processing it under Article 9(2)(a) of the General Data Protection Regulation. We will use and process your sensitive personal data for the purposes of deleting it.

Changes to Our Privacy Policy: We update and amend our privacy policy from time to time. Minor changes to our privacy policy. Where we make minor changes to our privacy policy, we will update it with a new effective date stated at the beginning of it. Our processing of your data will be governed by the practices set out in the new version from its effective date onwards.

Major changes to our privacy policy or the purposes for which we process your data where we make major changes to our privacy policy or intend to use your data for a new purpose or a different purpose than the purposes for which we originally collected it, we will notify you by email (where possible) or by posting a notice on our website.

We will provide you with the information about the change in question and the purpose and any other relevant information before we use your data for that new purpose. Wherever required, we will obtain your prior consent before using your data for a purpose that is different from the purposes for which we originally collected it.

Children’s Privacy: Because we care about the safety and privacy of children online, we comply with the Children’s Online Privacy Protection Act of 1998 (COPPA). COPPA and its accompanying regulations to protect the privacy of children using the internet. We do not knowingly contact or collect data from persons under the age of 18. The website is not intended to solicit information of any kind from persons under the age of 18. It is possible that we could receive data pertaining to persons under the age of 18 by the fraud or deception of a third party. If we are notified of this, as soon as we verify the data, we will, where required by law to do so, immediately obtain the appropriate parental consent to use that data or, if we are unable to obtain such parental consent, we will delete the information from our servers. If you would like to notify us of our receipt of information about persons under the age of 18, please do so by sending an email to dataprotection@alexanderandco.co.uk

Do Not Track Disclosures: “Do not track” is a privacy preference which users can set in their web browsers. When a user turns on a Do Not Track signal in their browser, the browser sends a message to websites requesting that they do not track the user. For information about Do Not Track, please visit www.allaboutdnt.org.

Copyright, Credit & Logo: This privacy policy is based on a General Data Protection Regulation (Regulation (EU) 2016/769) (GDPR) compliant template provided by GDPR Privacy Policy. For further information, please visit https://gdprprivacypolicy.org. The copyright in this privacy policy is either owned by, or licensed to, us and is protected by copyright laws around the world and copyright protection software. All intellectual property rights in this document are reserved. Where we display the GDPR Privacy Policy logo on our website, this is used to indicate that we have adopted a privacy policy template provided by GDPR Privacy Policy as the basis for this privacy policy.

‘Home Setup Services’

All tenants will receive, at no extra charge, our Home Setup Service which comprises arranging change of occupation notifications for council tax and utilities, as well as setting up optional services such as broadband, TV, phone, insurance, and/or where requested other home or move related needs such as contents insurances, cleaning, storage or removals (known as “Home Setup Services”).

The Home Setup Service is provided on the Agent’s behalf by Ethical Introductions Limited (t/a Just Move In). Please note that in order to arrange and confirm the scope of the Home Setup Service to be provided, you will be contacted by telephone, text or email by Just Move In.

'Treatment of personal data’

Just Move In will receive and is also a controller of users’ Personal Data necessary for the provision of the Home Setup Service, as further described in our Privacy Policy.

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