This privacy notice provides you with details of how we collect, store and process your data. When you contact or enter into a contract with Elliott Environmental Surveyors Ltd your personal data will be handled in accordance with the requirements of the General Data Protection Regulation (GDPR).
We collect information about you when you make an enquiry with us or enter into a contract for services.
The data we may collect, store and process includes the following:
Identity data – including but not limited to, your full name, title.
Contact data – including but not limited to, billing address, site address, email address, phone numbers.
Financial data – including but not limited to, your bank account details and transactions resulting from the work we carry out for you.
We do not collect sensitive information about you except when you specifically knowingly provide it. Please note that as part of our contractual relationship we may need to collect, store and process personal details of other individuals within your organisation and you must have obtained permission either by contract or consent with them for us to do that. If we are unable to collect relevant data concerning yourself or others in your organisation, then we may not be able to provide the services indicated in the contract. If this happens we will notify you.
The privacy and handling of data that identifies living individuals is important to us, we will operate a set of procedures to meet the requirements of the GDPR. We will be acting in the capacity of data controller and data processor. It is important that the data we hold is accurate and up to date so if any information you have provided changes then please update us using the email or contact details shown below:
Data Controller, Elliott Environmental Surveyors Ltd, Mallan House, Bridge End, HEXHAM, Northumberland NE46 4DQ. 07870 885846 firstname.lastname@example.org
How we collect data
We collect information about you when you make an enquiry with us or enter into a contract. Collection of data may be (but not limited to) the following sources:
Direct interaction – Data you provide to us via email, letter, phone call, meeting.
From third parties – If we have been contacted by a third party on your behalf (such as your solicitors, agents, architects, planners etc or where we may be employed as a sub-contractor)
How we process collected data
We collect information about you to provide our services as described in the contract between yourself/your organisation and Elliott Environmental Surveyors Ltd. We will also use your data to administer your account with us and to contact you with updates to the status of the services that we are providing under our contract and to provide details of additional services that we see would be of use for the projects or related projects on which we have been assigned.
Your data will only be processed when there is a lawful reason to do so. We have determined that our main lawful reasons for processing our customer data will be:
Contractual obligation – In order to meet the obligations of the contract that exists between us
Legal Obligations of the controller – Where we need to comply with a legal or regulatory obligation. For example, we are legally required to retain case files for a number of years after completion
Legitimate interests – In order to pursue our company legitimate interests in dealing with our clients including (but not limited to) performing credit checks, using debt collecting agencies and processing insurance claims made against us
We do not normally rely on consent as a lawful basis for processing except for marketing purposes. Where consent has been granted it may be withdrawn at any time in writing by emailing the address shown in the ‘Data collected’ section above.
Where data is stored
The data provided will be maintained within our systems on premise or in our offsite back-up system, except for details entered into our accountancy system which is cloud based. We will keep manual job records for most projects which will be stored on premise or in our offsite archive storage facility.
We will only retain your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, insurance or reporting requirements and our obligations under our regulator the RICS.
The data used for the provision of our services will be stored whilst the contract is in place or whilst an individual/ organisation remains a client of Elliott Environmental Surveyors Ltd.
We will retain job files on our system for a maximum of 13 years for professional indemnity insurance purposes depending on the nature of the work carried out. Files may be retained for longer than this period where the client is still an active client of Elliott Environmental Surveyors Ltd as they may wish to engage further work on their sites after a period of years have passed and it will help to reduce fees if we already have data relating to their site.
Accountancy data will be held for the statutory period as required by the UK Government.
Access to information and correction
Your personal data is protected by legal rights, which include your rights to object to our processing of your personal data; request that your personal data is erased or corrected; request access to your personal data. These are called your Data Subject Rights and there is more information on these on the Information Commissioners website www.ico.org.uk
You have the right to request a copy of the information that we hold about you. If you would like a copy of some or all of your personal information that we hold, please email or write to us at the address shown in the Data collected section above.
We want to make sure that your personal information is accurate and up to date. You may ask us to correct or remove information you think is inaccurate.
You have the right to lodge a complaint with the UK supervisory authority, which is the Information Commissioner’s Office (ICO). If you are unhappy about any aspect of how we handle your personal data or the application of your rights then please contact us in the first instance.
The ICO contact details can be found at www.ico.org.uk/.
We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
You have the right to data portability
Disclosure of personal data
We will not sell, distribute or lease your personal information to third parties unless we have your permission or for the purposes as set out in the above section ‘How we process collected data’. Elliott Environmental Surveyors Ltd work with a number of trusted agencies and businesses in order to provide you with a quality service. We may have to share your personal data with the parties set out below:
Professional advisers including lawyers, bankers, auditors and insurers who provide consultancy, banking, legal, insurance and accounting services.
HM Revenue & Customs, regulators and other authorities based in the United Kingdom and other relevant jurisdictions who require reporting of processing activities in certain circumstances.
Additional data processors as identified in paragraph 4 above.
Business partners, sub-contractors and suppliers who will be assisting in the delivery of our contract with you.
We require all processors and third parties to whom we transfer your data to respect the security of your personal data and to treat it in accordance with the law. We only allow such third parties to process your personal data for specified purposes and in accordance with our instructions.
We do not transfer data to countries outside of the European Economic Area.
We have put in place appropriate security measures to prevent your personal data from being accidentally lost, used or accessed in an unauthorised way, altered or disclosed. In addition, we limit access to your personal data to those employees, agents, contractors and other third parties who have a business need to know such data. They will only process your personal data on our instructions and they are subject to a duty of confidentiality.
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.
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Links to other websites
Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.