Terms of Use & Privacy Policy

By using this website you agree that you consent to and are bound by the following Terms of Use and Privacy Policy:

This website is the property of Ezytrac Property Group Limited of Suite 8 The Regatta Henley Way Lincoln United Kingdom LN6 3QR registered in England and Wales (registered number 06848781). Ezytrac Property Group Ltd and its subsidiaries (“Ezytrac”, “we,” or “us”), our web site at https://www.ezytrac.uk (the “Site”), and all related web sites, downloadable software, mobile applications (including tablet applications), and other services provided by us and on which a link to this document is displayed, and all other communications with individuals though from written or oral means, such as email or phone (collectively, together with the Site, our “Service”). If you disagree with any part of these terms and conditions, please do not use our website.

Definitions

“Personal Data” means any information relating to an identified or identifiable natural person.
“Public Area” means the area of the Site that can be accessed both by Users and Visitors, without needing to log in.
“Restricted Area” means the area of the Site that can be accessed only by Users, and where access requires logging in.
“User” means an employee, agent, or member of the public, who primarily uses the restricted areas of the Site for the purpose of accessing the Service in such capacity. 
“Visitor” means an individual other than a User, who uses the public area, but has no access to the restricted areas of the Site or Service.

1.0 TERMS OF USE

The use of this website is subject to the following terms of use:

• The content of the pages of this website is for your general information and use only. It is subject to change without notice.
• The information provided and the opinions expressed in this website represent the views of the authors and contributors. They do not constitute legal advice and cannot be construed as offering comprehensive guidance to the Data Protection Act 1998 or other statutory measures.
• Neither we nor any third parties provide any warranty or guarantee as to the accuracy, timeliness, performance, completeness or suitability of the information and materials found or offered on this website for any particular purpose. We are not liable for any inaccuracies or errors.
• Your use of any information or materials on this website is entirely at your own risk, it is your responsibility to check that the information available meets your requirements. Nothing on this website shall be regarded or taken as financial advice.
• This website contains material which is owned by or licensed to us. This material includes, but is not limited to, the design, layout, look, appearance and graphics.
• Information on this site may be contributed by our members or other contributors (including in blogs). We do not control the information they provide and are not responsible for the views expressed.
• If you believe that your intellectual property rights have been infringed on this site please notify us. We accept no liability for infringements as a result of user generated content but we will take reasonable action to remove such content where possible.
• Unauthorised use of this website may give rise to a claim for damages and/or be a criminal offence.
• The services provided by us are not available to those under 18 years of age.
• Every effort is made to keep the website up and running smoothly. However, we take no responsibility for, and will not be liable for, the website being temporarily unavailable due to technical issues beyond our control.
• We reserve the right to refuse, suspend or cancel your access to the site at any time and without notice.
• Purchases of third party education and training products or delegate places at events advertised on this site are subject to the terms and conditions of the providers.
• Your use of this website and any dispute arising out of such use of the website is subject to the laws of England, Northern Ireland, Scotland and Wales and that any and all disputes arising therefrom shall be subject to the exclusive jurisdiction of the English courts.
• Please revisit this page periodically to stay aware of any changes to this Policy, which we may update from time to time. If we modify the Policy, we will make it available through the Service, and indicate the date of the latest revision, and will comply with applicable law. Your continued use of the Service after the revised Policy has become effective indicates that you have read, understood and agreed to the current version of the Policy.

Copyright notice

This website and its content are copyright of Brett Alegre-Wood and Ezytrac IP Ltd and our contributors. All rights reserved.

Any redistribution or reproduction of part or all of the contents in any form is prohibited other than the following:

• You may print extracts for your personal and non-commercial use only
• You may refer to and quote from the content for review or reference purposes within the limits of “fair dealing”, but only if you acknowledge the website as the source of the material
• You may not, except with our express written permission, distribute or commercially exploit the content. Nor may you transmit it or store it in any other website or other form of electronic retrieval system.

2.0 Anti-Money Laundering, Sanctions, Terrorism Financing

Ezytrac is committed to operating its business in a transparent and open manner consistent with our legal and regulatory obligations. We are aware that the real estate industry is a target for organised criminals seeking to launder the proceeds of criminal activity. We always seek to prevent this activity by cooperating fully with the authorities and reporting suspicious activity to National Crime Agency.

As part of this commitment we adopt a strict compliance of all applicable Anti Money Laundering rules, with specific emphasis on the Proceeds of Crime Act 2002, the Money Laundering Regulations 2017, the Bribery Act 2010 and the Terrorism Act 2000.

Ezytrac policy commitment is applicable to all our customers, including vendors, buyers, landlords and tenants. As a result we obtain and hold for a period of at least five years evidence pertaining to our customers' identity and, where appropriate, we obtain proof of ownership of property and source/ destination of funds. We will be unable to proceed with any work on behalf of our customers if we are unable to obtain this information. Customers' identity will be subject to an electronic identity check, which may also include a credit check.

We are required by law to conduct anti-money laundering, Sanction and Terrorist financing checks on all those selling, buying, letting and renewing a property and /or tenancy. Whilst we retain responsibility for ensuring checks and any ongoing monitoring are carried out correctly, the initial checks are carried out on our behalf by a third party provider. They will not normally need to contact you. The cost of these checks is £30 (incl. VAT), which covers the cost of obtaining relevant data and any manual checks and monitoring which might be required. This fee will need to be paid by you in advance of us publishing your property (in the case of a vendor) or issuing a memorandum of sale (in the case of a buyer), advertising your property for lease. The fee covers checks on landlords, tenants, guarantors, connected parties to transactions. 

Ezytrac is registered and supervised by HM Revenue & Customs for compliance with the Money Laundering Regulations 2017. 

Our Money Laundering Reporting Officer is Brett Alegre-Wood.

3.0 Privacy Policy

3.1 The Information We Collect on the Service:

We collect different types of information from or through the Service. The legal basis for Ezytrac’s processing of personal data are primarily that the processing is necessary for providing the Service in accordance with Ezytrac’s Terms of Use and that the processing is carried out in Ezytrac’s legitimate interests, which are further explained in the section “How We Use the Information We Collect” of this Policy. We may also process data upon your consent, asking for it as appropriate.

Ezytrac processes your information under the following Lawful basis’s.

• Performance of a contract: where you enter into a contract with Ezytrac and we need to process your information as part of this contract
• Legitimate interests: some information is processed by Ezytrac 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 by the data controller
• Public interest: some information is processed in accordance public interest such as relocations
• Consent: where we process information under consent we will seek your clear and unambiguous consent prior to processing your data

3.1.1 User-provided Information. When you use the Service, as a User or as a Visitor, you may provide, and we may collect Personal Data. Examples of Personal Data include name, email address, and mobile phone number. Personal Data also includes other information, such as geographic area or preferences, when any such information is linked to information that identifies a specific individual. You may provide us with Personal Data in various ways on the Service. For example, when you register for an Account, use the Service, interact with other users of the Service through communication or messaging capabilities, or send us customer service -related requests.

3.1.2 “Automatically Collected" Information. When a User or Visitor uses the Service, we may automatically record certain information from the User’s or Visitor’s device by using various types of technology, including cookies, “clear gifs" or “web beacons.” This “automatically collected" information may include IP address or other device address or ID, web browser and/or device type, the web pages or sites visited just before or just after using the Service, the pages or other content the User or Visitor views or interacts with on the Service, and the dates and times of the visit, access, or use of the Service. We also may use these technologies to collect information regarding a Visitor or User’s interaction with email messages, such as whether the Visitor or User opens, clicks on, or forwards a message. This information is gathered from all Users and Visitors.

3.1.3 Integrated Services. You may be given the option to access or register for the Service through the use of your user name and passwords for certain services provided by third parties (each, an “Integrated Service”), such as through the use of your Google account, or otherwise have the option to authorise an Integrated Service to provide Personal Data or other information to us. By authorising us to connect with an Integrated Service, you authorise us to access and store your name, email address(es), date of birth, gender, current city, profile picture URL, and other information that the Integrated Service makes available to us, and to use and disclose it in accordance with this Policy. You should check your privacy settings on each Integrated Service to understand what information that Integrated Service makes available to us, and make changes as appropriate. Please review each Integrated Service’s terms of use and privacy policies carefully before using their services and connecting to our Service.

3.1.4 Information from Other Sources. We may obtain information, including Personal Data, from third parties and sources other than the Service, such as our partners, advertisers, credit rating agencies, and Integrated Services. If we combine or associate information from other sources with Personal Data that we collect through the Service, we will treat the combined information as Personal Data in accordance with this Policy.

3.1.5 Types of Information Collected.

Ezytrac collects the following basic initial information, usually through web based sign up forms on our websites.

Ezytrac may also collect the following information during our initial contact, to better understand your goals and current situation and make recommendations:

Finally, and with your further consent, we may collect the following information, usually if you request we make a third party referral to, for example, a mortgage lender/broker, wealth advisor, maintenance contractor, utility company, insurance broker/company, referencing company, Accountant, Law Firm:

3.2 How We Use the Information We Collect

We use the information we gather to contact you via Phone, Email, messaging platforms (such as Whatsapp, Messenger, WeChat), social media platforms (such as Facebook, Instagram, LinkedIn, Twitter) This information allows you to login our site, communication with us, download educational material, register for events, and/or receive our property launches.

Generally, we will collect, use and hold your information for the purposes of:

• Assessing applications for and providing Ezytrac products / services
• Conducting business, developing relationships with Ezytrac and affiliates
• Process payments / transactions including: accounting, authorisation, clearing, chargebacks, auditing, billing, reconciliation, collection, complaints, enquiries, credit checks and related dispute resolution activities
• Protect against and prevent fraud, unauthorised transactions, money laundering (please see above), tax evasion, claims, other liabilities and manage risk exposure and agent /franchise quality, integrity, compliance and security of business processes
• Create and manage any accounts, associated authentication criteria (ID’s and passwords) you may have with Ezytrac
• Provide, administer and communicate with you about Ezytrac products, services, offers, programs and promotions, their issuers, acquirers, retailers and partners.
• Compile business directories, including business contact information
• Operate, monitor, evaluate and improve 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
• Evaluate your interest in employment and contact you regarding possible employment opportunities
• Enforce Ezytrac “Terms of Use”, other legal rights as may be required by applicable laws and regulations or requested by any judicial process or governmental agency having or claiming jurisdiction over Ezytrac or its affiliates.
• Comply with industry standards and Ezytrac policies

3.2.1 Analytics

We use Google Analytics to measure and evaluate access to and traffic on the Public Area of the Site, and create user navigation reports for our Site administrators. Google operates independently from us and has its own privacy policy, which we strongly suggest you review. Google may use the information collected through Google Analytics to evaluate Users' and Visitors’ activity on our Site. For more information, see Google Analytics Privacy and Data Sharing.

You may opt out from the collection of navigation information about your visit to the Site by Google Analytics by using the Google Analytics Opt-out feature.

We take measures to protect the technical information collected by our use of Google Analytics. The data collected will only be used on a need to know basis to resolve technical issues, administer the Site and identify visitor preferences; but in this case, the data will be in non-identifiable form. We do not use any of this information to identify Visitors or Users.

3.2.2 Profiling

For the purposes of business conduct, enhancement, identification of fraud, money laundering and other potential unauthorised activities, Ezytrac engages profiling activities via direct use or anonymisation of sensitive personal information.

3.2.2.1 Direct Profiling

Direct profiling is engaged for the fair and lawful purposes, to provide Ezytrac the ability to enforce Ezytrac “Terms of Use”, legal reporting as may be required by applicable laws, regulations, policies / standards or requested by any judicial process or governmental agency having or claiming jurisdiction over Ezytrac or its affiliates; including, but not limited to:

• Benchmarking employees: appraisals, performance, bonus payments, disciplinary actions, improvement plans, promotions and awards.
• Background checks for existing and new employees, clients, business partners, affiliates
• Financial Viability analysis / reports
• Business partner / client portfolio position, performance, risk positions
• Anti-money laundering
• Tax reporting
• Credit defaulting / exposure

3.2.2.2 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 Ezytrac Group, affiliates and other organisations that we have affiliations with have and that may be of interest to you.
• Conducting market research
• Facilitating our internal business operations, including the fulfilment of any legal requirements.

3.3 Information We Share

We do not sell or otherwise disclose personal information we collect about you, except as described in this Privacy Policy or as indicated via the consent process at the time the data is collected. We share the information we collect with, but not limited to:

• Landlords
• Tenants
• Local Letting Agencies for the purpose of securing a tenant.
• Our panel affiliates and partners / Financial Institutions / Insurance Companies / Surveyors for business facilitation to provide required services, such as mortgages, conveyance, insurance cover etc.
• Companies within the Group structure
• Formally contracted service providers to perform services on our behalf. For example for the maintenance of your property, Gas and Energy Certificates, Property Inspections.
• Hosting Data centres and software providers, Infrastructure, Applications (Development / Support), Cloud Services (Software as a Service – SaaS, Platform as a Service – PaaS, Infrastructure as a Service – IaaS)
• Councils, health and care providers
• Utility companies
• Law firms
• Referencing and Credit agencies
• Government Agencies such as HMRC in the case of Non Resident Landlords.
• 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.
• Prospective employers requesting references via your written consent.

On websites, features can be accessed where we partner with other entities that are not affiliated with Ezytrac. These include messaging, social networking, geo-location tools etc. are operated by third parties (indicated appropriately) who may use or share personal information in accordance with their own privacy policies. It is recommended that you review the third parties' privac