Your personal data – what is it?
“Personal data” is any information about a living individual which allows them to be identified from that data (for example a name, photographs, videos, email address, or address). Identification can be by the information alone or in conjunction with any other information. The processing of personal data is governed by [the Data Protection Bill/Act 2017 the General Data Protection Regulation 2016/679 (the “GDPR”) and other legislation relating to personal data and rights such as the Human Rights Act 1998].
We do not ask that you provide any sensitive personal data.
It is vitally important to you that your personal information is kept safe and confidential. It is equally important that when you communicate information to GE Sharpe & Company or we communicate with you that it is secure.
We will hold only the information you choose to give us and only sufficient information to be able to deal with your enquiry.
At your request and proof of identity we will provide you with details of any personal information we may hold on you. Such information may be corrected, added to or deleted to ensure that it is accurate, up-to-date and complete.
We have security procedures in place for the administration of our website which prevent unauthorised access to the website processes and records. However communications over ordinary email between us are not to be considered secure.
What is the legal basis for processing your personal data?
Most of our data is processed because it is necessary for our legitimate interests, or the legitimate interests of a third party (such as the RICS or Insurer). An example of this would be our insurer broker requiring information on our clients.
Some of our processing is necessary for compliance with a legal obligation.
We may also process data if it is necessary for the performance of a contract with you, or to take steps to enter into a contract.
Where your information is used other than in accordance with one of these legal bases, we will first obtain your consent to that use.
Sharing your personal data
Your personal data will be treated as strictly confidential. It will only be shared with third parties where it is necessary for the performance of our tasks or where you first give us your prior consent.
If you suspect that we have allowed your data to reach an unauthorised person we ask that you provide us with a statement of how believe this happened and any evidence you have to help us establish any issues. We will investigate and take action as necessary to remedy any breach of security.
How long do we keep your personal data?
We will keep some records permanently if we are legally required to do so. We may keep some other records for an extended period of time. For example, it is current best practice to keep financial records for a minimum period of 7 years to support HMRC audits. In general, we will endeavour to keep data only for as long as we need it. This means that we may delete it when it is no longer needed.
We retain records in electronic form and maintain adequate backup procedures in the event of data corruption or destruction. After records are no longer required to be kept they are deleted.
Your rights and your personal data
You have the following rights with respect to your personal data:
When exercising any of the rights listed below, in order to process your request, we may need to verify your identity for your security. In such cases we will need you to respond with proof of your identity before you can exercise these rights.
2. The right to correct and update the information we hold on you
• If the data we hold on you is out of date, incomplete or incorrect, you can inform us and your data will be updated.
3. The right to have your information erased
4. The right to object to processing of your data
• You have the right to request that we stop processing your data.
Upon receiving the request we will contact you and let you know if we are able to comply or if we have legitimate grounds to continue to process your data. Even after you exercise your right to object, we may continue to hold your data to comply with your other rights or to bring or defend legal claims.
5. The right to withdraw your consent to the processing at any time for any processing of data to which consent was sought.
You can withdraw your consent easily by telephone, email, or by post (see Contact Details below).
6. The right to object to the processing of personal data where applicable.
Please contact us if you have any questions about this Privacy Notice or the information we hold about you or to exercise all relevant rights, queries or complaints at:
The Data Controller, the Office Manager, GE Sharpe & Company, Cobblestone House, 37 Brighton Road, South Croydon CR2 6EB.