Privacy Policy

1)    Introduction

JMEA Limited, registered in England under company number 12510589 and trading as John Miller, has its registered office at 386 High Street, West Bromwich, B70 9LB. We are committed to protecting your privacy, and this Privacy Notice outlines how we handle your personal information.

Throughout this site, the terms “JMEA Limited,” “we,” “us,” or “our” refer to JMEA Limited, including its majority-owned subsidiaries, branches, representative offices, and relevant third parties to whom this Privacy Notice applies.

References to “you” or “your” relate to any individual whose personal data we process.

We may update this Privacy Notice from time to time to reflect changes in how we use your personal information. In the event of significant updates, we will make every effort to notify you directly

2)     What Information We Collect and Why

We gather basic personal details such as your full name, phone number, email address, and home address when you interact with us.

Depending on the services we provide to you—or on your behalf—we may also need to collect additional personal data, as outlined below:

If you're buying, selling, renting, or letting a property, or applying for a mortgage or related service:

Examples of data we may collect:

• Name, address, contact information, and your property requirements
• Previous names, family background, health details, marital status, nationality, and tax status
• Employment and financial information (e.g. National Insurance number, bank details, credit history)
• Proof of identity and address (e.g. passport, driving licence, utility bills)

Why we collect it:

• To provide property-related services including sales, rentals, auctions, or new developments
• To help you access mortgage or insurance products
• To match you with suitable properties
• To carry out referencing, credit checks, and background verifications
• To create and manage any accounts or secure login information
• To collect feedback via customer surveys
• To comply with legal obligations like anti-money laundering and right-to-rent checks
• To support financial checks, such as verifying proof of funds or deposit availability

Additional examples of information we may request:

• Mortgage details, ownership history, and source of funds
• Payment card or bank account details for processing transactions and resolving billing issues
• Supporting financial documents (bank statements, payslips, P60s, SA302s, tax overviews)
• Landlord-related details like tenancy agreements, property licenses, or insurance documentation
• Property specifics including images, energy ratings, descriptions, and survey outcomes
• Move-in/out details, meter readings, and deposit handling information
• Facial recognition data (for ID verification)
• Technical data such as IP address, browser info, and device details
• Your marketing and communication preferences

We may request further details throughout our relationship if it's necessary to deliver a specific service.

We do not provide services aimed at children. However, in some cases—such as rental or mortgage applications—we may need to collect a child’s name and date of birth. This information may be shared with relevant providers where necessary.

Please note: Calls to and from our branches or customer service teams may be recorded for training, monitoring, and compliance purposes.

3)    How We Gather Your Personal Information

We collect personal information through a variety of channels, depending on how you engage with us:

Directly from You
We obtain personal data when you choose to interact with us directly. This could include filling out online forms, completing surveys, or contacting us via post, phone, email, our website, live chat, or social media platforms. It also applies when you reach out through online portals to inquire about a service, product, or promotional offer.

From Third Parties and Public Sources
We may also receive personal data about you through third-party sources. These can include other companies within our corporate group, financial institutions, payment providers, property developers, or licensed data providers. In some cases, we also collect information from public records or databases—such as the Land Registry, Companies House, the Electoral Roll, or official government or law enforcement resources. In some situations, we may receive information about you from your employer, family members, or those acting with your permission.

Screening for Compliance (AML & Sanctions)
To meet our obligations under Anti-Money Laundering laws, we may carry out checks to identify whether you are a Politically Exposed Person (PEP) or appear on international sanctions lists. These checks are conducted via trusted third-party providers who scan publicly available global sources and match this against client details during our verification process.

4)     How Your Personal Information Is Used

We use the personal data we collect to deliver our services, support your enquiries, and manage our relationship with you. Your data may be used in different ways, depending on the service you're engaging with.

We only use your information where we have a valid legal reason to do so, in accordance with data protection laws. These include:

Carrying Out a Contract
When you ask us to provide a service, we need certain personal details to fulfil our contractual obligations, or to take necessary steps before entering into a contract with you.

Meeting Legal Responsibilities
In some cases, we are legally required to collect and process personal data—for example, for fraud detection, verifying your identity, or carrying out regulatory checks such as right-to-rent or anti-money laundering screening.

With Your Consent
Where required, we will ask for your clear permission before processing your data. This is typically the case when sending marketing materials or communications not related to a contract or legal requirement. You can withdraw your consent at any time.

Legitimate Business Interests
There are instances where we process personal data to support the legitimate interests of our business. These may include improving our website or services, conducting customer analysis, updating your details, or sending information about relevant products or offers. In doing so, we always ensure our interests do not override your rights or freedoms.

Processing Sensitive or Criminal Information
Where we need to handle more sensitive data (such as health-related details or information about criminal convictions), we will only do so when one of the following legal bases applies:

• You have explicitly agreed to the processing
• It is necessary for us to establish, exercise, or defend a legal claim

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5)    Who We Share Your Personal Information With

As part of our role in managing properties and delivering services to both tenants and landlords, we may need to share personal information with trusted partners and relevant organisations. We do so responsibly, and always in line with data protection laws.

5.1)  Sharing Within Our Group

We may share your personal information with other companies within our corporate group when it’s necessary to deliver our services or carry out internal administrative tasks. This group includes JMEA Limited and its subsidiaries, as listed on our official website.

5.2) Sharing With External Parties

We work with carefully selected third parties to help us provide services such as property management, referencing, maintenance, legal support, and financial products. Where we engage third-party suppliers, we only share the information required for their specific function. These companies must comply with strict data protection and confidentiality standards and are not permitted to use your information for any purpose other than what has been agreed.

Some examples of who we may share data with include, but are not limited to:

We may also verify your information against publicly accessible databases such as Land Registry or Companies House when needed.

Tenant-Specific Information

If you are a tenant, we may share your personal details with your landlord, referencing agencies, utility providers, deposit protection schemes, and maintenance contractors as necessary for the management of your tenancy. We always treat your data with the utmost care, and only share what is essential for service delivery, compliance, or legal obligations. This includes move-in/move-out details, deposit amounts, utility meter readings, and identity verification data.

Responsibilities of Landlords

As a landlord, if you receive personal information about your tenants, you are acting as a data controller and must comply with data protection laws. We strongly advise all landlords to register with the ICO and pay the required data protection fee. Further guidance is available at the ICO’s website.

5.3 Use of Automated Systems

Some services we use or provide through third-party partners involve automated decision-making. This may include credit scoring or matching services that assess your eligibility or risk profile. These systems are regularly reviewed to ensure fairness, accuracy, and transparency.

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6)     How We Keep Your Personal Information Safe

Protecting your personal data is a top priority for us. We use a combination of digital, physical, and organisational safeguards to ensure your information remains secure, confidential, and protected from misuse, damage, or unauthorised access.

Our security measures include:

• Secure IT systems – Our client management software is protected by strong access controls and built-in security features to guard against external threats and unauthorised use. Only staff who need access for business purposes are granted permission.
• Physical file protection – Any paper-based documents are stored in secure locations with restricted access to authorised personnel only.
• Staff training – Everyone who handles personal data receives regular training to ensure they understand their responsibilities and follow data protection best practices.
• Third-party data handling – If we need to share your data with external service providers, we make sure they follow the same high standards for keeping your data safe.

7)    How Long We Keep Your Personal Information

We only keep your personal data for as long as it is needed to meet the purpose it was collected for, or to meet legal, regulatory, or contractual obligations.

In general, most records are kept for up to 7 years after your last interaction with us. This is in line with standard requirements for financial auditing and compliance. However, certain information may need to be retained for longer depending on:

• The type of service we provided
• Any legal proceedings or investigations
• Business interests that justify longer retention (in line with GDPR)

Once data is no longer required, we will ensure it is securely deleted or anonymised.

8)    Transferring Personal Information Outside the UK

Although we are based in the UK, some of our partners or service providers may be located outside of the European Economic Area (EEA). If your information needs to be transferred internationally—for example, for IT support or cloud services—we take steps to make sure it remains protected.

These steps may include:

• Transferring only to countries approved by the UK or EU for having adequate data protection laws
• Using legally approved contractual clauses that guarantee your rights and safeguard your information

If you would like more information on international transfers or our safeguards, you can contact us using the details provided below.

Your data is always stored securely, whether on our internal systems or through trusted third-party data hosting partners.

9)    Your Rights Over Your Personal Information

Under UK data protection laws, you have a number of rights when it comes to how your personal data is used. These include:

• Right to access – You can request a copy of the personal information we hold about you.
• Right to correction – You can ask us to correct inaccurate data or fill in any missing details.
• Right to deletion – In certain situations, you can ask us to remove your personal data from our systems.
• Right to restrict processing – You can request that we temporarily or permanently limit how your data is used in specific circumstances.
• Right to object – You have the right to object to how we process your personal data, particularly if it's being used for direct marketing or based on our legitimate interests.
• Right to data portability – You can request that we transfer your data to another organisation or give it to you in a portable format.
• Rights around automated decision-making – You can object to decisions made solely by automated processes, including profiling, if they have a significant effect on you.

To Make a Request:

If you would like to exercise any of your rights, please email us at info@johnmiller.co.uk and include:

• The name of the brand or company you're dealing with
• A brief explanation of your relationship with us (e.g. tenant, landlord, buyer)

Once we receive your request, we’ll carry out an assessment and respond within the timeframes set out by the Information Commissioner’s Office (ICO).

10) How to Contact Us

If you have any questions, concerns, or requests regarding this Privacy Notice or how we handle your personal information, please feel free to get in touch.

Email:
General privacy enquiries: info@johnmiller.co.uk

By Post:
John Miller

386 High Street

West Bromwich

B70 9LB

11) Complaints

At JMEA Limited, we handle your personal data in line with this privacy notice and all applicable data protection legislation. We are committed to managing your information lawfully, fairly, and transparently.

If you have any concerns about how your personal data has been processed, or if you’re not satisfied with our response to a previous enquiry, you have the right to make a formal complaint.

To raise a concern or ask a question, please contact us directly at:
info@johnmiller.co.uk

12) Cookies

Cookies are small text files made up of letters and numbers that are placed on your device—such as your computer or smartphone—when you visit a website. If you accept our use of cookies, these files are saved to your browser or device's hard drive.

When you access our website, we use performance cookies provided by Google Analytics to better understand how visitors interact with our site. These cookies do not collect personal information or anything that can directly identify you. Instead, the data gathered is anonymous and helps us improve the performance, usability, and overall experience of our website.

13) Managing Your Cookie Preferences

You have full control over how cookies are used on your device. You can:

• Remove existing cookies stored on your browser
• Block new cookies from being set

To learn how to manage or disable cookies, visit: www.allaboutcookies.org/manage-cookies

14) Opting Out of Google Analytics

If you would prefer not to have your site activity tracked by Google Analytics:

• You can decline analytics cookies through our Cookie Notice when you visit our website
• Or, you can install the official Google Analytics opt-out browser add-on, available here: https://tools.google.com/dlpage/gaoptout

15) Your Rights

You have the right to opt-in to receive marketing communications from us and, at any time, to request that we stop processing your personal data for marketing purposes. If you wish to opt-in, you can do so by selecting the appropriate boxes on the forms we use to collect your data. If you decide later that you no longer wish to receive marketing communications, you can opt-out by contacting us directly at info@johnmiller.co.uk.

Additionally, our website may include links to third-party sites, such as those belonging to our partners, advertisers, or affiliates. If you visit these external websites, please note that they have their own privacy policies. We do not accept responsibility for these policies and recommend that you review them before submitting any personal information.

16) Updates to Our Privacy Policy

If we make any changes to our privacy policy in the future, these changes will be posted on this page. In some cases, we may notify you directly by email. We recommend that you regularly check this policy to stay informed about how we protect your privacy.