​Data Protection Policy

Easton Bevins Ltd is a Chartered Building Surveying and Block and Property Management Practice offering a wide range of services to both commercial and private residential clients, leaseholders, freeholders, corporations and legal teams.
 
As such the practice needs to obtain and process certain information about its clients, agents, employees, consultants and other parties linked to the projects and work that we undertake. In accordance with all current and applicable data protection legislation, we are committed to protecting and managing all parties’ rights. In accordance with the General Data Protection Regulations (GDPR) which are enforceable from May 2018, we confirm that we act as a Data Controller and a Data Processor with regard to the information that we obtain and manage as part of the work and business that we undertake.
 
We are not aware of any justifiable, legal, statutory or regulatory reason that would form a legitimate reason for complaint or report to the regulatory authority about what, how and who we manage information and data for.
 
This policy describes the systems and processes that we operate to collect, manage, process, store, access and share the information that we hold. In addition, this policy describes how you can have control over the data that we hold about you.
 
What information do we obtain:
 
In order that we can provide our services to you there is certain information that we must have in order to carry out our contracted role. This information may be obtained from the instructing party or from publicly available sources.
 
Typically we may require information so that we may;
  • Carry out our normal engagement and correspondence, to provide the service that you have asked for and to respond to enquiries;
  • To meet our regulatory and statutory obligations, including the requirements of the Royal Institution of Chartered Surveyors (RICS) or which we are a Regulated Practice and the Association of Residential Managing Agents (ARMA) of which we are a Member and have ARMA Accreditation;
  • To enable us to fee for our services and to make payment to you if required;
  • To enable us to respond to and manage any complaints;
  • Any other need that we may have in order to employ you or to carry out a service on your behalf or another for the purposes of our role as a surveyor or block manager.
The information that we obtain and store is;
  • Name;
  • Home and/or business address;
  • Home and/or business and/or mobile telephone number;
  • Personal and/or business email address;
  • Financial information necessary to send or receive payment, either as a fee or salary;
  • We may hold sensitive information if provided by instructing parties or if required as part of the employment process;
  • Publicly available information such as planning applications, Land Registry Title information etc;
  • Finally, any information that you provide us that is relative to the project, work, or your employment with the practice.
The information that we share is;
  • Information relating to fees issued, disbursement charges, fees received and general billing will be shared with HMRC, our accountants and auditors;
  • Information that we are required to provide to RICS and ARMA as part of our Regulatory or Complaint handling processes and procedures;
  • Any other statutory body that makes a request with the appropriate legal permission and authority to demand such;
  • Publicly obtained information, such as Land Registry and Planning information may be shared with other consultants that we works with, such as engineers, land surveyors, party wall surveyors, solicitors etc relating specifically to the project or work that we are contracted to provide.
  • Other information specific to recruitment and employment such as payroll and personal data, some health related information and other information disclosed to us at the point of employment or throughout the employment period. This may take the form of correspondence between the parties or notes recorded during reviews or relating to contract, salary, moving home, change in circumstances or any other matter that is necessary to be known between employer and employee (including contract staff).
Your rights in relation to the information and data we hold are;
  • To access the information – you have to complete a “Subject Access Request” – we will then send you a copy of the personal data that we hold for you, within 30 days of receipt of your request. You cannot view anyone else’s information so may find that some of the papers sections are blanked out to protect others rights to privacy. Please contact head office for more information.
  • To amend or rectify the information – should you note or believe that any of the information that we hold about you is not correct or inaccurate in any way you can make a request for is to amend and/or update the details.
  • To be removed from our systems – you can request that we remove all personal information that we hold on you, we will complete this within 30 days of your request, subject to other legal, statutory or regulatory compliance rules.
  • You can object or ask us to restrict the use of your data for the purposes described in the requirements noted above, and we will comply subject to statutory, legal and regulatory compliance rules.
  • You can request that we transfer your personal data to another organisation and you this policy will form the basis upon which we will action any of the requests.
 
The data and information is stored both digitally on our servers and in paper format in our offices. Both our IT systems and our offices are protected and secured against cyber and physical attack.
 
The length of time that information is retained before destruction depends on each individual case and circumstance.
 
In some cases it is destroyed after 12 months. This would typically include information relating to job applications, interviews etc
 
The majority of information relating to the surveying element of the business is destroyed between 6 years and 8 years of the time when we obtain the information. We have a regulatory and professional indemnity insurance requirement to retain the information for 6 years from the point the works are deemed complete.
 
Information relating to finance and banking transactions of the block and estate management part of the business, including payments made by individuals, is required to be held for a minimum of 10 years, this is also a regulatory requirement.
Contact:
 
If you have any queries about our policy, the data that we hold, or how you can manage the information that is personal to you then please contact our Data Controller at info@eastonbevins.co.uk.
 

​Data Protection Policy

Easton Bevins Ltd is a Chartered Building Surveying and Block and Property Management Practice offering a wide range of services to both commercial and private residential clients, leaseholders, freeholders, corporations and legal teams.

 

As such the practice needs to obtain and process certain information about its clients, agents, employees, consultants and other parties linked to the projects and work that we undertake. In accordance with all current and applicable data protection legislation, we are committed to protecting and managing all parties’ rights. In accordance with the General Data Protection Regulations (GDPR) which are enforceable from May 2018, we confirm that we act as a Data Controller and a Data Processor with regard to the information that we obtain and manage as part of the work and business that we undertake.

 

We are not aware of any justifiable, legal, statutory or regulatory reason that would form a legitimate reason for complaint or report to the regulatory authority about what, how and who we manage information and data for.

 

This policy describes the systems and processes that we operate to collect, manage, process, store, access and share the information that we hold. In addition, this policy describes how you can have control over the data that we hold about you.

 
What information do we obtain:
 

In order that we can provide our services to you there is certain information that we must have in order to carry out our contracted role. This information may be obtained from the instructing party or from publicly available sources.

 

Typically we may require information so that we may;

  • Carry out our normal engagement and correspondence, to provide the service that you have asked for and to respond to enquiries;
  • To meet our regulatory and statutory obligations, including the requirements of the Royal Institution of Chartered Surveyors (RICS) or which we are a Regulated Practice and the Association of Residential Managing Agents (ARMA) of which we are a Member and have ARMA Accreditation;
  • To enable us to fee for our services and to make payment to you if required;
  • To enable us to respond to and manage any complaints;
  • Any other need that we may have in order to employ you or to carry out a service on your behalf or another for the purposes of our role as a surveyor or block manager.
The information that we obtain and store is;
 
  • Name;
  • Home and/or business address;
  • Home and/or business and/or mobile telephone number;
  • Personal and/or business email address;
  • Financial information necessary to send or receive payment, either as a fee or salary;
  • We may hold sensitive information if provided by instructing parties or if required as part of the employment process;
  • Publicly available information such as planning applications, Land Registry Title information etc;>
  • Finally, any information that you provide us that is relative to the project, work, or your employment with the practice.

The information that we share is;

  • Information relating to fees issued, disbursement charges, fees received and general billing will be shared with HMRC, our accountants and auditors;
  • Information that we are required to provide to RICS and ARMA as part of our Regulatory or Complaint handling processes and procedures;
  • Any other statutory body that makes a request with the appropriate legal permission and authority to demand such;
  • Publicly obtained information, such as Land Registry and Planning information may be shared with other consultants that we works with, such as engineers, land surveyors, party wall surveyors, solicitors etc relating specifically to the project or work that we are contracted to provide.
  • Other information specific to recruitment and employment such as payroll and personal data, some health related information and other information disclosed to us at the point of employment or throughout the employment period. This may take the form of correspondence between the parties or notes recorded during reviews or relating to contract, salary, moving home, change in circumstances or any other matter that is necessary to be known between employer and employee (including contract staff).

Your rights in relation to the information and data we hold are;

  • To access the information – you have to complete a “Subject Access Request” – we will then send you a copy of the personal data that we hold for you, within 30 days of receipt of your request. You cannot view anyone else’s information so may find that some of the papers sections are blanked out to protect others rights to privacy. Please contact head office for more information.
  • To amend or rectify the information – should you note or believe that any of the information that we hold about you is not correct or inaccurate in any way you can make a request for is to amend and/or update the details.
  • To be removed from our systems – you can request that we remove all personal information that we hold on you, we will complete this within 30 days of your request, subject to other legal, statutory or regulatory compliance rules.
  • You can object or ask us to restrict the use of your data for the purposes described in the requirements noted above, and we will comply subject to statutory, legal and regulatory compliance rules.
  • You can request that we transfer your personal data to another organisation and you this policy will form the basis upon which we will action any of the requests.

The data and information is stored both digitally on our servers and in paper format in our offices. Both our IT systems and our offices are protected and secured against cyber and physical attack.

 

The length of time that information is retained before destruction depends on each individual case and circumstance.

 

In some cases it is destroyed after 12 months. This would typically include information relating to job applications, interviews etc

 

The majority of information relating to the surveying element of the business is destroyed between 6 years and 8 years of the time when we obtain the information. We have a regulatory and professional indemnity insurance requirement to retain the information for 6 years from the point the works are deemed complete.

 

Information relating to finance and banking transactions of the block and estate management part of the business, including payments made by individuals, is required to be held for a minimum of 10 years, this is also a regulatory requirement.

 
Contact:

 

If you have any queries about our policy, the data that we hold, or how you can manage the information that is personal to you then please contact our Data Controller at info@eastonbevins.co.uk.

 

​Data Protection Policy

Easton Bevins Ltd is a Chartered Building Surveying and Block and Property Management Practice offering a wide range of services to both commercial and private residential clients, leaseholders, freeholders, corporations and legal teams.

 

As such the practice needs to obtain and process certain information about its clients, agents, employees, consultants and other parties linked to the projects and work that we undertake. In accordance with all current and applicable data protection legislation, we are committed to protecting and managing all parties’ rights. In accordance with the General Data Protection Regulations (GDPR) which are enforceable from May 2018, we confirm that we act as a Data Controller and a Data Processor with regard to the information that we obtain and manage as part of the work and business that we undertake.

 

We are not aware of any justifiable, legal, statutory or regulatory reason that would form a legitimate reason for complaint or report to the regulatory authority about what, how and who we manage information and data for.

 

This policy describes the systems and processes that we operate to collect, manage, process, store, access and share the information that we hold. In addition, this policy describes how you can have control over the data that we hold about you.

 
What information do we obtain:
 

In order that we can provide our services to you there is certain information that we must have in order to carry out our contracted role. This information may be obtained from the instructing party or from publicly available sources.

 

Typically we may require information so that we may;

  • Carry out our normal engagement and correspondence, to provide the service that you have asked for and to respond to enquiries;
  • To meet our regulatory and statutory obligations, including the requirements of the Royal Institution of Chartered Surveyors (RICS) or which we are a Regulated Practice and the Association of Residential Managing Agents (ARMA) of which we are a Member and have ARMA Accreditation;
  • To enable us to fee for our services and to make payment to you if required;
  • To enable us to respond to and manage any complaints;
  • Any other need that we may have in order to employ you or to carry out a service on your behalf or another for the purposes of our role as a surveyor or block manager.
The information that we obtain and store is;
 
  • Name;
  • Home and/or business address;
  • Home and/or business and/or mobile telephone number;
  • Personal and/or business email address;
  • Financial information necessary to send or receive payment, either as a fee or salary;
  • We may hold sensitive information if provided by instructing parties or if required as part of the employment process;
  • Publicly available information such as planning applications, Land Registry Title information etc;
  • Finally, any information that you provide us that is relative to the project, work, or your employment with the practice.

The information that we share is;

  • Information relating to fees issued, disbursement charges, fees received and general billing will be shared with HMRC, our accountants and auditors;
  • Information that we are required to provide to RICS and ARMA as part of our Regulatory or Complaint handling processes and procedures;
  • Any other statutory body that makes a request with the appropriate legal permission and authority to demand such;
  • Publicly obtained information, such as Land Registry and Planning information may be shared with other consultants that we works with, such as engineers, land surveyors, party wall surveyors, solicitors etc relating specifically to the project or work that we are contracted to provide.
  • Other information specific to recruitment and employment such as payroll and personal data, some health related information and other information disclosed to us at the point of employment or throughout the employment period. This may take the form of correspondence between the parties or notes recorded during reviews or relating to contract, salary, moving home, change in circumstances or any other matter that is necessary to be known between employer and employee (including contract staff).

Your rights in relation to the information and data we hold are;

  • To access the information – you have to complete a “Subject Access Request” – we will then send you a copy of the personal data that we hold for you, within 30 days of receipt of your request. You cannot view anyone else’s information so may find that some of the papers sections are blanked out to protect others rights to privacy. Please contact head office for more information.
  • To amend or rectify the information – should you note or believe that any of the information that we hold about you is not correct or inaccurate in any way you can make a request for is to amend and/or update the details.
  • To be removed from our systems – you can request that we remove all personal information that we hold on you, we will complete this within 30 days of your request, subject to other legal, statutory or regulatory compliance rules.
  • You can object or ask us to restrict the use of your data for the purposes described in the requirements noted above, and we will comply subject to statutory, legal and regulatory compliance rules.
  • You can request that we transfer your personal data to another organisation and you this policy will form the basis upon which we will action any of the requests.

 

The data and information is stored both digitally on our servers and in paper format in our offices. Both our IT systems and our offices are protected and secured against cyber and physical attack.

 

The length of time that information is retained before destruction depends on each individual case and circumstance.

 

In some cases it is destroyed after 12 months. This would typically include information relating to job applications, interviews etc

 

The majority of information relating to the surveying element of the business is destroyed between 6 years and 8 years of the time when we obtain the information. We have a regulatory and professional indemnity insurance requirement to retain the information for 6 years from the point the works are deemed complete.

 

Information relating to finance and banking transactions of the block and estate management part of the business, including payments made by individuals, is required to be held for a minimum of 10 years, this is also a regulatory requirement.

 
Contact:

 

If you have any queries about our policy, the data that we hold, or how you can manage the information that is personal to you then please contact our Data Controller at info@eastonbevins.co.uk.

 
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