Property Transaction Data

Our Privacy Policy explains:

What information we collect and how we collect it

Why and how we use your information.

How long we keep your information

How we may share your information

Your rights on the information we hold about you

Security-how we keep your information safe

Changes to this Privacy Policy

How to contact us

Property Transaction Data Ltd acts as a data processor.

We deal exclusively with other businesses, who we acknowledge as data controllers of any personal data they collect in order for us to deliver our services.

We do not deal directly with individual members of the public.

Information We Collect & Process

In order to provide our services and for the other purposes set out in Use of Information below, we collect and process Personal Data from our customers. We may collect the following information

  • Our Client’s User Information
    • First name and last name
    • Work email address
    • Work telephone numbers
    • Work postal address
  • Payment information
  • Personal data relating to our staff and HR matters

We may process the following information that is collected by our clients.

  • Information about properties for which searches are being compiled
    • Physical address of the property
    • Client reference numbers
  • Information required to facilitate our integration with the Land Registry
    • Clients HMLR username
    • Clients HMLR Password (we will encrypt this)
    • Title numbers
    • Contact Details (Customer Ref, Address, Name, Phone)
    • Property description
    • Supporting documents for an ap1 request to change title
    • Conveyancer name
    • Property address
    • Applicant name

We collect your information from

  • User registration form within our software platform
  • Payment details collected over the phone and entered securely into our banking and accounts systems

We may also collect information from telephone conversations, emails, instant messages and written and verbal communications.

Use of Information

Your Personal Data may be used in the following ways:

  • To provide our services to you,
  • To respond to your requests and inquiries,
  • To improve our services, for example evaluation questionnaires,
  • To request your participation in surveys, or other initiatives which help us to gather information used to develop and enhance our services,
  • To comply with applicable law(s) (for example, to comply with a search warrant or court order) or to carry out professional ethics/conduct investigations,
  • To enable us to provide, to maintain our own accounts and records and to support and manage our employees.

Consent and lawful Processing of data.

Our legitimate interests, which include processing such Personal Data for the purposes of

  • Providing and enhancing the provision of our services.
  • Business administration and programme delivery

How long will we keep your information?

File Type

Retention Period

HR files

Employment references

Redundancy details

6 years after employment ceases

Finance records

Income tax, NI returns, income tax records and correspondence with IR, Parental leave,

Wages and salary records

HMRC advise you must keep records for 6 years from the end of the last company financial year they relate to, or longer if: they show a transaction that covers more than one of the company’s accounting periods.

Property Information

Property description, address, title number, value, search results and other supporting documents

10 years

Applicant Information

Land registry login information (stored for single sign on purposes), contact information

3 months after a transaction is complete

Sharing and Disclosure to Third Parties

We may disclose your Personal Data to third parties from time-to-time under the following circumstances:

  • You request or authorise the disclosure of your personal details to a third party.
  • The information is disclosed as permitted by applicable law(s) and/or in order to comply with applicable law(s) (for example, to comply with a search warrant or court order).
  • The information is provided to service providers who perform functions on our behalf.
    • Hosting providers for the secure storage and transmission of your data
    • Legal and compliance consultants, such as external counsel, external auditors
    • Technology providers who assist in the development and management of our web properties

    

Subject Access/User Rights

As a user, you are subject to the following rights:

  • The right to be informed of the use of your Personal Data
  • The right to access and/or to require the correction or erasure of your Personal Data
  • The right to block and/or object to the processing of your Personal Data
  • The right to not be subject to any decision based solely on automated processing of your Personal Data
  • In limited circumstances, you may have the right to receive Personal Data in a format which may be transmitted to another entity.

If you have a complaint in relation to the processing of your data carried out under this Privacy Policy, you have the right to lodge a complaint with the Information Commissioner Office.

You may seek to exercise any of these rights by updating your information online (where possible). Further information about our complaints process can be found within our general terms and conditions, available on our website at www.ptdata.co.uk.

You can directly email info@ptdata.co.uk, or write to us at 5th Floor, 167-169 Great Portland Street, London, W1W 5PF

Information security

We are working to protect your personal information that we hold, its confidentially, integrity and availability. 

  • We review our information collection, storage and processing practices, including physical security measures, to guard against unauthorised access to systems.
  • We restrict access to personal information to authorised staff subject to strict contractual confidentiality obligations who may be disciplined or terminated if they fail to meet these obligations.
  • We have an Information Security Policy in place which defines the measures we take to protect your personal information. We use a combination of technology and procedures to ensure that our paper and computer systems are protected, monitored and are recoverable.
  • We only use third party service providers where we are satisfied that they provide adequate security for your personal data. We expect all our providers to be compliant with the following:
    • Cyber Essentials
    • ISO27001

Compliance and cooperation with regulatory authorities

We regularly review our compliance with our Privacy Policy. Further information about our complaints process can be found within our general terms and conditions, available on our website at www.ptdata.co.uk.

You can directly email info@ptdata.co.uk, or write to us at 5th Floor, 167-169 Great Portland Street, London, W1W 5PF

We work with the ICO to resolve any complaints regarding the transfer of personal data that we cannot resolve with our users directly.

Changes

Our Privacy Policy may change from time to time. We will not reduce your rights under this Privacy Policy without your explicit consent.

Rights for individuals

The Data Protection Act 2018 gives individuals rights relating to the processing of their personal information, which are:

  1. Right to be informed – obligation to provide ‘fair processing information’ through privacy notices. There must be transparency at the point of collection on how the information will be used and there is an emphasis on providing you with a clear and concise notice. 
  2. Right of access – individuals must be able to access their data to ensure that it is being processed lawfully. This is commonly referred to as a Subject Access Request. If you wish to have access to your personal data you can submit a request in writing, email or verbally and the company will respond within 28 days. We may seek clarification as to your identity before proceeding and importantly there is no fee for this service.  Where personal data is transferred to a third country or to an international organisation, the data subject shall have the right to be informed of the appropriate safeguards in place relating to the transfer.
  3. Right to rectification – GDPR includes a right for individuals to have inaccurate personal data rectified or completed if it is incomplete. This right is closely linked to the controller’s obligations under the accuracy principle, article (5)(1)(d). An individual can make a request for rectification verbally or in writing, in certain circumstances this request can be refused. A response should be actioned within one month of the request.
  4. Right to be forgotten (is not absolute and only applies in certain circumstances) erasure or rectification of personal data – the data subject has the right for the controller to erase all personal data concerning the data subject without undue delay where the following apply; personal data is no longer necessary in relation to the original purpose for processing; data subject withdraws consent; data subject objects to processing and lawful basis for original processing was under legitimate interest; the personal data was unlawfully processed; personal data needs to be erased due to legal obligations.
  5. Right to Restrict processing – Individuals have the right to request the restriction or suppression of their personal data, this is not an absolute right and only applies in certain circumstances. An individual can make the request verbally or in writing and the request needs to be actioned within one calendar month. When processing is restricted you care permitted to store the personal data, but not use it.
  6. Right to data portability – this is a new right enabling individuals to reuse and transfer their personal data (held in electronic format only and carried out by automated means) for their personal use to another data controller without hindrance or affecting its usability. This right is however only applicable when personal information is captured under the lawful basis of consent or performance of a contract. This right will not apply to processing necessary for the performance carried out in the public interest.
  7. Right to object – the data subject shall have the right to object, on grounds relating to his or her particular situation, at any time to processing of personal data concerning him or her which is based on points (e) public interest or (f) legitimate interest of article 6(1), including profiling based on these provisions. The controller shall no longer process the personal data unless the controller demonstrates compelling legitimate grounds for the processing which override the interests, rights and freedoms of the data subject or for the establishment, exercise or defence of legal claims. 

How do we use this information?

You can exercise your rights at any time by contacting us at 

If you wish to make a complaint about how we have handled your personal data, please email: hello@ptdata.co.uk and we will investigate the matter.If you are not satisfied with our response or believe we are not processing your data in accordance with the law, you can contact the UK’s Information Commissioner’s Office.