Privacy Policy

In compliance with UK and European data protection regulations, this privacy policy explains what personal information Maalems Ltd will collect from you when you visit our website or are a recipient of our services.

We have developed this Privacy Policy in order to demonstrate our firm commitment to the privacy of your data. We are committed to safeguarding the privacy of your data whilst providing a personalised and valuable service. If you have any requests concerning your personal information or any queries with regard to these practices, please contact us by electronic mail.

Please read this Privacy Notice carefully and ensure that you understand it. Your acceptance of our Privacy Policy is deemed to occur upon your first use of our site. If you do not agree with this Privacy Policy, you must stop using our site immediately.

Security

We are committed to ensuring that your personal information is secure and protecting it from being
inappropriately or accidentally accessed, used, shared or destroyed, and against it being lost. In order to
prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and
managerial procedures to safeguard and secure the information we collect online.
When your data is transmitted across the Internet and we consider that data to be sensitive, the data will
be protected using Secure Socket Layer (SSL) 128 bit encryption, signified by the display of a padlock or
key symbol on your browser. The registration forms on the Maalems website use Thawte Consulting as
their Certification Authority (CA), a recognized CA by 99% of all Internet browsers.
Data submitted during registration for the online Member's Area is not transmitted over SSL, and we
therefore ask for a minimum requirement of data. If you are unsure about submitting contact details this
way, you can still sign up for the Member's Area by completing the standard registration form and
requesting we add you to the service.

All passwords for access to the Maalems Member's Area are instantly encrypted. For this reason we
cannot send you a password reminder if you forget it. Instead an authentication email will be sent to you
with a link you can use to create a new password.

Paper applications are held securely in our office until the data is entered into our cloud based CRM
system where it will be stored. Our CRM system is provided by Vebtra Alto and is based within the EU.
Once the data has been uploaded the paper record is securely destroyed.

Maalems Ltd is committed to ensuring that your data and privacy is protected. Should we ask you to
provide certain information by which you can be identified when interacting with us, you can be assured
that it will only be used in accordance with this privacy statement.

Maalems Ltd may change this policy from time to time by updating this page. You should check this page
periodically to ensure that you are happy with any changes. This policy is effective from 25th May 2018.

Information Collected and its Use

We collect personal information from you in order that our services can be offered as effectively as is
possible. The data controller will be Matthew Jones of Maalems Independent Agents.

Maalems may collect personal information which we receive when:

  • you use our website
  • you use our services
  • you contact us or
  • you are a recipient of our services.

We may collect the following types of information:

  • your name, address, email address, telephone number(s) and other contact details
  • information required to provide you with a service (eg. national insurance number, bank details, tax information, existing mortgage details etc), and details of our services that you have used
  • your company’s name, your position in the company; the company’s address, company’s email address and telephone number
  • your payment information such as credit or debit card details and bank account details
  • information about your property transaction(s)

Why do we collect this information?
We collect your personal information to:

  • provide you with services that you may request from us
  • for our legitimate interests in making you aware of areas that may be of interest to you or to let you know about other product and services offered by Maalems Ltd
  • to meet our legal and regulatory obligations

How do we collect this information?
We collect personal information:

  • directly from customers via the use of standard forms, the internet, via email, in branch or by phone
  • directly from our staff e.g. when someone applies for a job with Maalems Ltd
  • from publicly available sources: e.g. social media, internet services

We are committed to keeping your information up to date as far as is reasonably possible. However, if
you believe that we have made an error, then please contact us as we have outlined below and we will use
reasonable endeavours to correct.

Sharing your data with third parties
Access to your personal information is only allowed when required by law or is required as part our
fulfilling our service obligations. We do not, and will never, sell or share your personal information with
other third parties.

Using the property alerts and saved searches
If you register with us, save searches and/or use the property alerts feature to receive notification when
new properties matching your criteria are added to this Site, we record the settings you use and which
properties have been sent to you. We do not make any information about any property that has been sent
to you available to our advertisers or third parties.

How long do we keep personal information?
We will only retain customers’ personal information for as long as it needs it to carry out a particular
purpose or meet a particular obligation.

Marketing & Market Research

We will from time to time send to you by email or post special promotions or events that we feel may be
of interest to you.
You have a right at any time to stop us from contacting you for marketing purposes and can opt out by
writing to us at earlsfield@maalems.co.uk

Cookies

Cookies are small pieces of information that are stored by your browser on your computer's hard drive.
Most web browsers automatically accept cookies, but you can usually change your browser settings to
prevent that.
We use only session cookies, which allow a web session to persist between each call to a web page.
Without these cookies, each new page you visit has no idea of where you were at with relation to
browsing listings or logging in on the previous page. When your session is over the cookie is deleted.
While these session cookies represent an integral part of the browsing system, it is still possible to gain
access to directory listings without cookies enabled. However use of browser tools such as navigation and
refresh buttons, can have an adverse affect on the session and it's correct functioning.
For this reason, you may find it difficult browsing the listings or attempting to login or register if your
browser does not allow session cookies to be stored on your hard drive, and we recommend allowing
these cookies to ensure you gain the most benefit from your visit to the Maalems website. You can enable
cookies in the Options window for your browser. In Internet Explorer this is under Tools->Options-
>Privacy Tab

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to
leave our site, you should note that we do not have any control over that other website. Therefore, we
cannot be responsible for the protection and privacy of any information which you provide whilst visiting
such sites and such sites are not governed by this privacy statement. You should exercise caution and look
at the privacy statement applicable to the website in question.

Controlling your personal information

You may choose to restrict the collection or use of your personal information in the following ways:

  • whenever you are asked to fill in a form on the website, look for the box that you can click to indicate
    that you do not want the information to be used by anybody for direct marketing purposes
  • if you have previously agreed to us using your personal information for direct marketing purposes, you
    may change your mind at any time by writing to, or emailing us at earlsfield@maalems.co.uk
  • we will not sell, distribute or lease your personal information to third parties unless we have your
    permission or are required by law to do so

You may request details of personal information which we hold about you under UK and European data
protection regulations. If you would like a copy of the information held on you please write to: Maalems,
340 Garratt Lane, London, SW18 4EL by email to earlsfield@maalems.co.uk

If you believe that any information we are holding on you is incorrect or incomplete, please write to or
email us as soon as possible, at the above address. We will promptly correct any information found to be
incorrect.

How we will use information - we may use the information listed above in the following ways:

  • to send promotional emails or postal mailings about new products, special offers or other information
    which we think you may find interesting
  • to profile our customers
  • occasionally we may share the data with external analytic experts to look at trends which is done using
    anonymised techniques so no personal information is shared.

Who will have access to the data – data will only be accessible by selected Maalems employees and
trusted data processors and only with people who actually need to see or use the data. We do not, and will
never, sell or share your personal information with other third parties.

How long will we keep information

  • paper applications will be securely destroyed within 2 weeks of completion (after the data has been entered into our CRM system).
  • indefinitely whilst you continue to use or benefit from our services
  • should you stop using our services we will contact and remind you after 30 months that we still hold your data. If there remains no interaction your file and data will be deleted after 3 years
  • OR until you request us to remove form our records or membership

You are welcome to request your records to amended or deleted at any time by emailing us at earlsfield@maalems.co.uk or calling us on 020 8875 9200

Anti-Money Laundering

In order to comply with money laundering regulations, we require a copy of photographic identification
and a copy of an up to date utility bill or bank statement or mortgage statement. The information provided
will only be used by Maalems Ltd in relation to complying with the regulations and will not be shared
with any party unless required to do so by law

Applying for a Job

As for our customers, Maalems Ltd is as committed to ensuring that the data and privacy of anyone that
makes an application to joining us is protected.
As part of our recruitment process we collect, process and store personal information about you from your
application form and any accompanying covering letter and CV. This is collected for the Performance of
contract or to meet necessary legal obligations.
In this privacy notice we use the term “processing” to cover all activities involving your personal
information, collecting, handling, storing, sharing, accessing, using and disposing of the information you
provide.
By submitting your personal information to us you are consenting to Maalems processing it in accordance
with this policy.
What information we require – when you complete an application for an advertised position or on a
speculative basis, you will be asked to provide certain information:

  • name, address, email address and telephone number
  • employment history, salary levels, education and professional qualifications
  • the type of employment you are seeking and salary expectations
  • whether you have any criminal convictions other than those defined as “spent” under the Rehabilitation of Offenders Act 1974
  • your right to live and work in the UK

The provision of your Job Application data is voluntary, however, if you choose not to provide all of the
information requested our ability to consider you as a candidate may be limited.

How we will collect information – when you apply to Maalems for a job you will be required to
complete an application form, you may also choose to provide additional information on an
accompanying letter of your CV.

How we will use information - the data you provide will be used to assess and progress your application
for employment with us, assessing your suitability for the role, to communicate with you, and if you are
successful, activities to complete your successful induction into your role with Maalems.

Who will have access to the data – during the recruitment process, or for employee records, only
selected employees of Maalems will have access to your data.

These are members of the management team to whom you would report or who would have responsibility
for you, selected team members who have been trained in our recruitment process who will attend
interviews in a note taking capacity and HR Professionals.

The information shared will be limited to what is required by each individual to successfully carry out
their part in the recruitment process.

How long will we keep information – if you are successful in your application the data you provide on
your Job Application will be retained on your HR file, in line with our Data Retention Policy, details of
which will be made available to you when you become an employee.
Should you be unsuccessful in your application, we will retain your information for six months in order to
advise you of further career opportunities we may have, your information will be stored securely and
subsequently destroyed in a safe manner.
Unsuccessful applicants are welcome to ask us to remove their data at any time by emailing us at
earlsfield@maalems.co.uk, or calling us on 020 8875 9200.

Surveys

What information we require – if you complete a survey either online or on paper, you may be asked to
provide personal information which could include name, address, email address and phone number.

How we will collect information – When you complete feedback you will be asked for your name,
address, email address and phone number. If you complete an online survey you will be asked for your
email address.

How we will use information – This information may be used to contact you following your comments.
Who will have access to the data– when you complete a feedback form, this will be reviewed by a
member of our management team, who may contact you to follow up on your feedback. A member of our
Brand team then collates feedback only, to identify areas where we need to improve and those where we
are performing well.

We may use third parties to support us in monitoring your feedback. These are carefully selected to
ensure they comply with our data privacy standards.

How long will we keep information – we collate feedback regularly and will retain your information for
six months, your information will be stored securely and subsequently destroyed in a safe manner.

If you have any specific query regarding our Privacy Policy, please email earlsfield@maalems.co.uk

About Us

Maalems Estate agents are a progressive independent company who believe in providing a dedicated and professional service based on a sound knowledge of their local market.

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