Last updated 9th January 2024

Privacy Notice

Our contact details

Name: Residential Property Group Ltd t/a Osprey Property & t/a Osprey Property Investments

Address: 4 Burley Road, Oakham, LE15 6DH

Phone Number: 01572 756675

E-mail: enquiries@osprey-property.co.uk

This Privacy Notice explains how we use the personal information we collect about you, how you can instruct us if you prefer to limit the use of that information and the procedures that we have in place to safeguard your privacy.

In this Privacy Notice reference to Residential Property Group Ltd shall mean Residential Property Group and those trading as Residential Property Group Ltd including the trading names of Residential Property Group Ltd and its subsidiaries and subsidiary undertakings from time to time (as those expressions are defined in sections 736 and 258 respectively of the Companies Act 1985 (as amended). In this Privacy Notice, the expressions “we”, “us” or “our” means Residential Property Group and its subsidiaries and subsidiary undertakings from time to time.

Residential Property Group Ltd is committed to ensuring that your privacy is protected in accordance with the law, and all personal information shall be held and used in accordance with the Data Protection Act 2018. Further details of which are available from the Information Commissioner’s website www.ico.gov.uk

Residential Property Group Ltd is registered as Data Controller of your Information, registered in England and Wales with company number 5458295, and with registered address; Rivermead House, 7 Lewis Court, Grove Park, Enderby, Leicestershire, LE19 1SD.

1. The type of personal information we collect 

1.1 We currently collect and process the following information: 

• Personal identifiers, contacts, and characteristics (for example, name, date of birth, signature, and contact details)
• Contact details (email address, phone number, address)
• Payment details (debit/credit card)
• Career details
• Relevant financial information
• Website Cookies

1.2 To comply with Money Laundering Regulations 2022 (MLR 2022), we will request personal data and documents from vendors and purchasers to confirm: 

• Identification
• Proof of Address
• Evidence and source of funds used

1.3 We may, request additional information relevant to the provision of specific services; this could include details such as: 

• Previous property ownership
• Financial details for mortgage purposes.

2. How we get the personal information and why we have it 

2.1 Most of the personal information we process is provided to us directly by you for one of the following reasons: 

1. When you enquire or register for products and services provided by Residential Property Group Ltd, via our websites, telephone, electronic communications, or direct contact with our employees.
2. Any calls that you make to our customer teams may be recorded for the purposes of our business management, training, and security.
3. We may, request additional information relevant to the provision of specific services; this could include details such as, previous property ownership and financial details for mortgage purposes. This information will be shared with third parties where they are involved in the delivery of products or services.
4. When you make a payment via our website or over the phone.

2.2 We use the information that you have given us to: 

• The information provided allows us to process your registration, confirm your identity, and communicate with you to provide relevant products and services to suit your needs.
• The data collected for the purpose of Money Laundering Regulations 2022, will be processed for the purpose of preventing money laundering and terrorist financing and will not be used for any other purpose without your express permission. For customers using our mortgage services, the financial data provided will be used for the purpose of establishing affordability.
• The relevant information is used by us, our agents, and sub-contractors to communicate with you on any matter relating to your relationship with Residential Property Group Ltd in general.
• If necessary, your information will also be transferred or forwarded to other members of Residential Property Group Ltd or its group for administration, marketing or information gathering, and similar purposes.
• We will use your contact details to keep you informed about suitable products and services provided by Residential Property Group Ltd and selected third parties. This may involve sharing some or all your information with third parties.
• We, or our agents and sub- contractors may occasionally contact you, including by post, email, or telephone to ask for feedback and comments on our services.
• Where you have provided consent, we will use your information to contact you (by telephone, post, or e-mail) about related goods and services that may be of interest to you, this may involve sharing some or all your information with third parties. If you would prefer not to receive this information you can update your communication preferences at any time by sending an e-mail.
• On occasion we carry out surveys or other promotional activities for our own benefit or for more general interest. Participation in any survey is entirely optional.

2.3 We may share this information with other organisations in certain situations, for example: 

• Some of the services provided by Residential Property Group Ltd may be supplied by third parties and therefore we will pass on to the relevant party the information required to fulfil your needs. For example, if you are using the services provided by one of our business partners (e.g., mortgage lender, insurance provider, conveyancer) we will pass your details to them for the purposes of preventing money laundering and terrorist financing.
• These third parties will pass certain information such as fulfilment and complaints data back to us, so that we can monitor supplier performance and customer satisfaction. Your information will be handled in accordance with the relevant data protection legislation at all times.
• We may provide your information to our customer service agencies for research, survey, and analysis purposes to monitor and improve the services we provide.
• Where information is to be shared with carefully selected third parties, Residential Property Group Ltd will endeavour to provide you with a further opportunity to opt out of receiving details of individual products and services at the relevant time.

3. Our use of Cookies 

3.1 What is a Cookie, and what is it used for? 

3.1 A cookie is a piece of information that a website puts on your device so that it can remember something about you or your device at a later date. We use cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse this website. By using our website, you agree to our use of cookies.

This policy explains what cookies we use on our website and how you can refuse or withdraw your consent to cookies. You can find out more information about cookies at www.allaboutcookies.org and www.youronlinechoices.eu.

3.2 An example of cookies used in the Website; 

• Session cookies

These are typically required by us to make sure you can move freely from one page to another and so that you can access and use certain services within the website. Normally these cookies only last while your browser is open and are deleted when it is closed. Some may need to remain for longer than the duration of your visit (or “session”).

• Persistent cookies

These cookies allow you to set and store preferences for the website, such as when you are offered the option to customise elements of the layout or content of the website. These cookies may also help us to monitor, debug and optimise the performance of the website. These cookies remain after you close your browser to remember your actions and preferences when you return to our website.

3.3 Refusing or withdrawing your consent to the use of cookies 

You may refuse to accept cookies by altering the settings on your internet browser. For more information about how to do this, look at your browser “help” section or visit www.allaboutcookies.org or www.youronlinechoices.eu.

If you adjust your internet browser settings to refuse the setting of cookies, you may not be able to access or use fully certain parts or functionality of our website.

3.4 Updates to this policy 

So that we can offer you the best possible online experience, new services using cookies may be added to our website from time to time. We aim to keep the cookie information provided here as accurate as possible and use all reasonable efforts to review regularly and update the details. When we update these details, we will post changes on this page so please check back frequently.

4. Terms covering websites operated by Residential Property Group Ltd.

4.1 The Internet is not a secure medium and as such you acknowledge and agree that Residential Property Group Ltd shall not, to the fullest extent permitted by law, be liable to you for any unauthorised usage, interception, distribution, damage, or destruction of personal data.

4.2 Some services will require you to register with the Site and when you register to use the Site, we need to know your name, address, and other contact details.

5. Terms covering electronic communications with Residential Property Group Ltd

5.1 When communicating with Residential Property Group Ltd by email you should ensure that you take all reasonable precautions to protect any sensitive personal data. When you register to use any of our websites / mailing sytems, you may be asked to create a password, it is your responsibility to choose a secure password.

responsible for all activities that occur under your password and if you know or suspect that someone else knows your password you should notify us immediately.

6. Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are: 6.3 We have a legal obligation. 

6.1 Your consent. 

By submitting your information, you give your unconditional consent to the use of that information as set out in this notice. If we change our Privacy Notice, we will post the changes on our website, so that you may be aware of the information we collect and how we use it. We will also e-mail you should we make any significant changes so that you may consent to our use of your information in that way. Continued use of the service will signify that you agree to any such changes. Where in any case you provide information about individuals other than yourself, you warrant that you have obtained that person’s consent to the use of such information.

You can remove your consent at any time. You can do this by contacting equiries@osprey-property.co.uk .

6.2 We have a contractual obligation. 

By entering a contract with our clients, we have an obligation to ensure we hold the correct and relevant information needed to provide our services. For example, services to landlords, rental applicants/tenants, sales vendors, buyers, and investors.

6.3 We have a legal obligation. 

1. Under the Money Laundering Regulation 2022, we are required to perform customer due diligence on our sales vendors and buyers, by collecting the data as outlined in Section 1.
2. We also have a legal obligation to store financial records relating to all client accounts for the period required of up to 6 years.
3. When we receive enquiries relating to arranging an appointment, such as a property viewing, or property valuation etc., we have a legal obligation to request certain personal information such as, full name, contact number, address, email address of each person who is attending. This is to protect our employees under the Health & Safety at Work Act (1974).

6.4 We have a legitimate interest 

• When you contact Residential Property Group Ltd, regarding an enquiry, if the enquiry is to request a property viewing, valuation, to discuss investment opportunities etc., you are consenting to the collection of your personal data to pursue a legitimate interest.
• Therefore, if consent is given to retain your information. As outlined above, we will use your information to contact you (by telephone, post, letter or e-mail) about related goods and services that may be of interest to you, this may involve sharing some or all your information with carefully selected third parties. If you would prefer not to receive this information you can update your communication preferences at any time by sending an e-mail.

7. How we store your personal information 

• In line with the requirements of the Data Protection Act 2018, we follow strict security procedures to ensure that personal information is not damaged, destroyed or disclosed to a third party without your permission and to prevent unauthorised access to your information.
• Your information is securely stored on our computer systems and in our manual records.
• Manual records are stored in a secure facility with restricted physical access.
• Electronic files have security measures to prevent electronic access.
• The access to and use of the information that we collect is restricted to our employees who need the information to perform a specific job role or activity. Where information is shared with third parties in line with this notice similar security measures are used to protect your information.
• All information provided to third parties will be subject to the terms of this privacy notice and those of the relevant third-party privacy notice, details of which will be made available by inclusion in any initial correspondence / documentation that is provided.
• We will retain your information for a reasonable period or for as long as is required by law.
• We will dispose of your personal data once it is no longer needed or relevant in accordance with UK GDPR.
• If we receive a request to erase your personal data, and we have no lawful obligation to retain your personal data, this will be disposed of.
• Information that we have a legal obligation to retain for a period of up to 6 years, may be disposed of once the 6 years is reached.
• All personal and sensitive information is shredded before disposal.

8. Your data protection rights 8.1 Under data protection law, you have rights including: 

Your right of access – You have the right to ask us for copies of your personal information.

Your right to rectification – You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure – You have the right to ask us to erase your personal information in certain circumstances.

Your right to restriction of processing – You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing – You have the the right to object to the processing of your personal information in certain circumstances.

Your right to data portability – You have the right to ask that we transfer the personal information you gave us to another organisation, or to you, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

If you wish to make a data subject access request (a request for access to your personal data). Please contact us at enquiries@osprey-property.co.uk, 01572 756675, 4 Burley Road, Oakham, LE15 6DH.

9. How to complain

If you have any concerns about our use of your personal information, you can make a complaint to us at enquiries@osprey-property.co.uk, Residential Property Group Ltd, 4 Burley Road, Oakham, LE15 6DH.

You can also complain to the ICO if you are unhappy with how we have used 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