Privacy Notice 

Clyde Property is committed to ensuring that your privacy is protected and this Privacy Notice explains how we intend to make use of your personal data. 

Clyde Property 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. 

We are Clyde Property Ltd. Our Data Protection Officer is Fiona Ferrier-Hindshaw and you may contact us on the following details: 

Email: privacy@clydeproperty.co.uk 

 Post: The DPO, Clyde Property Ltd, 8 Busby Road, Clarkston, Glasgow, G76 7XL 

What Personal Information is 

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. 

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. Together with any relevant financial data, to enable us to offer you mortgage and insurance products and services from Hub Financial Ltd (SC764315) (T/A Clyde Financial), our mortgage and insurance company who offer whole of market mortgage advice. Hub Financial Ltd (T/A Clyde Financial) will then collate all relevant data needed in order to provide you with their products and services. 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. 

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). This is to meet anti-money laundering and counter terrorist financing requirements. 

We use data we have collected about people for the following permitted purposes under the General Data Protection Regulation: 

• To fulfil contractual obligations, we have toward them (where appropriate); 
• To protect our legitimate interests and the legitimate interests of clients (landlords or property sellers); 
• To allow our clients to fulfil their own contractual obligations to you (e.g. by carrying out repairs and property maintenance); 
• To fulfil our obligations under the law. 
• Where we have obtained proper consent to do so we will also use your contact data: 
• To allow us to send you property alerts and information; 
• To allow us to market our services; 
• To allow us to market relevant services by other third parties. 

We may also anonymise data and then use it for statistical analysis of the property market. 

How is your Personal Data Collected? 

We use different methods to collect data from and about you including through: 

1. Direct interactions

   You may give us your Identity, Contact and Financial Data by filling in forms or by corresponding with us by post, phone, email or otherwise. This includes personal data you provide when you:

   • apply for our Estate and Letting Agency services (including applying for a tenancy); 
   • create a mailing list account; 
   • subscribe to our service or publications; 
   • request property details, send us an enquiry or request a valuation by visiting our branch offices, telephoning us or sending us an email or online enquiry; 
   • enter a competition, promotion or survey; or 
   • contact us through social media; 
   • give us some feedback.
2. Third parties or publicly available source 
   • We may receive personal data about you from various third parties and public sources as set out below. 
   • Identity and Contact Data from data brokers or aggregators such as: 
     • Your appointed solicitor or a solicitor acting for a seller client 
     • Councillors, MPs or other representatives acting on your behalf/instruction 
     • Rightmove Plc based inside the EU 
     • Zoopla Property Group Plc based inside the EU
     • OnTheMarket Plc based inside the EU
     • City (Scotland) Ltd (T/A Citylets) based inside the EU 
     • Facebook/Instagram/Twitter based outside the EU  
       
   • Identity and Contact Data from publicly available sources such as:
     • The Registers of Scotland – Land Register 
     • The Scottish Landlord Register 
     • Companies House 
     • Electoral Register 
     • Debt decrees and county court judgements and repossessions

How we use your 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 Hub Financial Ltd (T/A Clyde Financial) or Burgh Property Services Ltd (T/A Burgh Property) legitimate interest (or those of a third party) to do so and provided that your interests and fundamental rights do not override those interests. 

Legitimate interests 

Under the data protection law starting in May 2018 we have a number of lawful reasons that we can use (or ‘process’) your personal information. One of the lawful reasons is called ‘legitimate interests’. Legitimate Interests means that we can process your personal information if: 

• We have a genuine and legitimate reason, and we are not harming any of your rights and interests 

So, what does this mean? When you provide your personal details to us, we use your information for our legitimate business interests to carry out our Estate Agency, Letting and Development Services work. Before doing this, though, we will also carefully consider and balance any potential impact on you and your rights. 

Some typical examples of when we might use Legitimate Interest are for direct marketing, preventing fraud, maintaining the security of our system, data analytics, enhancing, modifying or improving our services, identifying usage trends and determining the effectiveness of our campaigns. 

Marketing 

To enable us to periodically send promotional mail or e-mails about new properties or other information which we think you may find interesting or have requested we will use the address or e-mail address which you have provided. 

You have a right at any time to stop us from contacting you for marketing purposes. If you no longer wish to be contacted for marketing purposes, use the link on the bottom of our marketing email to unsubscribe or manage your preferences. If you do withdraw your consent, this will result in us ceasing to market goods and services to you. 

We also process your data when it is in our Legitimate Interests to do this and when these interests do not override your rights. Those Legitimate Interests include providing you with information on our services, properties, property market research & updates and competitions. Please see the section on ‘Legitimate Interest’ above for more information. 

General data uses 

Our IT services and our business management software are provided by Systems + Networks Ltd (T/A Sysnet) and Street System Ltd (T/A Street). They may have occasional access to personal data that we hold as a side-effect of their access to our computer systems for maintenance, trouble-shooting and testing purposes. They will not make any use of personal data from our systems at all. We have a contract with them to protect your data privacy. 

We will use Microsoft Ireland Operations Ltd to process email communications sent by staff. They process data within the European Economic Area (EEA) and we have a contract with them to protect data privacy. 

Where we have been given your consent to use your data for marketing purposes such as emailing you property alerts when a property is listed for sale or let that matches your criteria or is updated to match your criteria, we will only do so to the extent that your consent was given and only to the organisations or categories of organisations we identified when seeking that consent. We will use SparkPost EU (provided by SparkPost Inc.), BriefYourMarket Ltd, Agent Software Ltd (T/A Spectre) and Reputation.com UK Ltd to send automated email communications generated and sent by our management software system.  They process data within the EEA and we have a contract with them to protect your data privacy. 

Through our IT services provider Systems + Networks Ltd (T/A Sysnet), we use iomart Group plc (Trading as iomart) to securely store data within the UK. They will not make any use of personal data stored with them at all. 

Our websites are provided by Trend Differently Ltd and Project8ball Ltd. They process data within the European Economic Area (EEA) and we have a contract with them to protect data privacy. They securely store our website data within the UK. They will not make any use of personal data stored with them at all. 

We will securely pass contact details, identity and any relevant financial data we collect to our financial services company Hub Financial Ltd to enable them to offer you the services and products they provide. 

We will pass identity and financial information to legal advisors and debt collectors to protect our and our client’s legitimate interests by assisting in the collection of debts owed to ourselves or our clients or to take legal advice about claims that may be advanced against us or our clients. 

Specific data uses – Sales Vendors, Landlords, Purchasers & Viewers 

We will securely pass identity information about Sales Vendors and Landlords to Adobe Systems Software Ireland Limited (Adobe Ireland) (T/A Adobe) when instructed by you to appoint us as your Selling Agent or Managing Agent for the purpose of signing our electronic Sole Selling Rights Agreement or Letting Managed Service Agreement. They process data within the EEA and we have a contract with them to protect your data privacy. From December 2024 we will securely pass identity information about Sales Vendors via our Street Systems Ltd (T/A Street) Estate Agency software system to Xodo Sign (formerly Eversign)  for the purpose of signing our electronic Sole Selling Rights Agreement. 

We will securely pass identity and financial data we collect about Sales Vendors, and prospective property Purchasers, to Landmark Information Group Limited (T/A Landmark) to fulfil our legal obligation to carry out money laundering and financial criminal checks. We may also make reports to government agencies where we have a reasonable suspicion of money laundering or terrorist or criminal financing in line with the Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017. 

We will securely pass identity information about Sales Vendors to Onesurvey Ltd (T/A Onesurvey) when instructed by you to book your Home Report. They process data within the EEA and we have a contract with them to protect your data privacy. 

We will securely pass identity information about Sales Vendors to Filmworx Ltd to produce property videography and photography for marketing purposes. They process data within the EEA and we have a contract with them to protect your data privacy. 

We will place details of properties on our own and other websites, on social media and in the press to market them for sale or letting. 

Where we have been given your consent to securely pass your identity information to third party Solicitor firms and Mortgage Brokers, we will only do so to the extent that your consent was given and only to the organisations or categories of organisations we identified when seeking that consent. 

Retention 

We will retain data no longer than necessary. Where a property is viewed and/or offers are made and/or a purchase takes place we will retain the information about that property transaction for 6 years from the end of the Sole Selling Rights Agreement in place with the Sales Vendor (the sale date or withdrawal date) to comply with our statutory duties to retain information for money laundering purposes, to comply with The Property Ombudsman Code of Practice for Residential Estate Agents in Scotland as well as to protect our legitimate interests and those of our clients in defending possible legal claims. 

Specific data uses – Landlords (continued) & Tenants 

We own a sister company called Burgh Property Services Ltd (T/A Burgh Property). We have now transferred the let and managed contracts of Clyde Property Ltd Edinburgh landlords to Burgh Property. We have therefore securely passed identity and financial information to them so they can perform their duty under the contracts in place and comply with relevant legislation. We will securely pass identity details to Burgh Property for any Edinburgh letting business enquiries we receive. 

We will place details of properties on our own and other websites, on social media and in the press to market them for sale or letting. 

We will securely pass identity and financial information about prospective Tenants to our referencing agency, Let Alliance Ltd (T/A Let Alliance). Our referencing agency will access your credit records held with a credit referencing agency as part of the referencing process. Our referencing agency will also use identity information, banking, employment, and past residence information to obtain references from previous landlords, banks, or employers as to the suitability of a prospective tenant for a property and their ability to afford the rent. This may include telling those organisations or individuals the rent that the proposed tenancy is being marketed at. Our referencing agency may process parts of your credit records and other data they obtain to process your data automatically to produce a score which will determine whether or not you will be offered a tenancy. This is to protect the legitimate interests of our Landlord clients in having tenants who will not misuse their property and will pay the rent on time. If you refuse to give us this information or seek to try to prevent us making use of it then we will not be able to offer you a tenancy.  

We will securely pass identity information we collect about Tenants and Landlords clients who enter into tenancies to either SafeDeposits Scotland Ltd or The Letting Protection Service Scotland operated by Computershare Investor Services PLC. This is to fulfil our Landlord clients’ legal obligations under the Housing (Scotland) Act 2006 and the Tenancy Deposit Schemes (Scotland) Regulations 2011 to register a tenants deposit with an approved tenancy deposit scheme in Scotland. This also allows us to fulfil our contractual obligation to our Landlord clients by registering a tenants deposit on behalf of our Landlord client. 

We will securely pass the name, address, telephone and email address of Tenants and Landlords clients who enter into and out of tenancies to Helpthemove Ltd (T/A Helpthemove) so they may facilitate our utility and council tax management.  

We will pass the name, address, and telephone details of new Tenants to utility providers and local authority tax collection agencies to allow utility and tax accounts to be placed in the correct names to protect the legitimate interests of our Landlord clients. 

We will pass the name, address and telephone details of Landlord clients to utility providers and local authority tax collection agencies to allow utility and tax accounts to be placed in the correct names to protect the legitimate interests of outgoing Tenants. 

We will use a repair management software provided by Tactile Ltd (T/A Fixflo). They may have occasional access to data for maintenance and trouble-shooting purposes. They process data using a cloud-based system within the EEA. We have a contract with them to protect data privacy. 

We will use an emergency call handling service provided by Property Response 24 Ltd (T/A Property Response 24) to field our out of hours emergency repair calls from Tenants. 

We will use a job and fieldworker management software provided by Workforce GLB Ltd (T/A Workever). They may have occasional access to data for maintenance and trouble-shooting purposes. Whenever they transfer your personal data out of the UK, they ensure a similar degree of protection is afforded to it by ensuring at least one of the following safeguards is implemented: 1. They will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data. 2. Where they use certain service providers, they may use specific contracts approved by the UK which give personal data the same protection it has in the UK. We have a contract with them to protect data privacy. 

We will use an inventory and inspection software provided by Radweb Ltd (T/A InventoryBase). They may have occasional access to data for maintenance and trouble-shooting purposes. They process data using a cloud-based system within the EEA. We have a contract with them to protect data privacy. 

We will pass personal contact information of Tenants and property details to our approved contractors to allow our Landlord clients to fulfil their contractual obligation to organise tenancies and maintain tenanted property and to meet their legitimate interest in protecting their property. We will take steps to require maintenance contractors to comply with their data protection obligations. 

We will pass identity and financial information of our Landlord clients and Tenants to the NatWest Group Plc (Trading as NatWest) and Royal Bank of Scotland Group Plc (T/A RBS) to fulfil our contractual obligation to facilitate the transfer of net rent receipts received from Tenants or other sums owed to our Landlord clients. 

We will pass identity and financial information of our Landlord clients to PayPop Limited (Trading as PayProp) to fulfil our contractual obligation to facilitate the transfer of net rent receipts received from Tenants or other sums owed to our Landlord clients. 

We will pass identity and financial information of our Landlord clients to HM Revenue & Customs to fulfil our legal obligations in respect of receiving a Notice under Paragraph 1, Schedule 23 to the Finance Act 2011 and with the Non-resident Landlord Scheme. 

Retention 

We will retain data no longer than necessary. Where offers are made by a Tenant applicant and/or a tenancy is entered into with a Landlord client, we will retain the information about that tenancy for 6 years after it ends to comply with our statutory duties to retain information for tax authorities, to comply with The Property Ombudsman Code of Practice for Residential Letting Agents in Scotland as well as to protect our legitimate interests and those of our Landlord clients in defending possible legal claims. 

Job Applicants, Current & Former Clyde Property Employees 

Clyde Property is the data controller for the information you provide during the process unless otherwise stated. If you have any queries about the process or how we handle your information please contact us at recruitment@clydeproperty.co.uk 

We will pass identity and financial information of employees to BDO LLP and to the Royal Bank of Scotland Group Plc (T/A RBS) to process our employee payroll and fulfil our contractual obligations to pay employees. They process data within the EEA and we have a contract with them to protect data privacy. 

We will pass identity and financial information of staff to HM Revenue & Customs to fulfil our legal obligations in respect of reporting income tax and relevant liabilities. 

What will we do with the information you provide to us? 

All of the information you provide during the process will only be used for the purpose of progressing your application, or to fulfil legal or regulatory requirements if necessary. 

We will not share any of the information you provide during the recruitment process with any third parties for marketing purposes or store any of your information outside of the EEA. The information you provide will be held securely by us and/or our data processors whether the information is in electronic or physical format. 

We will use the contact details you provide to us to contact you to progress your application. We will use the other information you provide to assess your suitability for the role you have applied for.   

What information do we ask for, and why? 

We do not collect more information than we need to fulfil our stated purposes and will not retain it for longer than is necessary. 

The information we ask for is used to assess your suitability for employment. You don’t have to provide what we ask for but it might affect your application if you don’t. 

Application stage 

We typically ask for applications to be made by emailing your CV and Covering Letter to recruitment@clydeproperty.co.uk 

You application email and attachments will be sent to the respective hiring manager who will shortlist applications for interview. 

Employment offer 

We require to confirm the identity of our staff, their right to work in the United Kingdom and seek assurance as to their trustworthiness, integrity and reliability. 

If we make an offer of employment this will be conditional upon and subject to the following: 

• The signing and dating of the Contract of Employment. 
• The completion of the Disclosure Scotland Form for a Basic Criminal Record check via the Disclosure Scotland. 
• Your provision of full contact details for two referees. We will contact your referees, using the details you provide in your application, directly to obtain references. 
• Providing two references which are satisfactory to Clyde Property. 
• Proof of your identity – you will be asked to attend our office with original documents, we will take copies. 
• Proof of your qualifications (if relevant) – you will be asked to attend our office with original documents, we will take copies. 
• Bank details – to process salary payments. 
• Emergency contact details – so we know who to contact in case you have an emergency at work.  

How long is the information retained for? 

If you are successful, the information you provide during the application process will be retained by us as part of your employee file for the duration of your employment plus 3 years following the end of your employment. This includes your criminal records declaration, fitness to work, records of any security checks and references. 

If you are unsuccessful at any stage of the process, the information you have provided until that point will be retained for 6 months from the closure of the campaign. 

Information generated throughout the assessment process, for example interview notes, is retained by us for 6 months following the closure of the campaign. 

How we make decisions about recruitment? 

Final recruitment decisions are made by hiring managers and members of our recruitment team. All of the information gathered during the application process is taken into account. 

You are able to ask about decisions made about your application by speaking to your contact within our recruitment team or by emailing recruitment@clydeproperty.co.uk 

Your Rights 

Where we have asked your consent for the use of your data you may withdraw it at any time. We may only then process your data if we can establish a need to do so. 

You have the right to ask us to delete or stop processing your data. We may only then continue to do so if we can establish a need to do so. 

If you are unhappy with how we have handled your data, you may complain to us at any time by contacting the Data Protection Officer named above. You also have the right to complain to the Information Commission whose details can be found (along with more information on your rights) at (https://ico.org.uk). 

Access to Personal Information 

You have the right to ask for a copy of any of your personal data held by us (where such data is held). This is known as a “subject access request”. Under the GDPR, no fee is payable and we will provide any and all information in response to your request free of charge. 

Please contact the Data Protection Officer on the above contact details contained at the start of this Privacy Notice. 

Our use of Cookies 

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Our website and applications may collect anonymous data about how you use our services in order to help us improve future functionality. 

We use Google Analytics, which is a web analysis service provided by Google. No data that personally identifies an individual (such as a name, email address or billing information) is tracked, collected or uploaded. We may collect and report on the adoption and usage of specific features, crashes and exceptions and other useful, anonymous metrics. 

More about Google’s Privacy Policy. 

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Links to other Websites 

This privacy notice does not cover the links within this site linking to other websites. We encourage you to read the privacy statements on the other websites you visit. 

View our Terms & Conditions covering this website here. 

Changes to this Privacy Notice 

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection. 

This privacy notice was last updated December 2024.