ELGARS — PRIVACY NOTICE
GENERAL DATA PROTECTION REGULATION (GDPR)
At Elgars we are committed to protecting the personal information of our clients and customers and to maintain the trust and confidence that we have built up with them over many years. This notice explains how we collect and use personal information about you.
Who we are -
Elgars are a firm of Chartered Surveyors regulated by the Royal Institution of Chartered Surveyors (RICS). Our business includes Professional Work, Land and Estate Agency, Letting and Estate Management and also Accountancy.
Elgars is a data controller under Data Protection Legislation and all contact details are shown at the end of this notice.
Information we gather -
In the course of our day to day business we collect personal data in the form of names, addresses and contact details which are stored in digital and/or paper file format. This information is collected from:-
i. Postal correspondence with Elgars
ii. Email and fax correspondence with Elgars
iii. Contact via telephone iv. In person contacts either at our office or whilst out on site
v. Information we receive from third parties including Rightmove, Zoopla, On the Market and Primelocation.
We will use your information to -
In the course of our day to day business we use your information to:
i. Maintain relevant contact with clients and customers
ii. Provide information about properties for sale or to let
iii. Arrange viewings and meetings
iv. Organise maintenance of properties
v. Provide information to Regulatory Authorities including local authorities and to utilities about change of occupation of properties that we sell or manage and any other party when sharing of information is required by law.
What is the legal basis of processing your data -
The legal basis of processing your data is "contract"as defined by article 6 with the General Data Protection Regulations where processing is necessary for the performance of a contract to which the data subject is a party.
Who will have access to your information -
Your information is accessed by Elgar's employees on a needs only basis. We will not share your information with any other Data Processors except those that we need to provide information to in the course of our business, such as Regulatory Authorities, local authorities utilities and any other party where sharing of information is required by law. We take reasonable organisational and technical measures to protect your information against unauthorised access, modification or misuse. We use services provided by reputable security providers.
How long will we keep Your information -
In the absence of any legal requirements your personal data will be retained for as long as necessary for the purpose of the processing listed above. This means your data will be deleted if you withdraw consent to processing or the data is no longer required or is inaccurate. If you cease to be a client or customer we will hold your information for a period which is deemed reasonable. At the present time we routinely destroy paper files following their closure as follows:-
i. For sales and lettings—after 6 years
ii. For taxation and accounting—after 10 years
iii. For professional matters — after 15 years, but we may retain these for longer if still instructed by the client.
How to keep us updated With any changes to your Information -
Please remember to contact us if you become aware that the personal data we hold on you is inaccurate or incomplete as our records can be updated. Such requests can be sent in writing to Elgars.
Your Rights - You have the right to:-
i. To keep us updated about personal data we hold about you
II. Request a copy of the personal information we hold about you. We will require you to prove your identity with two pieces of approved identification. Please submit your request in writing to the contact details shown at the end of this notice. We will respond within 1 month of your written request and confirmed I.D. Please provide as much information as possible about the nature of your contact with us to help with locating your records. This request is free of charge unless the request is manifestly unfounded or excessive.
iii. Have any inaccuracies in your data corrected. If you would like to update the details we hold about you please contact us using the details set out below.
iv. Request that we delete your personal data so it is erased from our records
v. Object to certain types of processing such as direct marketing
vi. Object to or automated processing, including profiling
Enquiries and Complaints -
Please contact us if you have any enquires arising from this privacy notice. Where possible please raise all enquires in writing. If you are unhappy with our work or something that we have done or failed to do, please inform us in writing. We acknowledge all complaints and will endeavour to investigate the complaint as soon as reasonably practical. All enquires and complaints should be made to:-
Martin Allen Elgars
41 High Street
Kent CT3 1A8
Telephone: 01227 720557
You may complain indirectly to the Information Commissioners Office if you are concerned with how we are handling your personal information. Their contact details are shown below.
Information Commissioners Office
Telephone: 03031231113 or 01625 545745
Review of Elgars Privacy Notice -
This notice was last reviewed in September 2018 and will next be reviewed in September 2019 unless circumstances dictate earlier revision.