Privacy Policy


This Privacy Notice explains how we intend to make use of your personal data for the purposes of providing Services.


We are Dimora West Ltd T/A Lilygirl. Our Data Protection Officer is Fiona McGhee and you may contact us on the following details:

Email: fiona@lilygirl.co.uk

Post: The DPO, Lilygirl, 3 Leeward Park, Ayr KA7 4XF


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 (property sellers);
  • 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:


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 Agency services;
  • create a mailing list account;
  • subscribe to our service or publications;
  • request property details, send us an enquiry or request a valuation by 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.


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 third parties, 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
  • Facebook/Instagram (Meta) based outside the EU


Identity and Contact Data from publicly availably sources such as:

  • The Registers of Scotland – Land Register
  • Companies House
  • Electoral Register
  • Debt decrees and county court judgements and repossessions


How we use your information

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 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 business management software and data storage system are provided by Street Systems Limited. 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 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 Twilio T/A SendGrid 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.


Our website is provided by Cosh Niven Ltd. We use Cosh Niven Ltd to securely store our website data within the UK. They will not make any use of personal data stored with them at all.


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, Purchasers & Viewers

We will securely pass identity information about Sales Vendors to Eversign when instructed by you to appoint us as your Selling Agent for the purpose of signing our electronic Sole Selling Rights Agreement. They process data within the EEA and we have a contract with them to protect your data privacy.


We will securely pass identity and financial data we collect about Sales Vendors, and prospective property Purchasers, to Landmark Information Group Ltd 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. 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 DM Hall LLP 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 third parties to produce property videography and photography for marketing purposes. We will only do so to the extent that your consent was given and only to the organisations we identified when seeking that consent.


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


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 – Sales Property Valuations (that do not come to market with us)

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 we value a property for you, for sales, but you decide not to appoint us a Sales Vendor client, we will retain the information about that valuation for 6 years from the date of valuation to comply with The Property Ombudsman Code of Practice for Residential Estate Agents in Scotland, as well as to protect our legitimate interests in defending possible legal claims and for statistical and management information purposes.


Specific data uses – Property Enquires (that do not progress further than the enquiry)

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. We will retain information about enquiries that do not progress to viewing, valuation, offering or purchase for 12 months from the date the enquiry was received for statistical and management information purposes.


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

Our website uses cookies to distinguish you from other users of our website. This helps us to optimise your experience of our website and services and also allows to improve our site. For detailed information on the cookies we use, the purposes for which we use them and our Cookie Policy.


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 Googles Privacy Policy.


Opting out:

View our Cookie Policy to learn about our use of cookies, and how to manage or remove them.


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.


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 September 2022.

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