Who we are
2 De Grey Square, De Grey Road, Colchester, Essex CO4 5YQ
Our Data Protection Officer (DPO) or Controller is Ewan Dodds, BSc FRICS.
Information we collect
We only collect data or information from you that is relevant to any case we are working on at the time. Typically, due to the nature of our services, we may collect the following data from you when you deal with our Company:
• personal contact details
• work contact details
• business and property activities
• any other information required to assist us in carrying out our service(s) you instruct us to do.
We collect and store data for:
• applicants who are interested in our products (namely commercial properties) on the open market
• qualifying purposes of ensuring we are sending applicants relevant products
• ensuring no conflict of interest is present across our departments
• Money Laundering Purposes.
Use of your data
We store any data we collect on a protected CRM system and hard copies for archiving purposes. We use your data to carry out our services and advice, which is necessary to perform our contract with you. Additionally, we may also use your data for the following:
• accounting purposes (the administration of processing any accounting or payment matters)
• marketing our services to you
• if registered as an applicant, our available property products
• credit reference checks (where required and authorised on our Terms & Conditions and/or Contract with you)
• internal research across departments.
We restrict access to our data on a secure network with secure archives. We use both electronic and hard-copy methods of data storing, depending on each department’s needs.
Retention of your data
For any standard case where we have provided you with a service, we hold hard files for six years in a secure internal archiving system. On the sixth-year anniversary, we securely dispose of the hard file. If we need to reopen a file and require historical data to provide you with accurate advice or service, we may hold the data for more than six years. We may hold as much data as possible for clients whose properties or portfolios we manage. However, we are under no obligation to hold your data for more than six years.
Under the General Data Protection Regulation (GDPR), you have a range of rights, including your right to access to see any data we hold on your case or personal data. If you have any queries about your rights or require more information about your stored data with us, please contact our Data Protection Officer (DPO) named above. Any contact with our DPO will be required in writing, together with your proof of identity, even if we have this on file historically.
Sharing of your data
Sometimes, we do require to clarify with external parties if there is any conflict of interest when we work for you, which is a requirement of the Royal Institute of Chartered Surveyors (RICS) which we are affiliated by.
This is normally only a name or Company name to ensure that we are morally acting for you to continue our good practice under RICS Guidelines.
The only times we may require third party assistance and any data is shared about you; we will obtain prior approval from you to do so.
The main third parties we refer to here may be :
• architects and planners
• agents and/or surveyors in services we do not provide (e.g. quantity surveying).
We would only do this if it were required in order to assist or complete in providing our service to you. Where you request or authorise, we may also discuss your case with family, representatives or other professionals acting for you.
For accounting purposes (such as rent collection, service charge collection or our Company fees), we may pass your personal details onto a bailiff company to collect any debts or moneies owed.
This includes all tenants on our managed portfolios on behalf of our clients. For these, we do not require your approval to do so.
We may use your contact details to send you marketing communications, but only if you have given us your explicit consent to do so. You have the right to withdraw your consent for us to use your data for marketing purposes at any time. We will not share your data with any third parties for marketing purposes.
Cookies and Tracking
Under data protection laws, you have certain rights in relation to your personal data. These include the right to access, correct, and delete your data, as well as the right to object to its processing and the right to data portability. If you wish to exercise any of these rights, please contact our Data Protection Officer using the contact details provided in Section 1 above.
Updates to this policy