Money Laundering is the process by which criminals attempt to conceal the true origin and ownership of the proceeds of criminal activities. If successful, the funds can lose their criminal identity and appear legitimate. Anti-Money Laundering (AML) is the sum of measures to prevent and deter Money Laundering. Synergy Estate Agency Limited (hereafter “the agency”) operates within the legislative requirements of The Money Laundering, Terrorist Funding and Transfer of Funds (Information on the Payer) Regulations 2017.
In order to comply with client due diligence measures required within the Regulations the agency requires all prospective clients to provide the necessary identification documentation, proof of address and other information as noted in the table below. We also establish whether there are any beneficial owners on whose behalf the transaction or activity is taking place. Beneficial owners are individuals who ultimately own or control the customer, or on whose behalf a transaction or activity takes place. If necessary, we may also need to identify the source or destination of funds.
Client personal data will only be used for the purposes of preventing money laundering and terrorist financing. Any suspicious activity will be reported by the Director of the Agency to the National Crime Agency.
All records will be maintained for 5 years from the date of the last transaction or ending of the business relationship.
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Information we may collect directly from you
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Why we collect it
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Your name, postal address, phone number, email address and details of your requirements
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To provide you with estate agency services to find a property / room to rent
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Your marital status, date of birth, nationality and tax status
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When you enter into a letting agreement
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Your date of birth, nationality and details from identity documents you provide
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To perform ‘know your client’, anti-money laundering and right to rent checks, as required by law
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Proof that you have sufficient funds to support an application to rent any property
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To ensure you able to pay the required rental payments
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Financial information, for example, copies of your bank statement
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To provide evidence of the source of funds you will be using to rent a property
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Your bank account details or payment card information
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Processing payments and transactions including Credit Checks
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Details of your mortgage arrangements, confirmation of how long you have owned the property
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To undertake to know your client and anti-money laundering checks
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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
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Where you are a landlord and we are providing you with letting services
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Your marital status, employment details, national insurance number, nationality, residential status, bank details and credit history
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To carry out referencing and credit checks and the results of those checks
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Photographs of your property, an inspection report and inventory, to record the condition of your property at the start or end of a tenancy
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To deliver our service to you when you engage us to let a property on your behalf
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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
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To deliver our service to you when you engage us to let a property on your behalf
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Please see below for a full list of acceptable identity documents. Please note we will require sight of all original or certified documents.
Individual Identity Documents
We require one document from List A and one document from List B.
List A – Identity Documents
- EU settlement status reference number
List B – Proof of Address
- Current Photo UK driving licence (if UK Drivers Licence not used as ID)
- Bank, Building Society or Credit Union Statement. Dated within the 3 months. Must include account number and show recent activity. No general correspondence.
- Credit Card Statement Dated within the last 3 months. Must include account number and show recent activity. No general correspondence.
- UK, EU Mortgage statement Dated within the last 12 months. Must show account number. No general correspondence.
- Utility Bill Dated within the 6 months E.g. Gas, electricity, water. Must show address for service and/or account number. No general correspondence.
- Telephone Bill Dated within the last 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 the last 12 months. Must show address for service and/or account number. No general correspondence.
- Tenancy Agreement Dated with 12 months. Must state full name and full property address. Issued by local council, housing association, solicitor or reputable letting agent.
- Benefits Entitlement Letter Dated within the last 12 months. Issued by DWP or Jobcentre plus. Must confirm benefit payable at 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 correspondence.
- UK solicitors letter confirming house purchase/land registration Dated with 3 months. Must state full name of new proprietor and full property address.
- NHS Medical Card or letter from GP confirming registration Dated within the last 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 the last 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.
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
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Author of Policy: Tia Ao, Director
Policy Date: June 2023
Policy Review Date: June 2024
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You accept our terms and privacy policy by using Synergy Agent Limited website
These Terms set out all of the rules and obligations that apply to your use of Synergy Estate Agent Limited (SEAL). By using SEAL website, you confirm that you accept these terms and that you agree to comply with them. If you do not agree to these terms, you must not browse the SEAL website. We recommend that you print and keep a copy of these terms for future reference. They are a legally binding agreement between you and SEAL. These Terms may also make reference to other terms that apply when using SEAL Website, such as our Privacy Policy and Cookie Policy.
Your obligations and acceptable use
You accept that you are solely responsible for ensuring that your computer system meets all relevant technical specifications necessary to use this Site and that your computer system is compatible with this Site.
You must not misuse the website. In particular, you must not hack into, circumvent security or otherwise disrupt the operation of our system and this Site, or attempt to carry out any of the foregoing. This includes introducing viruses, trojans, worms, logic bombs, or other material which is or could be malicious or technologically harmful. You must not misuse any forms on the Site and any forms you submit must be a genuine inquiry.
You must not use or attempt to use any automated program (including, without limitation, any spider or other web crawler) to access our system or this Site. You must not use any scraping technology on the Site. Any such use or attempted use of an automated program shall be a misuse of our system and this Site. Obtaining access to any part of our system or this Site by means of any such automated programs is strictly unauthorized.
You must not upload or use inappropriate or offensive language or content or solicit any commercial services in any communication, form, or email you send or submit, from or to the Site.
Whenever you make use of features that allow you to upload content to our Site, or to make contact with other users via our Site, you must comply with the content standards set out in these Terms. Please see clause 6 below. You warrant that any such contribution does comply with the standards mentioned in clause 6 and, if you are a business, you will indemnify us against any breach of this warranty.
Registration
To receive details of rental properties on this site, you must submit a completed registration form to us. At our discretion, we may refuse your application for registration. If we accept your application for registration, you will be given access at the point of application.
Each registration is for a single user only. You must not share your username and password with any other person or with multiple users on a network.
You undertake that all information provided by you for the purposes of registering with us is accurate and complete.
You accept sole responsibility for all use of and for keeping secret any password that may have been given to you or chosen by you for use on this Site. You will notify us immediately of any unauthorized use of them or any other breach of security of this Site of which you become aware.
We have the right to disable any account or password, whether chosen by you or allocated by us, at any time, if in our reasonable opinion you have failed to comply with any of the provisions of these Terms.
Disclaimer and liability:
The Website (including all content on it) is provided by us on an “as is” and “as available” basis and we make no representations, guarantees or warranties of any kind, either express or implied, including without limitation, warranties as to quality, suitability for any purpose, compatibility, reliability, accuracy, completeness, timeliness access or use. It is your responsibility to evaluate the quality, suitability, accuracy, completeness and reliability of our websites and any information or content contained therein. We accept no responsibility and make no representations, guarantees, or warranties that the Websites will operate continuously, without interruptions or be fault-free. We may need to make the Websites unavailable with or without notice to carry out maintenance or upgrade work. We accept no liability for any interruption or loss of service.
Any value estimates provided on our Websites are intended for general interest and information purposes only and should not be relied upon for any commercial transaction or similar use. These estimates are based on publicly available information which may be inaccurate or incomplete, and typical factors in certain locations. They will not take account of any factors which are unknown to us and should only be used as a general estimate. None of the information available on our Websites is intended to be a substitute for independent professional advice and users are recommended to seek advice from suitably qualified professionals such as surveyors and solicitors if relevant to their particular circumstances. We shall not be liable for any losses suffered as a result of relying on our value estimates.
Property descriptions and other information provided on our website are intended for information and marketing purposes and, whilst displayed in good faith, we will not in any circumstances accept responsibility for their accuracy. The property advert pages on our website do not constitute property particulars and these should be available directly from the agent marketing the property. It is the responsibility of prospective buyers/tenants to satisfy themselves as to the accuracy of any property descriptions displayed and the responsibility of agents to ensure the accuracy and integrity of property descriptions provided on our website and in any property particulars.
Nothing in these Terms of Use excludes or limits our liability for death or personal injury arising from our negligence, or our fraud or fraudulent misrepresentation, or any other liability that cannot be excluded or limited by English law.
To the extent permitted by law, we exclude all conditions, warranties, representations or other terms which may apply to our site or any content on it, whether express or implied.
We will not be liable to any user for any loss or damage, whether in contract, tort (including negligence), breach of statutory duty, or otherwise, even if foreseeable, arising under or in connection with:
use of, or inability to use our site; or
use of or reliance on any content displayed on our site.
If you are a business user, please note that in particular, we will not be liable for:
loss of profits, sales, business, or revenue;
business interruption;
loss of anticipated savings;
loss of business opportunity, goodwill or reputation; or
any indirect or consequential loss or damage.
If you are a consumer user, please note that we only provide our site for domestic and private use. You agree not to use our site for any commercial or business purposes, and we have no liability to you for any loss of profit, loss of business, business interruption, or loss of business opportunity.
We assume no responsibility for the content of websites linked to our site. Such links should not be interpreted as endorsement by us of those linked websites. We will not be liable for any loss or damage that may arise from your use of them.
Indemnification
You agree to indemnify, defend and hold us and our affiliated companies, shareholders, officers, directors, employees, agents or suppliers harmless from any and all claims or demands, made by any third party due to or arising out of your use of this Website or through your password or otherwise, the violation of these Terms of Use by you, or the infringement by you of any intellectual property or other rights of any other person or entity.
Viruses
We do not guarantee that the Websites will be secure or free from bugs or viruses. You are responsible for configuring your information technology, computer program, and platform in order to access the Websites. You should use your own virus protection software. You must not misuse the Websites by knowingly introducing viruses, trojans, worms, logic bombs or other material which is malicious or technologically harmful. You must not attempt to gain unauthorized access to the Websites, the server on which the Websites are stored or any server, computer or database connected to the Websites.
We will not be liable for any loss or damage caused by a virus, distributed denial-of-service attack, or other technologically harmful material that may infect your computer equipment, computer programs, data or other proprietary material due to your use of our site or to your downloading of any content on it, or on any website linked to it.
Intellectual Property
We are the owner or licensee of intellectual property rights in the Website, information, and content available on the Website, any database operated by us, any proprietary software utilized by us to enable you to use this Website (“Software”) and the underlying source code. Much of this information and content is protected by copyright, trademark, database rights, design rights (including in the “look and feel” and other visual or non-literal elements), and/or other intellectual property rights (whether registered or unregistered). Our logos, together with our trademarks and/or service marks, may not be copied or reproduced without our prior written consent. All rights are reserved.
We grant you a non-exclusive, non-transferable license to use the Software solely in executable form and only to the extent necessary for use of the Website, and for no other purpose.
You must not use an automated program (including, without limitation, any web-crawling or screen-scraping software or any equivalent technology or techniques), to access the Website for the purpose of collecting, obtaining, and/or accumulating (or other similar activity) data or content in this Website. Any such use of an automated program is prohibited and shall be a breach of these Terms of Use.
You may not reproduce, republish, transmit or distribute any material, information, or content on this Website, or that form part of our services, without our prior written consent. However, you are granted a limited right to access and use the Website and our services and retrieve, display and print content pages, for your own personal, non-commercial use and to the extent necessary for use of the Website and our services only. We reserve the right, in our sole discretion and without notice to you, to terminate your license and to prevent future access by you to this Website.
Third Parties
This Website may contain links to third-party products, services, and/or websites that are not affiliated with us. We have no control over the products, services, or websites of these third parties and we do not guarantee or take responsibility for them. This Website may also contain advertising from third parties and we are not responsible for any misleading or inaccurate advertisements which are the sole responsibility of the advertiser. Any links or advertisements on this Website should not be taken as an endorsement by us of any kind. Furthermore, this Website contains data provided by third parties and we accept no responsibility for any inaccuracies in this material. You agree to release us from claims or disputes of any kind arising from or in any way connected to such disputes with third parties.
If you have any questions or comments about our Terms of Use, please contact us.