Privacy Policy

We collect data about you when you fill in our real-time enquiry form, or communicate with us by e-mail or phone. We may likewise collect data when you willingly complete customer surveys, provide feedback and contribute in feedback and reviews. Website usage info is collected using cookies. The information we typically collect is individual information such as your full name, mailing address, e-mail address, and telephone number. We will similarly collect details of the property you wish have surveyed or to sell.

We collect information about you to process the sale of  or surveying of your property, manage your account and to contact you about services and offers we think may be of interest to you.

We use your information collected from the website to personalise your repeat visits to our website.

We may share your personal information with trusted service providers, with whom we have a contractual relationship to perform, or assist us in performing, any of the functions required for the sale of your property, ensuring that they have all necessary data protection policies and procedures in place so that we may offer you additional services for the sale of your property in the instance that it is not possible progress with the sale.

If you agree, we will pass on your information to our affiliated companies so that they may offer you their products and services.

We may release information to regulatory or law enforcement agencies, if we are required or permitted to do so. Where sensitive personal data is included in the information you send to us, we limit our use and disclosure of such sensitive data other than where permitted by law.

We will only retain your information for as long as is necessary for the purpose or purposes for which we have collected it. The criteria that we use to determine retention periods will be determined by the nature of the data and the purposes for which it is kept. For example, if we receive your information through our marketing efforts, we will retain your data for as long as is necessary to administer the any services sales.

We will not directly market to you for longer the term off 2 years or our transaction for services, rental or  the sale of your property unless you consent to receive direct marketing by opting in again before the expiry of that two-year period. In certain circumstances, once we have deleted or anonymised your data, we may need to retain parts of it (for example, your e-mail address), in order to comply with our obligations under GDPR or other legislation, or for fraud detection purposes.

We rely on two of the legal reasons in the data protection regulation to allow us to collect and use your personal information – “consent” and “legitimate interest”.

Consent

We may ask for your consent to contact you now or in the future about our products and services. We will ask you for your name and contact details and give you the opportunity to review this Privacy Policy. You may also be asked for your consent by one of our trusted marketing partners on our behalf.

You do not have to give your consent and you have the right to withdraw your consent at any time.

Legitimate interest

Sometimes we may use your personal information because we believe you expect us to contact you with information about our  services or provide you better service, such as:

• When you provide your contact details in response to our advertising and indicate you are requesting information about our products and services.
• When you call us, if we are unavailable and you give your contact details to our messaging service.
• When you give us your personal information to get a quote for our products and services.
• When we need to contact you to clarify information, we may have given you.

At any time you can ask us not to contact you.

If you give us your consent or we believe that you expect us to contact you, we may use your personal information to provide you with information about our products and services. We may contact you by telephone, SMS, post or email.

In order to improve our services we sometimes conduct analysis on the information we collect to look for trends in the behaviour of our customers. This allows us to understand what our customers want and need.

• Individuals have the right to access and receive a copy of their personal data, and other supplementary information.
• This is commonly referred to as a subject access request or ‘SAR’.
• Individuals can make SARs verbally or in writing, including via social media.
• A third party can also make a SAR on behalf of another person.
• In most circumstances, we do not charge a fee to deal with a request.
• We will respond within one month of receipt of the request.
• We may extend the time limit by a further two months if the request is complex or if we receive a number of requests from an individual.
• We will  perform a reasonable search for the requested information.
• We will provide the information in an accessible, concise and intelligible format.
• We will disclose securely based on your request.
• We  can only refuse to provide the information if an exemption or restriction applies, or if the request is manifestly unfounded or excessive.

Changes to the privacy policy and your duty to inform us of changes to your details if any of the information that you have provided to Ashantidutch Property Letting Ltd   changes, for example if you change your e-mail address, telephone number or name, please let us know by sending an

e-mail to neville@ashatiduchpropertyletting.co.uk  or by sending a letter to:

Mr Neville Douglas

Ashantidutch Property Letting Ltd

Apartment 27 Forestedge

Sneyd street

Stoke-on-Trent

ST6 2PY

07801892817

e-mail to neville@ashatiduchpropertyletting.co.uk  or by sending a letter to:

Mr Neville Douglas

Ashantidutch Property Letting Ltd

Apartment 27 Forestedge

Sneyd street

Stoke-on-Trent

ST6 2PY

07801892817

If you feel your personal data has been misused or you feel that we have not kept your personal details secure, you should contact our Data Protection Officer Neville Douglas in the first instance to log a complaint.

If you are unhappy with our answer or you need any further advice, you should contact the Information Commissioner’s Office (ICO) on the details below:

ICO Helpline
Telephone: 0303 123 1113

The ICO can investigate your claim and take action against anyone who’s misused your personal data.

If you are unhappy with our answer or you need any further advice, you should contact the Information Commissioner’s Office (ICO) on the details below:

ICO Helpline
Telephone: 0303 123 1113

The ICO can investigate your claim and take action against anyone who’s misused your personal data.

If you have a grievance, please put it in writing, including as much detail as possible. We will then respond in line with the time-frames set out below (if you feel we have not sought to address your complaints within eight weeks, you may be able to refer your complaint to our insurance scheme to consider without our final viewpoint on the matter) Please ask for detail as at the time of writing this we are with Hiscox but may be changing based on our needs. If you need to make a complaint, the address for correspondence is:

Mr Neville Douglas
Ashantidutch Property Letting Ltd
Apartment 27 Forestedge Sneyd street
Stoke-on-Trent
ST6 2PY

Even if you have already made your complaint verbally to a representative at Ashantidutch Property Letting Ltd , you will still need to issue your complaint in writing.

What will happen next?

• We will send you a letter acknowledging receipt of your complaint within three working days of receiving it, enclosing a copy of this procedure.
• We will then investigate your complaint. This will normally be dealt with by the office manager who will review your file and speak to the member of staff who dealt with you.  A formal written outcome of our investigation will be sent to you within 15 working days of sending the acknowledgement letter.
• If, at this stage, you are still not satisfied, you should contact us again and we will arrange for a separate review to take place by a senior member of staff.
• We will write to you within 15 working days of receiving your request for a review, confirming our final viewpoint on the matter.
• If you are still not satisfied after the last stage of the in-house complaint procedure (or more than 8 weeks has elapsed since the complaint was first made) you can request an independent review from our Insurer.

If you are a customer / general public:

The Property Redress scheme

Premiere House,
1st Floor,
Elstree Way,
Borehamwood,
WD6 1JH.

Tel: 0333 321 9418

Email: info@theprs.co.uk
Web: www.theprs.co.uk
You will need to submit your complaint to The Property Redress scheme  within 12 months of receiving our final viewpoint letter, including any evidence to support your case.

The Property Redress Scheme requires that all complaints are addressed through this in-house complaint’s procedure, before being submitted for an independent review.

Familiar Homes buyers Ltd are subject to the Money Laundering Regulations 2017. This means that we have to gain and hold identification and proof of address for all customers. Moreover, we are also required to establish whether there are any beneficial owners on whose behalf the contract or activity is taking place, thus, we would request you to identify anyone who you would consider to be a beneficial owner. Where fitting, the source or destination of funds may also be requested. Without this information, we will be unable to continue with any work on your behalf.

Ashantidutch Property Letting Ltd has rigorous internal controls and monitoring systems in place to satisfy themselves that their customers are not involved with criminal or fraudulent activity.

Identity Documents

Customer due diligence for Ashantidutch Property Letting Ltd  involves determining from the outset:

• The customer’s identity
• The customer’s proof of address

Ashantidutch Property Letting Ltd obtains this data by requesting customers provide certain documentation. We require sight of all original or certified documents and may organise for a representative to meet you in person so that photographs/photocopies of documents can be carried out for our registers. Once Familiar Homes buyers Ltd are in receipt of all compulsory documents these will be analysed in more detail using fraud detection software (if required).

Below is a list of acceptable identity documents. Subject to your specific circumstances, Ashantidutch Property Letting Ltd may liaise with you for further/other certification.

LIST A – IDENTITY DOCUMENT

• Current signed passport
• Valid UK driving licence
• EEA member state identity card

LIST B – PROOF OF ADDRESS

• UK/EU/EEA Drivers Licence (if UK Drivers Licence not used as ID) – Must be valid, not expired. Photo only. Full or provisional.
• Bank, Building Society or Credit Union Statement – Dated with 3 months. Must include account number and show recent activity. No general correspondence.
• Credit Card Statement – Dated within 3 months. Must include account number and show recent activity. No general correspondence.
• UK, EU, EEA Mortgage statement – Dated within 12 months. Must show the account number. No general correspondence.
• Utility Bill – Dated within 3 months E.g. Gas, electricity, water. Must display address for service and/or account number. No general correspondence.
• Telephone Bill – Dated within 6 months E.g. Landline or mobile pay monthly (excluding pay as you go). Must show address for service and/or account number. No general correspondence.
• Council Tax – Dated within 12 months. Must show address for service and/or account number. No general correspondence.
• Tenancy Agreement – Dated with 6 months. Must state full name and full property address. Issued by the local council, housing association, solicitor or reputable letting agent.
• Benefits Entitlement Letter – Dated within 6 months. Issued by DWP or Jobcentre plus. Must confirm benefit payable at the time of issue. E.g. Pension, disability, single parent, housing etc.
• HMRC Tax Notification – Dated with 6 months. Must state national insurance number and tax calculation. No general correspondence.
• Home or Motor Insurance Certificate – Dated within 12 months. Must state insured address or registered address for vehicle and policy number. No general communication.
• UK solicitors letter confirming house purchase/land registration – Dated with 3 months. Must state the full name of the new proprietor and full property address.
• NHS Medical Card or letter from GP confirming registration – Dated within 3 months. Must state individual’s date of birth and NHS number. No general correspondence.
• Official confirmation of Electoral Register entry or official poll card – Dated within 12 months. Must state full name and full address. No general correspondence.
• Police Registration Certificate – Dated within 12 months. Must state the full residential address of the individual.

Ashantidutch Property Letting Ltd also requires vendors to be photographed and provide their signatures in the presence of our Representative. Customers/property owners are to advise us if they have changed their name in the last year to assist Familiar Homes buyers Ltd with their check for name changes.

Probate

If you are acting as a representative of an Estate we require the following:

• Grant of Probate (if a will was left)
• Letter of administration (if no will left)
• Individual identity evidence from List A & B for the Personal Representative, either executor or administrator

Limited company

If you are acting as a representative of a UK Company we will also require the following:

• Certificate of Incorporation
• Articles of Association
• Memorandum of Association
• Latest Annual Return or Confirmation Statement, with details of current company officers
• If offshore, nominee director declaration and a general power of attorney
• Individual identity evidence from List A and B for all individuals or entities with 25% or more of the shares or voting rights in the company

If you are acting as a Representative of an Offshore Company we will also require the following:

• Certificate of Incorporation
• Articles of Association, Memorandum of Association, Latest Annual Return with details of current company officers, Share Certificate(s) showing the Ultimate Beneficial Owner OR
• Certificate of Incumbency
• If the shares are owned by another company, repeat steps above for the holding company
• Nominee director declaration and/or general Power of Attorney (if applicable)
• Individual identity evidence from List A and B for all individuals or entities with 25% or more of the shares or voting rights in the company

Trust

If you are acting as a representative of a Trust we require the following:

• Trust deed
• List of trustees
• List of beneficiaries
• Individual Identity evidence from List A & B for all individuals with a vest interest in 25% or more of the capital and/or those who exercise control over the Trust

Further due diligence

If Ashantidutch Property Letting Ltd has any doubts at all about a customer’s identity, we won’t continue to deal with you until we are completely satisfied of your identity and if the situation presents itself we will report the individual(s) to the appropriate regulatory authorities.

Ashantidutch Property Letting Ltd will apply further due diligence measures on their customers when:

• A transaction takes places / due to take place over 15,000 GBP
• There is a suspicion of money laundering
• There are doubts/suspicions about a customer’s identification
• If circumstances change with an existing customer
• If the customer isn’t physically present when identification checks take place
• When a business relationship takes place with a politically exposed person
• There is a high risk of money laundering

Notice to property sellers

Ashantidutch Property Letting Ltd is and The Property Redress Scheme. We are committed to preventing fraud in the property industry. The Fast House Sale business inappropriately has become targeted by fraudulent sellers of and it’s for this reason why Ashantidutch Property Letting Ltd are cautious and enthusiastic at the same time in establishing the identities of their customers.

Ashantidutch Property Letting Ltd is committed to combating Money Laundering and the deterrence of fraud and identity theft. The foremost legislation governing money laundering is the Proceeds of Crime Act 2002, and abiding by this law, Ashantidutch Property Letting Ltd undertakes physical and documentary checks to prove homeowners identity and confirmation of residence. The critical reason for doing this is to protect the Ashantidutch Property Letting Ltd brand, business and the general public.

If customers of Ashantidutch Property Letting Ltd decide not to choose a lawyer recommended by us, Ashantidutch Property Letting Ltd will subsequently then have to undertake due diligence checks on your legal representative. If Ashantidutch Property Letting Ltd suspects any sign of untrue activity there will be no unwillingness to report the offence to our Money Laundering Regulatory Officer (MLRO) and in turn the National Crime Agency.

A warning to potential fraudsters

Ashantidutch Property Letting Ltd has a reputation for acquiring properties fast and for this reason, we can be targeted by fraudsters who attempt to convey identity theft. Identity theft is generally where the property owner gives the impression that they are the homeowners and then sell the property without the awareness of the true owner.

Ashantidutch Property Letting Ltd continually trains their employees on money laundering and counter fraud actions and have a wholesome working relationship with the relevant authorities in this arena. In addition to the documents we will obtain from customers, Familiar Homes buyers Ltd will also undertake further confirmation checks in supplement to the ones discussed above.

Familiar Homes buyers Ltd has a relationship with the National Crime Agency and we consistently report our reservations so that the business and the general public are safeguarded at all times. We habitually report suspicions in sureness to the National Crime Agency and can still act to proceed with a potentially fraudulent purchase with a view to catching fraudsters with the suitable authorities.

With a view to being transparent, all telephone calls may be recorded for training and monitoring purposes.

 We work to the Royal Institutions of Chartered Surveyors Codes of practice , that said there are numerous ones and these are updated on regular basis, see the link for a link to Rules  for a firm and conduct for Members, our CPD ensures that we are compliance with the relevant codes of practise within our sector, Its is our aim to become chartered and when this process has been achieved we will display the RICS logo on our page.

• We will act with integrity this means being honest and straightforward in all that you do.
• but is not restricted to the following manners or actions:
• Individual trustworthiness in working with you.
• Personally being accessible and visible in the way you work.
• Sharing fitting and essential data with our clients and/or others to conduct commerce and doing so in a manner so you can comprehend that material.
• Revering confidential data of yours and potential family members.
• Will not divulge information to others unless it is fitting to do so on your behalf .
• We will no take advantage of our client’s or  third party parties that we owe a duty of care to. We will not allow bias, conflict of interest or the unnecessary influence of others to overrule our  professional or business judgements and responsibilities.
• We will make it clear to all interested parties if there is conflict of significance, or even a potential conflict of interest.
• We will converse with you client in a way that will help you to make informed decisions.
• If you use our  services then we will ensure that we provided  those services within the timescale agreed. 
• Our organisation has the objective treatment of clients at the heart of its business ethos.

1. Ashantidutch Property Letting Ltd is neither a licensed investment advisor nor a licensed estate agent.
2. Ashantidutch Property Letting Ltd
   is not authorized by the Financial Services Authority to provide investment or financial advice.
3. b) The information on the website an in any other materials presented by Ashantidutch Property Letting Ltd is neither intended to be, nor should be construed as, an invitation or inducement (direct or indirect) to any person to engage in investment activities.
4. c) Every reasonable effort has been made by Ashantidutch Property Letting Ltd to ensure the accuracy of the information displayed on the website and in any other materials presented by Ashantidutch Property Letting Ltd whist believed to be accurate, the information provided is for guidance only. Ashantidutch Property Letting Ltd makes no representation and gives no warranties as to the accuracy of the information provided and accepts no liability for any errors, misprints or omissions (whether negligent or otherwise).
5. d) The Seller or reader should not rely on the information or representations of fact, but must satisfy themselves through her/his solicitor in question or otherwise as to their accuracy.
6. e) No person in the employ of Ashantidutch Property Letting Ltd has the authority to make or give any representation or warranty in relation to the introduction. Ashantidutch Property Letting Ltd shall not be liable for any loss or damage whatsoever arising as a result of any person acting or failing to act upon information provided.

You can cancel at any time but are bound by the terms and conditions of any documents that have been signed if the cost of been incurred during the sale or survey and you withdraw, then you will be liable for these costs only, said we will let you know all of our cost in relation to or services or selling your home on request.

e-mail to neville@ashatiduchpropertyletting.co.uk  or by sending a letter to:

Mr. Neville Douglas

Ashantidutch Property Letting Ltd

Apartment 27 Forestedge

Sneyd street

Stoke-on-Trent

ST6 2PY

07801892817