Privacy Notice
Effective 25th May 2018
1. Introduction
1.1 We take privacy and the protection of personal information seriously. This Privacy Notice sets out details about how we gather, use and share personal information and about individual privacy rights.
1.2 This Privacy Notice provides up to date information about how we use personal information and will update any previous information we have published about using personal information. We may make minor updates to this Privacy Notice from time to time, however if we make any material changes to the manner in which we process and use your personal information, we will announce this clearly on our website.
2. About us
2.1 We, Hadland Manning Bullock & Partners Limited, Apollo Park, Wroxton, Banbury, OX15 6AY are the Data Controller (as that term is defined in the data protection legislation). In some cases we process personal data about individuals in order to supply services to our business customers. Where we process personal data on behalf of a business customer, the business customer will be data controller of that personal data and such personal data will be processed in accordance with the privacy policy of that business customer. In those circumstances, we will be a data processor of such personal data (as that term is defined in the data protection legislation). As a data processor we are still required to process the personal data in accordance with the data protection legislation, and this privacy policy explains how we do this.
3. What information do we collect?
3.1 We may process the following information from you.
Information you give us
| Personal data you might supply to us | How and Why we process your personal data |
| Account Information: Information about you which relates to your or your employer’s account with us. This information may include your name, your email address and your telephone and/or mobile number. | We will process the data to maintain your account with us, to provide our services to you, to communicate with you and to back up our database. The reason we process the data is to ensure the proper administration of your account and our business and, where you have entered into a contract with us, for the purpose of fulfilling our contract with you. |
| Communication Data: If you communicate with us, we may process the information contained in your communication. This information may include your name and contact information, the content of your communication and any metadata our website generates where you communicate with us using the contact form available on our website. | We will process that information so we can correspond with you and keep records of such correspondence. The reason we are processing this data is to ensure the proper administration of our business (our legitimate interest) |
| Notification Data: Where you have subscribed to receive newsletters/ special offers, we will process your data so that we can send such newsletters and email notifications to you. If you would prefer not to receive such communications, please contact hmb@quantity-surveyors.co.uk. | The legal basis for us processing this data is that you have consented to such processing. |
| Regulatory Data: We may process your data if we need to do so in order to comply with our legal and/or regulatory obligations, so that we can protect the vital interests of you/ another natural person | The reason we process such data is to protect the vital interests of you or another natural person. |
3.2 Information we collect about you.
With regards to each of your visits to our website (www.quantity-surveyors.co.uk) we will automatically collect the following information:
a) Technical information relating the Internet Protocol (IP) address used to connect your computer to the internet, your login information, browser type and version, time zone setting, browser plug-in types and versions, operating system and platform. We will obtain this data through our analytics tracking system. We process this data so we can monitor and analyse how our website is used so we can improve our website and the services we offer.
b) Information about your visit, including the full Uniform Resource Locator (URL), clickstream to, through and from our website (including data and time), services you viewed or searched for, page response times, download errors, length of visits to certain pages, page interaction information (such as scrolling, clicks and mouse-overs), methods used to browse away from the page. We process this data so we can monitor and analyse how our website is used so we can improve our website and our services.
4. Sharing personal information with third parties
4.1 We may need to share your personal information with certain selected third parties including:
a) Our business partners, suppliers and sub-contractors for the purpose of performing any contract we have with you or them. In particular, we use third party IT companies to host our operating system and store personal information, and to support us in the use of that operating system.
b) Analytics and search engine providers that assist us in the improvement and optimisation of our website.
4.2 We will also disclose your personal information to third parties in the following circumstances:
a) If we sell or buy any business or assets, in which case we may need to disclose certain personal data to the prospective seller or buyer of such business or assets.
b) If all or most of our assets are required by a third party, in which case personal data held by us about our clients will be one of the transferred assets.
c) If we are under a duty to disclose or share your personal data in order to comply with any legal obligation, or in order to enforce any legal agreement we have with you; or to protect our rights or property, or the safety of us, our Clients, or others. This includes exchanging information with other companies and organisations for the purposes of fraud protection and credit risk reduction.
5. Storage and deletion of personal data
5.1 Any personal data that we process will be deleted from our systems once we have completed the purpose for which we were processing the personal data. In some cases, the purpose for which we are processing your personal data will last for a considerable period (for example if you are a long term Client of ours, we will need to store your data until our relationship with you comes to an end).
5.2 We will determine the period for which we need to retain your data, acting reasonably, and taking into consideration a number of factors such as your relationship with us, your engagement with us, and the fulfilment of contracts we have with you.
5.3 Generally, in respect of personal information gather in the context of a contract, we will retain personal information for the duration of the contract and a period of up to six years after the contract has expired or terminated, in case such personal information is required for the exercise or defence of a legal claim during this period.
5.4 We may also retain personal information for as long as required by law or regulation or instruction of a relevant accreditation body.
5.5 Unsuccessful job applicant information is retained for a period of 12 months after the position has been filled.
5.6 We will retain the personal information of business contacts that receive our newsletter until they opt-out or unsubscribe from our newsletter.
6. How do we secure personal data?
6.1 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. They will only process your personal data at our instruction and they are a subject to a duty of confidentiality.
We have also 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.
7. Sending personal information overseas
7.1 We will always try to ensure that your personal data is processed within the European Economic Area. In some circumstances this will not be possible. In circumstances where it is necessary for us to transfer your personal data outside the European Economic Area, we will only transfer such personal data to third parties where we have carried out due diligence on third parties to ensure they will protect your personal data using similar standards and safe guards as we have. We will also have contractual provisions in place with such third parties to ensure your personal data is protected. Such contractual provisions will be based on the standard contractual clauses approved by the European Commission for the transfer of data outside the EEA or such other appropriate standards as are required from time to time by the European Commission or the UK Government. You consent to the transfer of your personal data outside of the EEA, as long as we comply with these requirements.
Unfortunately the transmission of information via the internet is not completely secure. Although we will do our best to protect your personal data, and we will maintain appropriate technical and organisation measures to protect your personal data, we cannot guarantee the security of your data transmitted to our website; any security features to try to prevent unauthorised access. Some of the specific measures we use to keep your personal data safe and secure include encryption technology, amongst other things.
8. Your Rights in relation to personal data
8.1 Individuals are entitled to exercise any of the following privacy rights in respect of our processing of personal information:
(a) Access: Individuals can request access to a copy of their personal information held by us, along with details of what personal information we use, why we use it, who we share it with, how long we keep it for and whether it has been used for any automated decision-making.
(b) Rectification: Individuals can ask us to change or complete any inaccurate or incomplete personal information held about them.
(c) Erasure: Individuals can ask us to delete their personal information where it is no longer necessary for us to use it, or where we have no legal basis for keeping it.
(d) Restriction: Individuals can ask us to restrict the personal information we use about them where we are not able to erase their personal information or where an individual has objected to our use of their personal information.
(e) Object: Individuals can object to our processing of their personal information.
(f) Portability: Individuals can ask us to provide them or a third party with some of the personal information we hold about them in a structured, commonly used, electronic format so it can be easily transferred.
(g) Withdraw Consent: Generally, we do not require consent to process personal information and so we do not ordinarily ask for consent to process personal information. However, where we do ask for consent to process personal information, individuals have the right to withdraw their consent at any time.
8.2 Please make all requests to exercise privacy rights in writing to hmb@quantity-surveyors.co.uk.
8.3 We are required to verify the identity of anyone requesting to exercise their privacy rights and we may ask individuals to provide valid identification documents when making a request to allow us to do this.
8.4 We will not make any charge for responding to any request from an individual exercising their privacy rights, and we will respond to any requests in accordance with our obligations under data protection laws.
8.5 Individuals can make a complaint about how we have used their personal information to us by contacting us as noted above, or to the ICO (https://ico.org.uk/concerns/).
9. Online Activities
9.1 Our website uses cookies to distinguish you from other users of our website. This helps us to provide you with a good experience when you browse our website and also allows us to improve our website. A cookie is a small piece of information sent by a web server to a web browser, which enables the server to collect information from the browser. To find out more information about cookies, including how to see what cookies have been set and how to manage and delete them, go to www.allaboutcookies.org.
9.2 We use Google Analytics cookies on our website. This cookie is used to collect information about how visitors use our site. We use the information to compile reports and to help us improve the site. The cookie collects information anonymously, including details about the number of visitors to our website, where visitors have come to the website from and the pages they visited.
Most web browsers allow some control of most cookies through the browser settings. If you want to know how to do this please look at the menu on your browser, or look at the instructions on www.allaboutcookies.org.
You may set up your computer to reject cookies although, in that case, you may not be able to use certain features on our website.
10. Changes to our privacy policy
Any changes to our privacy policy in the future will be posted on this page. Please check back frequently to our website page to see the latest updates/changes to our privacy notice.
11. Information about us
This privacy policy relates to Hadland Manning Bullock & Partners Ltd
12. Any questions?
Questions, comments and requests regarding this privacy policy are welcomed and should be addressed to:
Hadland Manning Bullock & Partners Ltd, Wroxton, Banbury, OX15 6AY
E: hmb@quantity-surveyors.co.uk