Privacy Notice

Type of Data Collected
Personal, Electronic, Non sensitive

Description of Data
Name; Address; Email; Telephone numbers – mobile, work and office;

Additional data collected as appropriate to each job: The Property address you have contracted with us to report on; Property access details e.g. Estate Agent, Tenant etc; Your Solicitors contact details incl: email, telephone and address; Property occupiers contact details e.g. telephone number, address; Various contractors used at your property with contact details e.g. telephone number, email and address; Your Insurance Company contact details e.g. telephone number, email, address and claim number; Other consultants contact details e.g. Engineer, Architect, Party Wall Surveyors, Local Authority contact details e.g. Planner, Building Control Officer, Environmental Health Officer.

Employee responsible for your Data
Philip Sealey (Director)

Date of consent to hold Data
Consent due to “legitimate interest” for performance of a contract with the data subject or to take steps to enter into a contract. Therefore the date of consent is the date an enquiry is received. Unnecessary data is not recorded.

Where the data is stored
Data is stored on an internally designed spread sheet on our server located in our office. Data is also held in MS Office 365 Outlook program. Data is backed up on cloud storage provided by Dropbox.

Source of the data
Data subject and their professional/legal advisers.

Purpose of the data
To provide Building Surveying Services

How the data is protected in its storage
Computers with access to the server are password protected along with the server. Our computers allow remote access using “Team viewer” which is also password protected. Passwords are generated and stored in a “LastPass” encrypted password program. Dropbox is password protected as well as Office 365. Only one mobile phone has access to the data. That mobile phone belongs to Philip Sealey. The mobile phone is locked, and password protected.

Usage restrictions
Data usage is restricted to office administration staff for providing our services only.

Usage rights
Secretaries and director have full access including ability to use, edit, create and delete data.

Usage frequency
Data is used each time we need to communicate with the subject.

Retention period
Data is retained during the time being taken to perform our contract. Data will be deleted 7-10 years after each contractual relationship ends.

Comments
Data is not sold, traded or released to any third party. Data is not used for marketing purposes. Data will not leave the control of this company.

PRIVACY POLICY

We recognise that you have the following rights:
The right to be informed – See Privacy Notice above
The right of access – Make an access request to Philip Sealey (data controller) in writing – See contact page for details
The right to Rectification – Make a rectification request to Philip Sealey – See contact page for details
The right to erasure – Make an erasure request to Philip Sealey – See contact page for details. NB this may affect our ability to complete our contract and may be refused in certain circumstances where permitted under the GDPR.
The right to restrict processing
Thr right to Data portability. On request copies of the MS Office 365 Outlook Contact card can be supplied by email.
The right to object. See the companies complaints policy. Objections can also be made to the ICO at this site: s://www.gov.uk/government/organisations/information-commissioner-s-office
Rights related to automatic decision making and profiling – We do not carry out this function.

We will comply with our obligations under the General Data Protection Regulations 2016