WELDON BEESLY PRIVACY NOTICE – GDPR

General Data Protection Regulation (GDPR)

Who we are

Weldon Beesly LLP is a firm of Rural Practice Chartered Surveyors providing property related services.

We are a Limited Liability Partnership registered in England and Wales No OC417840. Our registered office is 100 South Street, Bishop’s Stortford, Hertfordshire CM23 3BG.

Our main trading address is 100 South Street, Bishop’s Stortford, Hertfordshire CM23 3BG.

Our VAT number is 273 6131 11.

We are regulated by the Royal Institution of Chartered Surveyors (RICS). Some or our Partners are also members of the Central Association of Agricultural Valuers, Compulsory Purchase Association, Agricultural Law Association and the Residential Letting Association.

We operate the website www.weldonbeesly.com (the “website”).

Weldon Beesly is a data controller under data protection legislation. Contact details are shown at the end of this notice.

What this privacy notice covers

Weldon Beesly is committed to protecting your personal information. In this notice, references to ‘we’, ‘us’ or ‘our’ mean Weldon Beesly LLP.  This notice explains how we collect, hold and use the personal information about you (unless you consent for us to use data in any other way). It also explains your rights under the law relating to your personal data.

What is personal data

Personal data is defined by the General Data Protection Regulation (EU Regulation 2016/679) (the “GDPR”) as ‘any information relating to an identifiable person who can be directly or indirectly identified in particular by reference to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be identified. Personal data covers obvious information such as your name and contact details, but it may also cover less obvious information such as identification numbers, electronic location data, and other online identifiers.

What are your rights

Under the GDPR, you have the following rights, which we will always work to uphold:

11. The right to be informed about our collection and use of your personal data. This Privacy Notice should tell you everything you need to know, but you can always contact us to find out more or to ask any questions using the details in Part 11.
12. The right to access the personal data we hold about you. Part 10 will tell you how to do this.
13. The right to have your personal data rectified if any of your personal data held by us is inaccurate or incomplete. Please contact us using the details in Part 11 to find out more.
14. The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose of any of your personal data that we have. Please contact us using the details [at the end of this notice] to find out more.
15. The right to restrict (i.e. prevent) the processing of your personal data.
16. The right to object to us using your personal data for a particular purpose or purposes.
17. The right to data portability. This means that you can ask us for a copy of your personal data held by us to re-use with another service or business in many cases.
18. Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

For more information about our use of your personal data or exercising your rights as outlined above, please contact us using the details provided [at the end of this notice].

Further information about your rights can also be obtained from the Information Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have the right to lodge a complaint with the Information Commissioner’s Office.

Information we gather

We collect your information and store it on our CRM databases; Accelo, Dropboxand Xero. Only members of the Weldon Beesly team listed on our Website have access to the CRM databases and are permitted to make alterations to any information held on those databases. Those listed on our Website as Consultants do not have access to our CRM databases but in matters where they are advising our clients we will pass on such information to them as is necessary in order to provide the services required.

The information about you we hold may include:

• Name
• Professional qualifications and job title
• Business name and address
• Personal address
• Business telephone number
• Mobile telephone number
• Business website
• E-mail address
• Gender
• [Bank account details]
• Identification (to meet Anti Money Laundering Regulations)

Your information is collected from:

1. email, post and mail correspondence with Weldon Beesly;
2. contact via phone;
3. in-person contacts with Weldon Beesly;
4. Weldon Beesly social media channels;
5. information we gathered via events; and
6. information we receive from external third parties, where relevant.

We will use your information to:

1. carry out the work you have instructed us to do;
2. maintain relevant contact, including; sending you newsletters; relevant publications or opportunities and invitations to events;
3. maintain the accuracy of your information and communicate with you for any other reasons related to the work we are carrying out for you; and
4. share with other regulatory authorities and any other party when sharing of information is required by law.

We will respond to your queries and investigate your concerns via email, phone and/or post. If you do not wish to be contacted by Weldon Beesly by any particular means, please contact us to change your preferences.

What is the legal basis of processing your data

Under the GDPR, we must always have a lawful basis for using personal data. This may be because the data is necessary for our performance of a contract with you, because you have consented to our use of your personal data, or because it is in ourlegitimate business interests to use it. Your personal data may be used for one of the following purposes:

• Providing and managing your account.
• Supplying our services to you. Your personal details are required in order for us to enter into a contract with you.
• Personalising and tailoring our services for you.
• Communicating with you. This may include responding to emails or calls from you.
• Supplying you with informationby email and post that you have opted-in to (you may unsubscribe or opt-out at any time by informing us using the contact information at the end of this [Privacy Notice].

With your permission and/or where permitted by law, we may also use your personal data for marketing purposes, which may include contacting you by email, telephone and post with information, news, and offers on our services. You will not be sent any unlawful marketing or spam. We will always work to fully protect your rights and comply with our obligations under the GDPR and the Privacy and Electronic Communications (EC Directive) Regulations 2003, and you will always have the opportunity to opt-out.

Weuse the following automated systemsfor carrying out certain kinds of decision-making. If at any point you wish to query any action that wetake on the basis of this or wish to request ‘human intervention’ (i.e. have someone review the action themselves, rather than relying only on the automated method), the GDPR gives you the right to do so. Please contact us to find out more using the details at the end of this [Privacy Notice].

The legal basis of processing your data is ‘contract’ as defined by Article 6 of the General Data Protection Regulations where processing is necessary for the performance of a contract to which the data subject is party, in this case our terms of engagement. In other instances, we may rely on the ‘legitimate interest’, ‘legal obligation’ or ‘consent’ basis for lawful processing.

Who will have access to the information

We may share your information with your other professional advisers where appropriate and necessary. We may also share your information with third parties and data processors who may need to process your data for the purposes specified above.

We sometimes outsource some of the services set out above, to reputable third parties, including the purpose of ensuring the security of your data. We require third parties to comply strictly with our instructions and data protection laws and we will make sure that appropriate controls are in place where third parties have access to personal data. We enter into contracts with all of our data processors and regularly monitor their activities to ensure they are complying with Weldon Beesly’s policies and procedures.

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 and your information is accessed on a needs-only basis.

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 purposes of processing listed above. This means your data will be deleted if you withdraw consent to processing or the data is no longer required or inaccurate.

How to keep us updated with any changes to your information

We would like you to keep us updated if the personal data we hold on you is inaccurate or incomplete.

All requests to update your personal data must be sent in writing to Weldon Beesly and the third parties above will be informed, where possible. You can keep us updated with any changes by writing to us or sending an email.

Failing to keep us updated with your personal data and contact details may mean you are not sent mailings, publications and  newsletters.

Your rights

You have the right to:

1. Update us and have any inaccuracies in your data corrected. If you would like to update the details we hold about you, please contact us on the details set out at the end of this notice.
2. Request a copy of the personal information we hold about you. We require you to prove your identity with two pieces of approved identification. Please submit your request in writing to contact details shown at the end of this notice. We will respond within one month, of receipt of your written request and confirmed ID. Please provide as much information as possible about the nature of your contact with us to help us locate your records. This request is free of charge unless the request is manifestly unfounded or excessive.
3. Request that we delete your personal data so it is erased from our records.
4. Have the data we hold about you transferred to another organisation.
5. Object to certain types of processing such as direct marketing.
6. Object to automated processing, including profiling.

Enquiries and Complaints

Please contact us if you have any enquiries arising from this privacy notice. Where possible, please raise all enquiries in writing.

If you are unhappy with our handling of your data or something that we have done or failed to do, please inform us in writing. We will acknowledge receipt of all complaints and will endeavour to investigate the complaint as soon as reasonably practicable.

All complaints should be sent to:

Weldon Beesly
100 South Street
Bishop’s Stortford
Hertfordshire
CM23 3BG

Tel: 01279 798866

Email: [email protected]

Website: www.weldonbeesly.com

You may also complain directly to the Information Commissioner’s Office if you are concerned with how we are handling your personal information. Their contact details are shown below:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Tel: 0303 123 1113  or 01625 545745

Website:  www.ico.gov.uk

Review of Weldon Beesly Privacy Notice

This Notice was last reviewed in May 2018. The content of the policy may be reviewed and changed without prior notice, please visit the notice on our website for any changes. We may update the terms of this privacy notice at any time, so please do check it from time to time.