Legal
Privacy notice.
What we collect, why, who we share it with, how long we keep it and how to exercise your rights.
Contents
1. Who is responsible
Norvex Property Management Ltd, trading as Norvex Property, is the data controller for personal information collected through this website and in the course of our services. Questions about this notice or about your information should be sent to info@norvexproperty.com.
2. What we collect
- Enquiries and valuation requests. Name, email address, telephone number, property address and postcode, the service you are interested in, your timing and anything you write in a message.
- Clients and counterparties. When you instruct us, or buy, rent or sell through us: identity documents, proof of address, proof and source of funds, financial information needed for a mortgage or bridging application, tenancy references, and the details of your transaction.
- Correspondence. Emails, letters and notes of calls and meetings.
- Technical information. The hosting provider records standard server logs, including the IP address, browser and pages requested, for security and to operate the service (see section 5).
We do not collect special category information unless you choose to tell us something relevant, for example an access need for viewings, in which case we use it only to accommodate you.
3. Why we use it and our lawful bases
| Purpose | Lawful basis (UK GDPR Article 6) |
|---|---|
| Answering an enquiry, arranging a valuation or viewing, sending you the information you asked for | Steps at your request before entering a contract; legitimate interests in responding to you |
| Providing estate agency, lettings, surveying and related services under our terms of business | Performance of a contract with you |
| Identity, source-of-funds and anti-money laundering checks; deposit protection; Right to Rent checks; safety certification | Legal obligation |
| Introducing you to our mortgage or bridging partners, referencing agencies, deposit schemes, solicitors and contractors | Performance of a contract; your consent where we ask for it |
| Keeping records, handling complaints, defending legal claims, insurance | Legitimate interests; legal obligation |
| Occasional updates about our services where you have asked for them | Consent, which you can withdraw at any time |
| Website security and operation | Legitimate interests |
We do not sell personal information and we do not use it for automated decisions that have a legal or similarly significant effect on you.
4. Who we share it with
Only with those who need it to deliver the service or as the law requires: our FCA-authorised mortgage and bridging partners; lenders and valuers; tenant referencing providers and deposit protection schemes; solicitors and conveyancers; surveyors and contractors instructed on your behalf; identity verification and anti-money laundering services; our professional advisers and insurers; and regulators, law enforcement or courts where required. Each recipient handles your information under its own privacy notice or under a contract with us.
5. Website hosting and forms
This website is a set of static pages served by GitHub Pages, a service of GitHub, Inc. GitHub may log visitor IP addresses and technical details of requests to operate and secure the service; see GitHub's privacy statement. The site itself sets no cookies and uses no analytics (see our cookies page). Fonts and media are served from our own domain.
When you submit a form on the site, its contents are relayed to our mailbox by FormSubmit (formsubmit.co), an email forwarding service acting as our processor, and are then held in our email system. If the relay is unavailable, your browser instead opens a draft in your own email app, and nothing is sent until you choose to send it.
6. International transfers
Our hosting and email relay providers may process information outside the United Kingdom, including in the United States. Where that happens we rely on the safeguards recognised under UK data protection law, such as the UK International Data Transfer Agreement or adequacy regulations, and on the providers' published commitments.
7. How long we keep it
- Enquiries that do not lead to an instruction: up to 24 months from our last contact.
- Client files, including transaction records: 6 years after the matter completes, to meet legal, tax and professional obligations.
- Identity and anti-money laundering records: 5 years after the end of the business relationship, as the Money Laundering Regulations require.
- Marketing preferences: until you withdraw consent, plus a record of the withdrawal.
8. Your rights
You have the right to ask for a copy of the personal information we hold about you; to have inaccurate information corrected; to have information erased where there is no good reason for us to keep it; to restrict or object to particular uses, including any direct marketing; to receive information you gave us in a portable format; and to withdraw consent where we rely on it. To exercise any of these rights, email info@norvexproperty.com. We respond within one month and will ask for proof of identity where needed. There is normally no charge.
9. Security
Information is held in access-controlled systems, transmitted over encrypted connections and shared only with the people and organisations named above. No system is perfectly secure, and if a breach put your rights at risk we would tell you and the Information Commissioner as the law requires.
10. Children
Our services are for adults. We do not knowingly collect information from anyone under 18.
11. Complaints
If you are unhappy with how we have handled your information, please tell us first at info@norvexproperty.com. You also have the right to complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113.
12. Changes
We may update this notice from time to time. The date at the top shows the current version. Significant changes will be highlighted on this page.