Privacy Policy

The Kristian Allan website: https://www kristianallan co.uk/ is maintained by Kristian Allan Lettings Limited. A Sales, Lettings and Property Management company registered in England, UK. Reg. No. 07866753. We can be found at Stoneholme 42 High Street Walshaw Bury, BL8 3AN. You can contact us on 01204 328777 or write to us at info@kristianallan.co.uk

This Privacy Notice discusses how Kristian Allan Lettings Limited handles data in line with requirements of GDPR. We have a legal and regulatory duty to protect any personal information that we hold or process and this Notice demonstrates the appropriate measures that we take to do so. All information handled via our website or within our internal processes are handled lawfully in accordance with the General Data Protection Regulation (GDPR) and the Data Protection Act (DPA) 2018 (as amended from time to time).

What is Personal Data?
Throughout this Privacy Notice and within our correspondence with you we may refer to ‘Personal data’ as ‘personal data’, ‘personal information’ or ‘personally identifiable information’. In all cases, and according to GDPR, personal data means “any information relating to an identified or identifiable natural person (‘data subject’); an identifiable natural person is one who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person”.

Our lawful basis for collecting your personal data:
Under the UK GDPR we are obligated to define a lawful basis to demonstrate that processing is necessary for a specific purpose. As a Sales, Lettings and Property Management company, it is usually necessary for us to process your data for the purpose of fulfilling our contract with you. This lawful basis is regarded as the contractual basis for processing.

Other lawful bases include:
• Your consent
• We have a legal obligation to process your data
• We process your data for your vital interest (to save your life)
• We need to process your data to perform a public task
• We have a legitimate interest for processing your data

We will only process your personal data in line with the lawful basis for which we collect it, unless we reasonably consider that it is required for a similar purpose, compatible with the original lawful basis. 

The Lawful Basis of Consent:
If ‘consent’ is the basis for our lawful processing of your data, then it must be given by you freely, specifically, on an informed, affirmatively (you opted in) and unambiguously. You may withdraw your consent at any time by emailing info@kristianallan.co.uk or calling us on 01204 328777. As soon as consent is withdrawn, we will immediately cease processing your data, however, please be aware that this may also make us unable to supply our services to you any further.

Your information will be retained for as long as your consent and the purpose for which the information was collected remain valid. To ensure that your consent remains valid, we will contact you every twelve (12) months to review your consent and ask you to ‘opt-in’ to consent for a further twelve (12) months.

What types of personal data do we collect?
As a Sales, Lettings and Property Management company, it is often necessary for us to collect personal and financial data in line with the requirements stemming from promotion, rental, or sale of a listed property by a specific person or persons to a specific person or persons. In order to facilitate our services, we currently collect and process the following information:
• First Name
• Last Name
• Address and Postcode
• Email Address
• Phone Number
• Bank Details and transaction data
• Technical data (when interacting with our website)
• Vehicle Registration (if captured in photographs)
• Criminal Offence Data (where disclosed)

In the case of criminal offence data considerations of Articles 9 & 10 of UK GDPR and Schedule 1 of the Data Protection Act (DPA) 2018 are documented. In the case of Kristian Allan, Condition 29 ‘Consent’ of Schedule 1 of the Data Protection Act has been identified. Such data is only processed when freely given, specific, informed, affirmative and unambiguously in the interest of securing housing, as requested by the data subject. During the course of our service, we ‘may’ collect further data from you directly in order to progress our services.

How do we get your information and why do we have it?
Most of the information received by Kristian Allan is voluntarily provided by you to facilitate our services. To provide our services to you we need to collect and process your information so that we may enter a contract with you.

We usually require your information to:
• Value your property
• Advertise your property
• Assist you in selling or renting out your property as a landlord
• Assist you in renting or purchasing a property from a landlord
• Manage a property on your behalf
• Be the management agency for a property you live in
• Make a service payment to you
• Take a service payment from you

We may collect your personal data via several channels, including phone calls, paper evaluation forms and our website portal. Once your information is received, it is uploaded to our secure client management software and all previous copies of your information are deleted. Once we have completed our contract with you, your information is deleted in line with out data retention schedule (outlined further on).

How we handle your data: The General Data Protection Regulation defines principles that data controllers must apply when handling your personal information. By processing your personal information in line with the below principles, Kristian Allan, when acting as the data controller (deciding the reason for processing your data), is able to facilitate your rights, lawfully handle and safeguards your data.

The principles that we abide by are:
The Principle of Lawfulness Fairness and Transparency – We only collect and process Personal Information in a way that is lawfully, fair, and transparent to you
The Principle of Accountability – We take responsibility for what we do with your personal data and how we comply with the other principles, and are able to demonstrate our compliance
The Purpose Limitation Principle – We only process your personal information for specified, explicit and legitimate purposes
The Data Minimisation Principle – The personal data collected that we process is adequate, relevant, and limited to what is necessary
The Data Accuracy Principle – We ensure that the data we process is accurate and, where necessary, kept up to date
The Storage Limitation Principle – We only keep personal information in a form which permits your identification no longer than is necessary
The Integrity & Confidentiality (security) Principle – We ensure that we appropriately secure your personal data, including protection against unauthorised or unlawful processing and against accidental loss, destruction or damage.

Data Security:
Kristian Allan Limited are committed to the security and protection of your personal information. We understand that a breach of your information may cause undue stress, worry and in extreme cases my impact your rights and freedoms. For that reason, we ensure that have appropriate security measures in place to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed.

We use several technical and procedural measures to limit access to your personal data to only the employees, and other third parties who have a business ‘need to know’. We only share your data within circumstances that require sharing to fulfil our service to you. When doing so, we also ensure that any third parties also have the appropriate security in place and that they are subject to a duty of confidentiality.

In the unlikely event of a data breach, we follow procedures set out by the Information Commissioners Office (ICO) to investigate and deal with the breach in a transparent and ethical way. Our data breach process includes an assessment of the potential impact to your rights and freedoms, and should any impact be suspected, we will notify you and the ICO where we are legally required to do so.

International & Third-Party Data Transfers:
We may share your information with trusted third parties for purposes compatible with our purpose for processing, and to be able to provide you with our services. All of our trusted third parties are based in the United Kingdom (UK) and include surveyors, energy assessors and solicitors. We do not knowingly transfer any personal data outside the United Kingdom (UK) or European Economic Area (EEA). Should we need to transfer personal information outside of the UK or EEA in future, then we would inform you of that requirement and ensure that the appropriate safeguards are in place, as set out by the European Commission.

How long do we keep your data?
The Property Ombudsman (TPO) has published Codes of Practice which stipulate that, by law, estate agents must maintain clear and full written records of transactions for a period of six years. Kristian Allan maintains copies of your personal data in line with this stipulation, however, all data is deleted six years from the date of contract completion.

Your data, your rights:
Both the UK & EU General Data Protection Regulation give you seven rights in relation to your data. It is important that you understand your rights and for that reason, we have listed them below:

1. The right to access – the right to access copies of personal information.
2. The right to rectification – the right to ask organisations to rectify information that isn’t correct.
3. The right to erasure – the right to have personal information erased in certain circumstances.
4. The right to restriction of processing – the right to have processing of personal data restricted in certain circumstances
5. The right to object to processing – the right to object to having data processed in the first place or by a specific means.
6. The right to data portability – the right to have information transferred from one organisation to another or be given to the data subject directly.
7. Rights relating to automated decision making and profiling – the right to challenge the use of automated processing & decision making (we don’t do this)

Please note that not all rights are absolute. There may be certain circumstances we are unable to facilitate the exercise of your right(s) due certain allowed exemptions. Should this be the case, then we will explain the exemption reason to you in our response.

Exercising your rights – the SAR process:
The process of exercising rights usually starts with the right to access. The right to access is the right to request and receive a copy of all the personal data we hold on you so that you can understand why we are using you data and to check that we are doing it lawfully. This is usually seen as the ‘gateway right’ from which other rights can be exercised and is commonly referred to as a Subject Access Request or SAR. You can request a SAR in two ways; verbally (in person or by phone); or in writing (including on social media platforms). You do not have to use the specific term ‘Subject Access Request’ and can simply ask for your personal information. If you would like to make a SAR request in writing directly to us, please email info@kristianallan.co.uk or send a letter to Stoneholme 42 High Street Walshaw Bury, BL8 3AN. You can make a verbal request by phone by calling 01204 328777.

Upon receipt of your request, we will need to confirm your identity, following which we will respond to you with a copy of your personal data within thirty (30) days. The Subject Access Request service is free of charge unless our Data Protection Manager deems the request as being manifestly unfounded or excessive, at which point a ’reasonable fee’ for the administrative costs may be charged.

Information collected while using our website, including Cookies:
Upon visiting the Kristian Allan website, some details are recorded from your internet browser for statistical purposes via the use of Cookies and Google Analytics. The statistical information collected include things like how many people visit our website and which pages are of most interest to those that have visited.

Cookies are small text files that are stored on your computer’s hard drive via your web browser where you have used a form of log-in to identify yourself to the website. Cookies do not contain any personal information about users but allow us to identify you as a separate entity and track your actions on our site. They are used so that we may personalise your experience and provide you with additional functionality and convenience. As soon as you close your browser, the cookies are deleted. Cookies are optional and you can continue to use our site even if you refuse to allow them, however you may not be able to take advantage of some of the features that require their function. In compliance with EU legislation, the following table lists the use of cookies on this web site:

Cookie NamePurposeMore information
SK SessionSession Cookies are Cookies that last for a single session, and all information stored within the cookie is deleted once the session ends.N/A
AcceptCookiesAccept Cookies are used to store information about your interaction with our website for up to one year, however, these are only permitted when you agree to receive cookies.N/A
Google Analytics
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These cookies collect information about how visitors interact with our website including the number of visitors per month, the approximate location of visitors and the pages visited. The Cookies are collected in an anonymous form.Google Marketing Platform – Unified Advertising and Analytics

To find out more about cookies, please visit: www.allaboutcookies.org
To find out more about how to opt-out of Google Analytics and download opt-out browser add-on, please visit: https://tools.google.com/dlpage/gaoptout

How to complain:
If you have any concerns about the way in which we handle your personal information, you can make a complaint to us at info@kristianallan.co.uk or write to:
The Data Protection Manager, Kristian Allan, Stoneholme, 42 High Street Walshaw Bury BL8 3AN.

You also have the right to complain to the UK’s regulator, the Information Commissioners Office, if you are unhappy with how we have handled your data.
The ICO’s address:
Information Commissioner’s  Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

Helpline number: 0303 123 1113
ICO website: https://www ico org.uk

Client Portal

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All our clients get access to their own personal client portal to view information, see data and more. Request your login details using the short form below.