Personal Data – General Data Protection Regulations 2018
We understand that we have a responsibility to protect your personal data. The purpose of this notice is to outline what data we may collect, the reason we collect it, how it is used and your rights regarding the data.
How we obtain the data
As a client, you or your company may provide us with the information we need to provide a survey. This may be received via telephone or email or by using the contact form on our website.
What data we collect and hold
We may collect and hold any of the following data relating to our customers:-
- Contact information (postal address, email, telephone)
- Billing information such as invoices and statements
How the data is used
The purpose of holding the data is to allow us to fulfil our commitments to provide the agreed survey services to you or your company. We will only hold the minimum data required to perform those services.
This information is saved in an electronic form and also as a paper copy in the file as part of our obligations under the Royal Institution of Chartered Surveyors and HMRC rules. On completion of the survey work, this information is stored in a secure store. All electronic data is stored in an off-line server which has no contact with the internet and cannot be hacked. Access to the server is password protected.
The information you provide is not shared with any other organisation.
This information is kept for a period of six years in line with the requirements of the Royal Institution of Chartered Surveyors and our professional indemnity insurers and then deleted. The hard copies are shredded and the electronic versions deleted including backup copies.
We do not store payment card details. These are not written down and only input into a virtual card reader terminal software system operated by our bank. Bank statements are retained for six years as required by HMRC accounting procedures. Bank statements are shredded after this period.
Billing information is used in order to perform billing and account management. Card payment details are never written down and only appear on our statements in the course of normal banking practice. This data is not shared with others.
How long we keep the data
We will continue to hold the data while there is an on-going business relationship. When the survey is completed or a quotation is given which is not accepted, we will delete all information except where legally obliged to retain it for a set number of years, such as accounting information.
Data Breach Procedures
In the unlikely event that data breach occurs, we will fulfil our legal obligations, inform the ICO if appropriate and those effected in a timely manner and investigate/remedy the cause of the breach immediately.
Your Rights
You may request the deletion of your data at any time (this may exclude data which we are legally obliged to hold). Please bear in mind that if you request this while we are still providing services to you or your company, then this may render us unable to provide those services.
You may also request to view and update the information we hold about you.
Requests for deletion, viewing or editing of information should be made to enquiries@propertysurveysdevon.co.uk.
Review
This notice will be under regular review and may be subject to change. We will notify you if it changes.