Meridian is a trading name of Illsley & Son Ltd. Meridian is the controller and is responsible for your personal data (collectively referred to as “Meridian”, “we”, “us” or “our” in this privacy notice).
This privacy notice is provided in a layered format, so you can click through to the specific areas set out below.
- What information do we collect about you?
- How will we use the information about you?
- Lawful basis of processing
- Anti-Money Laundering Regulations
- Information we share
- How long do we keep your information for?
- How we keep your information secure?
- Your Rights & Controlling your personal information
- Links to other websites
- How to contact us?
What information do we collect about you?
We collect the following information which may be provided online through our website, by telephone, by electronic communications or via direct contact with our employees;
- Full name.
- contact information including email address.
- demographic information such as post code, preferences, and interests.
- Primary Photographic ID. *
- Secondary Address ID. *
- Any other information relevant to the services we provide.
How will we use the information about you?
Our use of your personal data will always have a lawful basis, either because it is necessary for Our performance of a contract with you, because you have consented to Our use of your personal data (e.g. by subscribing to emails), or because it is in Our legitimate interests. We will comply with Our obligations and safeguard your rights under GDPR always.
Generally, we will collect, use and hold your information for the purposes of:
- Assessing applications for and providing any products / services.
- Conducting business with Meridian and entering into contracts.
- Processing payments / transactions including: Accounting, Authorisation, Clearing, Chargebacks, Auditing, Billing, Reconciliation, Collection, Complaints, Enquiries, Credit Checks and related dispute resolution activities.
- Protection against and prevention of fraud, unauthorised transactions, money laundering (please see below), tax evasion, claims, other liabilities and manage risk exposure and agent /franchise quality, integrity, compliance and security of business processes.
- Provision, administration and communication with you about our products, services, offers, and promotions.
- Operation, monitoring, evaluation and improving our products, services, websites, mobile applications, other digital assets and business.
- Developing new products and services.
- Managing communications, assess effectiveness and optimisation of advertising.
- Functionality of our websites, mobile applications other digital assets.
- Complying with industry standards and Meridian policies.
Lawful basis of processing
Meridian processes your information under the following Lawful Basis’s:
- Performance of a contract: where you enter into a contract with Meridian and we need to process your information as part of this contract.
- Legitimate interests: some information is processed by Meridian as part of its legitimate interests which include: Fraud, risk assessment, due diligence, network and information security, suppressions and managing opting out of communications, profiling, direct marketing, monitoring, web analytics, cloud storage, acquisitions, updating customer details, lettings, sales, financial services and other core products and service provided.
- Consent: where we process information under consent we will seek your clear and unambiguous consent prior to processing your data.
Anti-Money Laundering Regulations
In addition to helping you with a property related service we must comply with certain regulations, for example the “Money Laundering, Terrorist Financing and Transfer of Funds (Information on the Payer) Regulations 2017 (referred to as “the Regulations).” Meridian Estate Agents are required to obtain certain information from you to comply with regulations. The information provided will only be used by Meridian in relation to comply with the Regulations and will not be shared with any other party unless we are required to do so under law.
Should you decide to enter in to a business relationship with Meridian Estate Agents to comply with certain regulations we will require two separate Identification documents; one primary and one secondary document. The information may be required at various stages of the process depending whether you are:
Purchasing, Selling or Letting a property
Primary documents – proof of ID
- Valid Passport with MRZ.
- Valid full UK photo driving licence.
- Valid full UK Driving licence (Non-photo, paper) issued before 1998.
- Valid EU/EEA/Switzerland photo driving licence.
- Valid EU/EEA/Switzerland national Identity Card.
- Valid UK Armed Forces ID Card.
- Valid UK Biometric Residence Permit. (copy of both sides)
- Valid Freedom Pass.
- Valid Residency Permit.
- Department for Works & Pensions letter confirming pension details including National Insurance Number dated within the last 12 months.
Secondary documents – proof of address
- Valid full UK photo driving licence.
- Valid full UK Driving licence (Non-photo, paper) issued before 1998.
- Local authority council tax bill (dated within the last 12 months).
- UK Bank / Building societies statements/bills showing activity, dated within the last 6 months. Including account number and sort code. (Internet printed acceptable.)
- UK mortgage statement (dated within the last 12 months.) (Internet printed acceptable).
- Utility bill dated within the last 3 months including – Council Tax bill, Electricity bill (with MPAN number), Landline, Gas, Satellite TV, Water. (Internet printed acceptable.) (Not mobile phone bills).
- Her Majesty’s Revenue and Customs (HMRC) Inland Revenue (IR) Coding / assessment / statement (dated within the last 12 months) with National Insurance number.
- Department for Works & Pensions letter confirming pension details and NI Number. (Dated within the last 12 months).
We reserve the right to employ third party electronic verification for the purpose of verifying identity. This search will not affect your credit rating.
Information we share
We will not sell, distribute, lease or otherwise disclose personal information we collect about you to third parties unless we have your permission or are required by law to do so.
We may share the information we collect with, but not limited to:
- Vetted affiliates and partners / Financial Institutions / Insurance Companies for business facilitation to provide required services, such as mortgages, insurance cover etc.
- Councils, utility providers, health and care providers.
- Other Law firms.
- Credit agencies, Land Registry Office, Her Majesty’s Revenue and Customs (HMRC), Financial Conduct Authority (FCA) and other relevant regulatory bodies.
- Additionally, we may share information about you, if required legally, to prevent harm or financial / reputation loss, for investigation of suspected or actual fraudulent or illegal activities.
- Perspective landlords/landlords Agents requesting references via your written consent.
How long do we keep information for?
We will keep information for a reasonable amount of time in order to perform the purposes listed above.
We only keep your information for as long as necessary. We generally keep personal information for 7 years after last contact with you. However Meridian reserves the right to keep information for longer if we feel that this is in the legitimate interests of Meridian.
For the purposes of business conduct, enhancement, identification of fraud, money laundering and other potential un-authorised activities, Meridian engages profiling activities via direct use or anonymisation of sensitive personal information.
– Direct profiling
- Benchmarking employees: appraisals, performance, bonus payments, disciplinary actions, improvement plans, promotions and awards.
- Background checks for existing and new employees, clients, applicants, affiliates.
- Financial Viability analysis / reports.
- Client portfolio position, performance, risk positions.
- Anti-money laundering.
- Tax reporting.
- Credit defaulting / exposure.
– Indirect profiling
Indirect profiling via anonymisation of personal information is also used for preparing and furnishing aggregated data reports showing anonymised information, including, but not limited to, the following:
- Compilations, analyses, analytical and predictive models and rules, and other aggregated reports for the purpose of advising our partners / affiliates and servicing institutions, retailers and other customers regarding past and potential future patterns of service usage, spending, fraud, and other insights that may be extracted from this data.
- Compiling and communicating promotional and marketing information about products and services that Meridian have that may be of interest to you.
- Conducting market research.
- Facilitating our internal business operations, including the fulfilment of any legal requirements.
How we keep your information Secure
The security of your personal information is very important, and Meridian is committed to protecting the information we collect. We maintain administrative, technical and physical safeguards designed to protect the personal information you provide, or we collect against accidental, unlawful or unauthorised destruction, loss, alteration, access, disclosure or use.
Meridian stores personal information only for as long as it is necessary for the fulfilment of the purpose for which the personal information was collected, unless otherwise required or authorised by applicable law. We take measures to destroy or permanently de-identify personal information if required by law or if the personal information is no longer required for the purpose for which we collected it.
Your Rights & Controlling your personal information
You have the following rights under the GDPR, which this Policy and Our use of personal data have been designed to uphold:
- The right to be informed about Our collection and use of personal data.
- The right of access to the personal data We hold about you.
- The right to rectification if any personal data We hold about you is inaccurate or incomplete.
- The right to be forgotten – i.e. the right to ask Us to delete any personal data We hold about you (We only hold your personal data for as long as necessary, if you would like Us to delete it sooner, please contact Us).
- The right to restrict (i.e. prevent) the processing of your personal data.
- The right to data portability (obtaining a copy of your personal data to re-use with another service or organisation).
- The right to object to Us using your personal data for particular purposes.
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 firstname.lastname@example.org.
Should you have any cause for complaint about Our use of your personal data, please contact Us and we will do Our best to solve the problem for you.
For further information about your rights, please contact the Information Commissioner’s Office (ICO) or your local Citizens Advice Bureau.
Cookies are text files placed on your computer to collect standard internet log information and visitor behaviour information. This information is used to track visitor use of the website and to compile statistical reports on website activity.
We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system.
You can set your browser not to accept cookies and the above websites tell you how to remove cookies from your browser. However, in a few cases some of our website features may not function as a result.
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.
Meridian may change this policy from time to time by updating this page. We recommend that you check this page regularly to ensure that you are happy with any changes made and to keep up-to-date. This policy is effective from 12th April 2018.
How to contact us
- by email; email@example.com
- or write to us at: Meridian, 297 Charminster Road, Bournemouth, Dorset, BH8 9QP