We will collect your full name and necessary contact details (such as phone number, email address and postal address) from you whenever you engage with us.
Depending on the service we provide you (or on your behalf) we may also collect additional personal information as detailed in the table below;
If you are buying, selling, renting or letting a property through us or looking to rent a property we are listing or if you are enquiring about property related product or service:
| Personal information we may collect |
Why we collect it |
- Your name, phone number, email address, postal address, and details of your requirements
|
-
To provide the services required for estate agency, land and
new homes developments, auction, rental or lettings.
-
To apply or inquire about services related Protection product.
-
To offer alternative properties related to your search criteria.
-
To enable you to create and manage any accounts or
associated authentication criteria (such as ID logins and
passwords) you may have.
-
To provide customer surveys.
|
- Proof of identity to include, but is not limited to, National Identity Card, Passport, Driving Licence, and ddress documents.
-
We may also need to collect information on other individuals who have an interest in the property who are not considered to be our customers.
-
Details of your mortgage arrangements, confirmation of how long you have owned the property.
|
-
To perform ‘know your client’, anti-money laundering, and
Counter terrorist financing requirements and right to rent
checks, as required by law.
|
- Evidence that you have the right to let a property
|
-
Where you are a landlord and instruct us to assist you with
letting a property in Sri Lanka
|
- Details of any mortgage or insurance, licensing documentation and service contracts which you have in place in relation to a property you wish to let
|
-
Where you are a landlord, and we are providing you with
letting services
|
- Details relating to your property including photographs, floor plans, energy performance certificate ratings/ home reports, property description and survey results
|
-
To deliver our service to you when you engage us to market
a property for you
|
- Photographs of your property, an inspection report and inventory, to record the condition of your property at the start or end of a tenancy
-
Move in and move out dates, utility meter serial number and meter readings before a tenant moves into a property and when the tenant moves out
-
Your move in and move out date and details of the deposit paid where you are a tenant when registering or releasing any deposit from a deposit protection scheme
|
-
To deliver our service to you when you engage us to let a
property on your behalf
|
- IP address, browser type, operating system, URL information
|
-
To improve our services provided to customers through insight
|
- Communication and marketing preferences
|
-
To ensure we only send you details of products and services
you are interested in through your preferred communication
channel.
|
We may, during the course of your relationship with us, request additional information from you which is relevant to the provision of specific services.
We do not offer any products or services to children.
Any telephone calls either to or from our customer service teams may be recorded for training, monitoring, compliance and security purposes.
How we collect your personal information
Direct interactions – personal information you disclose when you fill in forms, surveys, or correspond with us by post, phone, email, live chat, web, social or otherwise or through portals when you enquire about any of our services, products or promotions.
Indirect interactions – personal information you disclose to third parties such as, but not limited to, DRN Agencies, payment service providers, house builders, data brokers or aggregators to match against our databases a list of which is available on request from the Group Data Protection Office
How we use your personal information
We will process the information you provide or we obtain from other sources to provide you with products and services related to property transactions from us and relevant third parties for example on exchange of contracts to buy a property we will email you details of services to measure the energy efficiency of your new home or help to arrange set up of council tax, energy and broadband. These recommendations are entirely optional.
Under data protection legislation we are only permitted to use your personal information if we have a legal basis for doing so. We rely on the following legal bases to process and use your information:
Performance of a contract – this is where the collection and processing of your personal information is necessary for the performance of a contract to which you are a party, or in order to take steps at your request prior to entering into a contract.
Legal obligation – this is where the collection and processing of your personal information is necessary for compliance with a legal obligation, for example verification of identity and fraud prevention.
Consent – where we process personal information under consent we will seek your clear and unambiguous consent before processing your data for example to send and/or receive marketing information.
Legitimate interest some personal information is processed by DRN Agencies as part of its legitimate interests which include network and information security, web analytics, updating customer details, lettings, sales, and other core services. DRN Agencies may also rely on legitimate interest to process personal information related to direct marketing, web analytics, sales, lettings and other services.
Where we may process special categories of personal information and criminal conviction information we do so under additional lawful bases of the Data Protection Act. These may include, but are not limited to:
Where you have provided explicit consent
Where processing is necessary for the establishment, exercise, or Defence of legal claims.
Who we share your personal information with
Personal data we share within DRN Agencies
We may share your information within DRN Agencies, where necessary, for the provision of services.
Sharing with third parties
We will share personal information with our regulators, governmental or quasi-governmental organisations, law enforcement authorities and with courts, tribunals and arbitrators as may be required from time to time in order to comply with our regulatory and legal obligations.
Where we engage third party service providers to provide products (such as mortgages, house and contents and family protection insurances) or other business services and operations on our behalf, we provide them with only the personal information they need to perform the service we request. This includes IT systems providers and IT contractors as well as third party referencing or screening agencies for the purposes of the prevention and detection of crime. We contractually require them to securely protect information, and not to use it for any other purpose.
Indicatively - but not limited to - we may disclose your information to the third parties listed below for the purposes listed:
| Third party |
Why we share it |
- Vendor, buyer, house builder, other estate agents and parties involved in the sale and purchase
|
To support a sale progression:
Share Memorandum of Sale with each party,
Exchanging data within the chain
Provide list of viewers
|
- Land and New Homes Developers
|
To support your enquiry or purchase of land and new homes products or services.
Where a DRN Agencis employee may be on site with a developer and data may be shared.
|
- Approved contractors and suppliers
|
To install for sale or to let boards.
To appoint managing agents and building maintenance contractors; and arrange for contractors providing safety & statutory tests and to take inventories.
To produce marketing packs for the sale of your home.
|
|
|
To undertake a structural or Homebuyers survey
|
- Firms on our conveyancing panel
|
To provide home conveyancing services
|
- Rent and Legal insurance providers
|
To set up landlord insurances, and in the event of a claim.
|
|
|
To pursue a claim for breach of tenancy
|
- Law enforcement bodies including the police, and local authorities
|
To comply with court orders or legal obligations
|
|
|
For conveyancing services
|
How we keep your personal information secure
The security of your personal information is extremely important to us, and we therefore have measures in place to ensure it stays safe, is not damaged, destroyed or misused, and prevents unauthorized access. The measures include, but are not limited to:
Client software systems – all systems have protections in place to protect against both unauthorized access, and other external factors that could cause damage to, your personal data. There are strict access requirements in place and access is restricted to those absolutely necessary.
Hard copy paper files – stored in a secure facility with restricted physical access.
We provide data protection training to all partners & employees and workers who need access to and process personal information.
Where - in line with this Privacy Notice - information is shared with third parties, similar security measures are used to protect your information.
How long we keep your personal information for
We will keep your information for as long as is reasonably necessary for the purposes set out in this privacy notice, and to fulfil our legal and regulatory obligations.
The time period may vary depending on type of service or product you have requested from us. In certain circumstances we have a statutory obligation to keep your personal information for a set period of time, for example, financial information (normally 7 years) for financial auditing purposes. Information is always retained in line with its purpose of processing and only for as long as necessary usually, information is kept for 7 years after last contact with you. However, the retention period may be extended depending upon any legal or contractual obligations DRN Agencies may be required to comply with, as well as any overriding business legitimate interests.
Overseas transfers of your personal information
We are based within Sri LAnka, however some of the third parties and agents that we work with may be based outside of Sri Lanka, so processing of your personal information may involve a transfer of data outside Sri Lanka. Whenever we transfer your personal information outside Sri LAnka, we will always ensure it is protected by making sure we have safeguards in place. This might mean only transferring your personal information to a country that has been deemed by an adequate level of protection, or by using specific contractual protections.
All information that you provide us with is stored on our secure servers, or those of our third parties’ data storage providers.
Your rights in relation to your personal information
Your right of access – you have the right to ask us for copies of your personal information. Exemptions within the legislation could mean that you may not receive all the information we process. If this is applicable an explanation will be provided to you within our response.
Your right to rectification – you have the right to request that inaccurate information is rectified and incomplete information completed.
Your right to erasure – you have the right to request your personal information be deleted by us in certain circumstances.
Your right to restrict processing – you have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to object to processing – you have the right to object to the processing of your personal information in certain circumstances.
Your right to data portability – you have the right to request whether and to where we may have transferred your personal data.
Rights related to automated decision making and profiling – you have the right not to be subjected to a decision based solely on automated processing (including profiling) which may significantly affect you.
How to contact us
Contact details
If you have any questions, comments or requests regarding any aspect of this Privacy Notice, or how we handle your personal information, please do not hesitate to contact us by sending an email to info@avantnest.lk or writing to DRN Agencies, No 345/58, Kuruppu Lane, Borella, Colombo 8, Sri Lanka.
Privacy Notice Last Updated Date
12 February 2023
