Privacy policy

Brent Forbes Chartered Surveyors is committed to protecting and respecting the privacy of all our clients and their data. This privacy notice relates to all data collected throughout our business activities setting out the lawful basis on which we collect and process personal data, detailing your rights regarding personal data, in compliance with the EU General Data Protection Regulations (GDPR).Any information submitted by you will be used solely to provide the services that you have requested and for our own administrative purposes. Any information supplied will not be accessible to or supplied to any other user or to a third party unless required by law.

How do we collect information?

We collect information about you when we receive instructions to act on your behalf, or if you visit our website or enquire about the services that we provide. This information is stored securely on our central database, individual client files or secure cloud backup.

What information is collected?

We will only collect personal data or personal information required to fulfil our obligations to Clients or in response to business enquiries.

What types of data does this include:

• Name
• Trading name (if different)
• Address – personal/business
• Telephone numbers – landlines and mobiles
• Email address
• Solicitors/Accountants details
• Company or Trust documentation
• Other relevant information required to undertake the instruction
• Personal and residential verification required for money laundering purposes
• Bank account details for management clients and contractors to enable direct bank payments
• Qualifications & insurance details from contractors

Why do we need this information and how do we use it?

Brent Forbes Chartered Surveyors uses the information to:

• contact you
• undertake your instructions
• complete conflict of interest checks
• comply with the Money Laundering Regulations 2017
• comply with professional organisations regulatory requirements
• share with regulatory authorities when required by law
• provide you with information

We do not gather any sensitive personal data and our services are directed at people over the age of 18.

On what basis do we hold personal data?

We collect and retain personal data on one or more of the following legal bases, as defined in Article 6 of the General Data Protection Regulations.

• Consent – you have given clear instructions for Brent Forbes Chartered Surveyors to retain and process your personal data for a specific purpose
• Contract – by accepting our terms of business we have a contract for which your personal data is necessary to process and complete your instruction
• Legal obligation – legal or regulatory obligations
• Legitimate interest – you would expect personal data to be held with compelling justification and minimal privacy impact

Who has access to the information?

This information is available to employees of Brent Forbes Chartered Surveyors and will only be used as required to fulfil the instructions for which the information was obtained.

We will not sell your personal data or share it with third parties for marketing purposes.  However, with permission, we may pass client information to third party service providers who are engaged to complete tasks or provide services on our behalf.

Only where there is a legal, financial or compliance requirement will this information be submitted to a third party and personal data will be processed by and on behalf of the company. We will require third parties to comply strictly with your instructions and Data Protection regulations, making sure that appropriate controls are in place.

We take reasonable technical measures to protect against unauthorised access, modification or misuse of the data we hold. Our systems are password protected, backed by robust firewalls, compliant with best practice and ongoing employee training.

Retention Period

In the absence of any legal requirement, your personal data will be retained for as long as deemed necessary to complete the relevant instruction, undertaking conflict of interest checks or for legitimate purposes. Whilst you have the right to withdraw consent, for legal or legitimate purposes we are required to retain this information but will not use it for any other purpose. Please inform us if your personal data changes.

Data Storage and Security

Brent Forbes Chartered Surveyors are committed to protecting all personal data stored on our in-house server, secured and backed up by passwords, router firewalls, file encryption, server & client antivirus and Cloud Backup. All staff have received training on DP procedures and accountability. Our Data Protection Policy includes a clear process for handling data breaches should one occur.

Your Rights

You may:

• update us and have any inaccuracies in your data corrected
• request a copy of the personal information we hold about you – proof of ID will be required
• request that we erase your personal data unless we have a legal obligation to retain the personal data
• have the data we hold about you transferred to another organisation for legal or legitimate interests
• object to certain processing such as direct marketing, automated processing and/or profiling

Breach Reporting

• In the unlikely event of a data breach, we have strict procedures in place to report this to customers, as well as the ICO, within 72 hours of discovery
• If any data breach was caused by an employee, this would be reported within 30 days and a review undertaken to prevent future recurrence of breaches of this nature
• In the event that any of our customers experience a DP issue, we would undertake a review of the data held for them and address/adapt this accordingly, keeping them fully informed at all stages

Your Rights to Object or Complain

handled your data or enquiry, please contact us in writing either by email or mail – please see the contact details on our website: www.brentforbes.co.uk and we will investigate and reply as soon as practicably possible

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

The content of this Policy may be reviewed and changed without prior notice, please visit our website for any changes.