We are committed to respecting the privacy of all of our clients and contacts. Please read this policy to understand how we use and protect the personal data (also referred to as personal information) that you provide us or that we obtain and your rights in relation to the personal information that we hold.
We collect our information from the following
Our Appointments and Contracts: We hold personal data including names, addresses and contact details of our clients as well as information and documentation relating to the instructions you have given us. More privacy information for clients is included in our terms and conditions of business which are available on request.
From 3rd Parties: We send and receive personal data from Surveyors, Insurers, Lawyers and other related 3rd parties in connection with an instruction. This may include professional contact information as well as information relating to our clients and/or third parties involved in the relevant matter.
From Public Sources: We may undertake searches using publicly available records and databases to source relevant personal information and data to undertake the requirements of an instruction.
From our Website: The Anstey Horne website at www.ansteyhorne.co.uk is designed for information purposes only. We use Google analytics cookies on the website for tracking purposes. The cookies allow us to understand general traffic to our website for example number of visitors and length of time on site. This process does collect data, but it is used in an anonymous form, to help us make improvements, develop the website and enhance the user experience.
If you contact us by any other means (e.g. email or telephone): We may keep a record of that contact and the personal information you provide to us at that time.
If you ask to be added to our marketing database: We will collect your name, the name of your company/organisation (if any), email address and your preferences as to the types of marketing information you would like to receive from us.
If you apply for employment with us: We will collect a range of personal information relating to you as outlined in our job candidate privacy notice which is available on request.
How we use and process your personal information
Some of the personal information you provide to us will be held on our computers and will only be accessed by or given to our staff. We have in place administrative, technical and physical measures designed to keep your personal data secure and guard against minimising the risk of loss, misuse or unauthorised processing or disclosure.
Some of the personal information is stored and processed by third party organisations for us and on our behalf. These third parties include data centres and IT platforms (including cloud-based platforms). All personal information you provide to us is stored on secure servers located in the United Kingdom. Some of the personal information you provide to us will be transmitted electronically, e.g. information provided via our website or by email. We would remind you that information transmitted via the internet is not completely secure and although we will do our best to protect any personal information transmitted in this way, we cannot guarantee its complete security.
We have put in place procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.
When we may disclose your personal information
We may transfer your personal information to other organisations or professional advisers with whom we are working on in context of client matters or to whom we are referring you for additional or separate advice. We will ensure that such providers meet the relevant legal or regulatory requirements for transferring data to them and keeping it secure. We may also disclose your personal information (name and address) when submitting plans on publicly available planning application websites.
We may be obliged to disclose data under certain laws or by order of court or other competent regulatory body or may be permitted to disclose it under applicable data protection laws.
How long do we keep your personal data?
We keep your personal information no longer than is necessary for the purpose for which it was collected.
Circumstances in which personal information was provided and how long we keep it for
- To provide our services – We usually keep the information for 15 years from the closure of the file unless we inform you otherwise
- To deal with enquiries by email or telephone (which do not materialise into instructions) – We keep the information for 12 months
- If you ask to be added to our marketing database – Information is kept for the duration of your consent ( to be deleted upon consent being withdrawn)
- If you apply for employment with us – We will keep your details in accordance with the time period set out in our privacy notice for job candidates
You have certain rights in relation to your personal information, although those rights will not apply in all cases or to all information that we hold about you. For example, we may need to continue to hold information for legal reasons. We will respond to your request (including providing information on whether the rights apply in the particular circumstances) within the applicable statutory time period. If we are not sure of your identity, we may require you to provide further information in order for us to confirm who you are. These rights are set out below.
Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.
Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
Changes to this policy
If you would like to get in touch to discuss this policy, or request access to the personal data that we hold on you, please contact us using one of the following options:
• Email: firstname.lastname@example.org
• Post: 4 Chiswell Street, London EC1Y 4UP
• Phone: 020 065 2770
You have the right to complain to the Information Commissioner about the way in which we collect and use your personal data: www.ico.org.uk/concerns or telephone 0303 123 1113.