Allied Surveyors Scotland Privacy Notice

Background

Allied Surveyors Scotland Ltd understands that your privacy is important to you and that you care about how your personal data is used. We respect and value the privacy of all of our customers and will only collect and use personal data in ways that are described here, and in a way that is consistent with our obligations and your rights under the law.

1. Information About Us

Allied Surveyors Scotland Ltd.

Company registered in Scotland under company number SC180267.

Registered address: 24 Herbert Street, Glasgow, G20 6NB.

Main trading address: 24 Herbert Street, Glasgow, G20 6NB.

Data Protection Officer: Len Marsh.

Email address: Len.marsh@alliedsurveyorsscotland.com

Telephone number: 0141 330 9950.

Postal Address: 24 Herbert Street, Glasgow G20 6NB.

2. What Does This Notice Cover?

This Privacy Information explains how we use your personal data: how it is collected, how it is held, and how it is processed. It also explains your rights under the law relating to your personal data.

3. 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 also covers less obvious information such as identification numbers, electronic location data, and other online identifiers.

The personal data that we use is set out in Part 5, below.

4. What Are My Rights?

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

- 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.

- The right to access the personal data we hold about you. Part 10 will tell you how to do this.

- 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. 

- 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 in Part 11 to find out more.

- The right to restrict (i.e. prevent) the processing of your personal data.

- The right to object to us using your personal data for a particular purpose or purposes.

- 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. You can also ask for your personal data to be transferred to another organisation

- Rights relating to automated decision-making and profiling. We do not use your personal data in this way.

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. The Information Commissioner’s Office contact details are as follows:

Telephone: 0303 123 1113

Website: https://ico.org.uk/concerns/

5. What Personal Data Do You Collect?

We may collect some or all of the following personal data about you (this may vary according to your relationship with us):

• Name;
• Address;
• Email address;
• Telephone number;
• Business name;
• Address of property being sold or purchased (if different).

In Commercial Agency cases we will also require Proof of Identity and Proof of Address in order to comply with Anti-Money Laundering Regulations.

Your personal data is obtained from you OR the following third parties:

• Your selling agent;
• Your solicitor
• Your lender or their agents.
• A price comparison or similar website where you have requested the services of a Chartered Surveyor

6. How Do You Use My Personal 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 our legitimate business interests to use it. Your personal data will be used for the following purposes:

• Providing and managing your account.
• Supplying our products and services to you. Your personal details are required in order for us to enter into a contract with you.
• Communicating with you. This may include responding to emails or calls from you.
• Supplying you with information by email and/or post that is relevant to your Instruction. You can opt-out at any time by emailing:admin@alliedsurveyorsscotland.com

 With your permission and where permitted by law, we may also use your personal data for marketing purposes, subject to your approval, which may include contacting you by email and post with information, news, and offers on our products and 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 in the future once you have opted in

7. How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the reason for which it was first collected. Your personal data will therefore be kept for the following periods:

• Where your details form part of a formal instruction and confirmed contract your details will be kept for a maximum period of 10 years in order to comply with our legal requirements and responsibilities.
• Where your details are obtained as part of a general enquiry your details will be retained for no longer than 3 years.

8. How and Where Do You Store or Transfer My Personal Data?

We will only store your personal data in the UK. This means that it will be fully protected under the GDPR. Personal Data will be stored in locked filing cabinets or password protected electronic files.

9. Do You Share My Personal Data?

We will not share any of your personal data with any third parties for any purposes, subject to the following important exceptions.

 In some limited circumstances, we may be legally required to share certain personal data, which might include yours, if we are involved in legal proceedings or complying with legal obligations, a court order, or the instructions of a government authority.

We may sometimes contract with the following third parties to supply services to you on our behalf. These include payment processing. In some cases, those third parties may require access to some or all of your personal data that we hold.

• Sagepay payment processing.

If any of your personal data is required by a third party, as described above, we will take steps to ensure that your personal data is handled safely, securely, and in accordance with your rights, our obligations, and the third party’s obligations under the law.

10. How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details of that personal data and for a copy of it (where any such personal data is held). This is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal addresses shown in Part 11. To make this as easy as possible for you, a Subject Access Request Form is available for you to use. You do not have to use this form, but it is the easiest way to tell us everything we need to know to respond to your request as quickly as possible.

There is no charge for a subject access request. If your request is ‘manifestly unfounded or excessive’ (for example, if you make repetitive requests or your request is unduly burdensome on our resources) a fee may be charged to cover our administrative costs in responding.

We will usually respond to your subject access request within one month of receiving it. Normally, we aim to provide a complete response, including a copy of your personal data within that time. In some cases, however, particularly if your request is more complex, more time may be required up to a maximum of three months from the date we receive your request. You will be kept fully informed of our progress.

11. How Do I Contact You?

To contact us about anything to do with your personal data and data protection, including to make a subject access or any other request, please use the following details (for the attention of Len Marsh):

Email address: len.marsh@alliedsurveyorsscotland.com

Telephone number: 0141 330 9950.

Postal Address: Allied Surveyors Scotland, 24 Herbert Street, Glasgow G20 6NB.

12. Changes to this Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for example, if the law changes, or if we change our business in a way that affects personal data protection.

Any changes will be made available on our website at: www.alliedsurveyorsscotland.com