Privacy Policy

 

1. Introduction

JMEA Limited (company number 12510589), trading as John Miller, is registered in England and Wales. Our registered office is at 386 High Street, West Bromwich, B70 9LB.

JMEA Limited (“we”, “us”, or “our”) is committed to protecting your privacy and handling your personal data in a lawful, fair, and transparent manner. This Privacy Notice explains how we collect, use, store, and share personal information, and outlines your rights under UK data protection law.

This notice applies to individuals whose personal data we process, including buyers, sellers, landlords, tenants, applicants, contractors, and website users (“you” or “your”).

We may update this Privacy Notice from time to time. Where changes are significant, we will take reasonable steps to notify you.

 

2. The Information We Collect

We collect personal data to enable us to provide property, lettings, management, sales, and related services.

2.1 Information You Provide

This may include:

  • Full name

  • Postal address

  • Email address

  • Telephone number

Depending on the service, we may also collect additional information, such as:

  • Date of birth, previous names, nationality, and immigration status

  • Employment and income details

  • Financial information (bank details, credit history, proof of funds)

  • Identification documents (passport, driving licence, utility bills)

  • Property requirements and transaction details

  • Mortgage, insurance, or tenancy-related documentation

  • Images, surveys, and property records

  • Marketing preferences

2.2 Special Category and Sensitive Data

Where required, we may process sensitive personal data, including:

  • Health information (only where relevant and necessary)

  • Biometric data (such as facial recognition used solely for identity verification)

  • Criminal conviction or offence data (for legal or regulatory checks)

We only process this information where permitted by law, such as where you have given explicit consent or where processing is required to meet legal obligations.

2.3 Children’s Data

Our services are not directed at children. However, where necessary (for example, tenancy or mortgage applications), we may collect a child’s name and date of birth. This information is handled with appropriate care and shared only where required.

2.4 Call Recording

Calls to and from our offices may be recorded for training, quality assurance, and compliance purposes.

3. How We Collect Your Information

We collect personal data through the following methods:

3.1 Directly From You

When you:

  • Complete forms or applications

  • Contact us by phone, email, post, website, live chat, or social media

  • Use online portals or request information about our services

3.2 From Third Parties and Public Sources

We may receive information from:

  • Landlords, employers, or family members (with permission)

  • Mortgage lenders, insurers, referencing agencies, and contractors

  • Companies within our corporate group

  • Public records such as HM Land Registry, Companies House, or the Electoral Roll

3.3 Compliance and Verification Checks

To meet legal and regulatory obligations (including Anti-Money Laundering and Right to Rent requirements), we may carry out identity checks, sanctions screening, and Politically Exposed Person (PEP) checks using trusted third-party providers.

4. How We Use Your Personal Data

We only use personal data where a lawful basis applies. These include:

4.1 Contractual Necessity

To provide services you request or to take steps before entering into a contract.

4.2 Legal Obligations

To comply with laws and regulations, including fraud prevention, identity verification, and regulatory reporting.

4.3 Consent

Where required, we will ask for your consent, particularly for marketing communications. You may withdraw consent at any time.

4.4 Legitimate Interests

To operate and improve our business, manage relationships, update records, and provide relevant service information, provided your rights are not overridden.

5. Who We Share Your Information With

We only share personal data where necessary and in accordance with data protection law.

5.1 Group Companies

We may share information within the JMEA Limited group where required for service delivery or administrative purposes.

5.2 External Third Parties

These may include:

  • Landlords (where we act as managing agent)

  • Tenants and prospective tenants (where relevant)

  • Solicitors, conveyancers, and legal advisers

  • Mortgage brokers and lenders

  • Insurance providers

  • Surveyors and valuers

  • Referencing, credit, and identity-check agencies

  • Contractors, maintenance providers, and utility companies

  • Deposit protection schemes

  • Debt recovery agencies

  • Regulatory bodies, courts, or law enforcement authorities

  • The Property Ombudsman

We only share the minimum information necessary and require third parties to protect your data appropriately.

5.3 Landlord Responsibilities

Landlords receiving personal data about tenants act as independent data controllers and are responsible for complying with data protection law. We strongly recommend landlords register with the Information Commissioner’s Office (ICO).

5.4 Automated Decision-Making

Some third-party services may use automated systems, such as credit scoring or affordability assessments. You have rights relating to automated decision-making, explained below.

6. Data Security

We take appropriate technical and organisational measures to protect your personal data, including:

  • Secure IT systems with restricted access

  • Physical security for paper records

  • Staff training on data protection responsibilities

  • Due diligence on third-party processors

 

7. Data Retention

We retain personal data only for as long as necessary to fulfil its purpose or meet legal, regulatory, or contractual requirements.

Typically, records are kept for up to 7 years after the end of our relationship, unless a longer retention period is required (for example, due to legal proceedings). Data is securely deleted or anonymised once no longer needed.

 

8. International Transfers

Some service providers may process data outside the UK or EEA. Where this occurs, we ensure appropriate safeguards are in place, such as adequacy regulations or approved contractual clauses.

 

9. Your Data Protection Rights

You have the right to:

  • Access your personal data

  • Request correction of inaccurate or incomplete data

  • Request deletion of your data (in certain circumstances)

  • Restrict processing

  • Object to processing, including for direct marketing

  • Request data portability

  • Object to decisions based solely on automated processing

To exercise your rights, please contact us using the details below.

 

10. Contact Details

For privacy-related enquiries or requests:

Email: info@johnmiller.co.uk
Post:
John Miller
386 High Street
West Bromwich
B70 9LB

We do not have a statutory Data Protection Officer. Privacy matters are handled by our management team.

 

11. Complaints

If you are unhappy with how we handle your personal data, please contact us first. You also have the right to complain to the Information Commissioner’s Office (ICO): www.ico.org.uk.

 

12. Cookies and Analytics

Our website uses cookies to improve functionality and understand how visitors use the site.

We use Google Analytics performance cookies, which collect anonymised statistical information. These cookies are only placed with your consent via our cookie banner.

 

13. Managing Cookies

You can control cookies through your browser settings or by adjusting your preferences in our cookie banner. Further guidance is available at www.allaboutcookies.org.

 

14. Marketing Communications

You may choose to receive marketing communications from us by opting in. You can opt out at any time by contacting us or using the unsubscribe options provided.

 

15. External Links

Our website may contain links to third-party websites. We are not responsible for their privacy practices and encourage you to review their policies before providing personal data.

 

16. Updates to This Notice

Any updates to this Privacy Notice will be published on our website. Please check this page periodically to stay informed.