Lawsons Surveying Privacy Policy At Lawsons Surveying, safeguarding your privacy and the confidentiality of your personal information is of utmost importance to us. This privacy policy outlines in detail how we collect, use, disclose, and safeguard your personal information in accordance with applicable privacy laws and regulations. By requesting, engaging, and using our services or our website, you consent to the collection, use, and disclosure of your personal information as described in this privacy policy. 1.Policy Statement 1.1Everyone has rights with regard to the way in which their personal data in handled. During the course of our activities, we will collect, store and process personal data about our customers, suppliers and other third parties, and we recognise that the correct and lawful treatment of this data will maintain confidence in our organisation and will provide for successful business operations. 1.2Data users are obliged to comply with this policy when processing personal data on our behalf. 1.3The types of personal data that we may be required to handle include information about current, past and prospective suppliers, clients, introducers, and others that we communicate with. The personal data, which may be held on paper or on a computer or other media, is subject to certain legal safeguards specified in the Data Protection Act 1998 (the Act) and other regulations. 1.4This policy and any other documents referred to in it sets out the basis on which we will process any personal data we collect from data subjects, or that is provided to us by data subjects or other sources. 1.5This policy does not form part of any employee's contract of employment and may be amended at any time. 1.6This policy sets out rules on data protection and the legal conditions that must be satisfied when we obtain, handle, process, transfer and store personal data. 1.7Questions about the operation of this policy or any concerns that the policy has not been followed should be referred in the first instance to the Data Protection Compliance Manager (if appointed) or the principal of the organization. 2.Definition Of Data Protection Terms (a)Data is information, which is stored electronically, on a computer, or in certain paper-based filing systems. (b)Data subjects for the purpose of this policy include all living individuals about whom we hold personal data. A data subject need not be a UK national or resident. All data subjects have legal rights in relation to their personal information. (c)Personal data means data relating to a living individual who can be identified from that data (or from that data and other information in our possession). Personal data can be factual (for example, a name, address or date of birth) or it can be an opinion about that person, their actions and behavior. (d)Data controllers are the people who or organizations which determine the purposes for which, and the manner in which, any personal data is processed. They are responsible for establishing practices and policies in line with the Act. We are the data controller of all personal data used in our business for our own commercial purposes. (e)Data users are those whose work involves processing personal data. Data users must protect the data they handle in accordance with this data protection policy and any applicable data security procedures at all times. (f)Data processors include any person or organization that is not a data user that processes personal data on our behalf and on our instructions. Employees of data controllers are excluded from this definition, but it could include suppliers which handle personal data on RPSA’s behalf. (g)Processing is any activity that involves use of the data. It includes obtaining, recording or holding the data, or carrying out any operation or set of operations on the data including organizing, amending, retrieving, using, disclosing, erasing or destroying it. Processing also includes transferring personal data to third parties. (h)Sensitive personal data includes information about a person's racial or ethnic origin, political opinions, religious or similar beliefs, trade union membership, physical or mental health or condition or sexual life, or about the commission of, or proceedings for, any offence committed or alleged to have been committed by that person, the disposal of such proceedings or the sentence of any court in such proceedings. Sensitive personal data can only be processed under strict conditions, including a condition requiring the express permission of the person concerned. 3.Collection of Personal Information 3.1We collect personal information from you when you engage our services or interact with our website. The types of personal information we may collect include, but are not limited to: (a)Contact information: such as your business, name, job title, address, email address, website address, IP address and phone number. (b)Property & Service information: including details about the service you require, property you own or are interested in. (c)Financial information: such as payment details for our services. (d)Any other information relevant to the services we provide or required by law. (e)We may collect this information through various channels, including in-person consultations, telephone calls, email communications, and through our website's contact forms. (f)Drones & Photography: We regularly use cameras, camera phones & drones to carry out our building surveys to ensure accuracy and a record of our survey. our drone operators are licensed and have the required training in line with current regulations. Our surveyors and drone operators are trained to minimise the capture of overspill areas (areas that are not within the survey i.e. neighbouring properties with residents and their personal data), where such is captured, the data will not be shared for use on our social media platforms without prior consent or removal of such sensitive data/ image correction removing data subjects. 3.2In summary we will only collect personal data to the extent that it is required for the specific purpose notified to the data subject. 4.Accurate Data 4.1We will ensure that personal data we hold is accurate and kept up to date. We will check the accuracy of any personal data at the point of collection and at regular intervals afterwards. We will take all reasonable steps to destroy or amend inaccurate or out-of-date data. 5.Data Protection Principles 5.1 Anyone processing personal data must comply with the eight enforceable principles of good practice. These provide that personal data must be: (a)Processed fairly and lawfully. (b)Processed for limited purposes and in an appropriate way. (c)Adequate, relevant and not excessive for the purpose. (d)Accurate. (e)Not kept longer than necessary for the purpose. (f)Processed in line with data subjects' rights. (g)Secure. (h)Not transferred to people or organizations situated in countries without adequate protection. 6.Fair and Lawful Processing 6.1 The Act is not intended to prevent the processing of personal data, but to ensure that it is done fairly and without adversely affecting the rights of the data subject. 6.2 For personal data to be processed lawfully, they must be processed on the basis of one of the legal grounds set out in the Act. These include, among other things, the data subject's consent to the processing, or that the processing is necessary for the performance of a contract with the data subject, for the compliance with a legal obligation to which the data controller is subject, or for the legitimate interest of the data controller or the party to whom the data is disclosed. When sensitive personal data is being processed, additional conditions must be met. When processing personal data as data controllers in the course of our business, we will ensure that those requirements are met. 7.Processing For Limited Purposes 7.1 In the course of our business, we may collect and process the personal data set out in Schedule 1. This may include data we receive directly from a data subject (for example, by completing forms or by corresponding with us by mail, phone, email or otherwise) and data we receive from other sources (including, for example, business partners, sub-contractors in technical, payment and delivery services, credit reference agencies and others). 7.2 We will only process personal data for the specific purposes set out in Schedule 1 or for any other purposes specifically permitted by the Act. We will notify those purposes to the data subject when we first collect the data or as soon as possible thereafter. 8.Adequate, Relevant and Non-Excessive Processing 8.1 We will only collect personal data to the extent that it is required for the specific purpose notified to the data subject. 9.Notifying Data Subjects •If we collect personal data directly from data subjects, we will inform them about: i.The purpose or purposes for which we intend to process that personal data. ii.The types of third parties, if any, with which we will share or to which we will disclose that personal data. iii.The means, if any, with which data subjects can limit our use and disclosure of their personal data. •If we receive personal data about a data subject from other sources, we will provide the data subject with this information as soon as possible thereafter. •We will also inform data subjects whose personal data we process that we are the data controller with regard to that data, [and who the Data Protection Compliance Manager is]. 10.Use of Personal Information 10.1 We use the personal information we collect for the following purposes: •Reason: To provide you with our services, business development and marketing our services. We will only use your data for legitimate interests. •Providing and managing our services to you effectively. •Communicating with you regarding our services, appointments, and any inquiries you may have. •Processing payments for our services. •Improving and monitoring our services we provide and website functionality. •Complying with legal and regulatory requirements. •Sale of your data: Prohibited at all times. We will not sell or provide data for others to sell your data. 11.Disclosure of Personal Information 11.1 We may disclose your personal information to third parties in the following circumstances: •We may share personal data we hold with any member of our company or organization. •With your explicit consent. •To service providers who assist us in delivering our services, such as IT service providers, payment processors, legal advisors or governing bodies i.e. RICS & RPSA. •When required by law or legal process. •To protect our rights, property, or safety, or the rights, property, or safety of others. •We ensure that any third parties with whom we share your personal information adhere to strict confidentiality and data protection standards. •We may also disclose personal data we hold to third parties: oIn the event that we sell or buy any business or assets, in which case we may disclose personal data we hold to the prospective seller or buyer of such business or assets. oIf we or substantially all of our assets are acquired by a third party, in which case personal data we hold will be one of the transferred assets. •If we are under a duty to disclose or share a data subject's personal data in order to comply with any legal obligation, or in order to enforce or apply any contract with the data subject or other agreements; or to protect our rights, property, or safety of our employees, customers, or others. This includes exchanging information with other companies and organizations for the purposes of fraud protection and credit risk reduction. 12.Data Security 12.1 We take comprehensive measures to protect your personal information from unauthorized access, use, or disclosure. These measures include physical, technical, and administrative safeguards designed to maintain the security and confidentiality of your information. •We will take appropriate security measures against unlawful or unauthorized processing of personal data, and against the accidental loss of, or damage to, personal data. •We will put in place procedures and technologies to maintain the security of all personal data from the point of collection to the point of destruction. Personal data will only be transferred to a data processor if he agrees to comply with those procedures and policies, or if he puts in place adequate measures himself. •We will maintain data security by protecting the confidentiality, integrity and availability of the personal data, defined as follows: a.Confidentiality means that only people who are authorized to use the data can access it. b.Integrity means that personal data should be accurate and suitable for the purpose for which it is processed. c.Availability means that authorized users should be able to access the data if they need it for authorized purposes only. •Security procedures include: a.Secure lockable desks and cupboards. Desks and cupboards should be kept locked if they hold confidential information of any kind. (Personal information is always considered confidential.) b.Methods of disposal. Paper documents should be shredded. Digital storage devices should be physically destroyed when they are no longer required. c.Equipment. Data users must ensure that individual monitors do not show confidential information to passers-by and that they log off from their PC when it is left unattended and in an area that can be accessed by non-authorized users. 13.Retention of Personal Information 13.1 We retain your personal information only for as long as necessary to fulfill the purposes for which it was collected, or as required by law. Once the information is no longer needed, we securely dispose of it in accordance with our data retention policies. 14.Your Rights 14.1 You have the right to access, correct, or delete your personal information held by us. You may also have other rights under applicable privacy laws, such as the right to restrict processing or object to processing. If you wish to exercise any of these rights, please contact us using the information provided below. 14.2 There are eight individual rights that businesses must adhere to when processing data. However, some may become more relevant for smaller businesses. These include: 1)Right of access –the right to request access to personal data 2)Right to object – the right to oppose parts of the consent request or data processing 3)Right to be informed – the right to be told how and why data is being used 4)Right to rectification – the right to ask for data to be changed or corrected 5)Right to erasure – the right to ask for data to be deleted. Customer doesn’t wish to receive emails and records removed from list. 6)Right to restrict Processing 7)Right to data portability 8)Rights to automated design making and profiling 14.3 For us to comply with any requests, we may need you to provide specific information to us in order to confirm your identity. This procedure is to ensure that your personal data is not disclosed to any person who has no right to receive such information. The following forms of ID may be required for personal data requests: Valid passport, driving license, birth certificate, utility bill (from last 3 months). 15.Dealing With Subject Access Requests (a)Data subjects may make a formal request for information we hold about them. This must be made in writing. Employees who receive a written request should forward it to their line manager, Data Protection Compliance Manager, or business principal immediately. (b)When receiving telephone enquiries, we will only disclose personal data we hold on to our systems if the following conditions are met: I.We will confirm to our satisfaction the caller's identity to make sure that information is only given to a person who is entitled to it. II.We will suggest that the caller put their request in writing if we are not sure about the caller’s identity and where their identity cannot be checked. (c)Employees (where applicable) will refer a request to their line manager, Data Protection Compliance Manager, or business principal, for assistance in difficult situations. Employees should not be bullied into disclosing personal information. 16.Processing In Line with Data Subjects Rights We will process all personal data in line with data subjects' rights, in particular their right to: (a)Request access to any data held about them by a data controller (see also paragraph 14). (b)Prevent the processing of their data for direct-marketing purposes. (c)Ask to have inaccurate data amended (see also paragraph 9). (d)Prevent processing that is likely to cause damage or distress to themselves or anyone else. 17.Timely Processing 17.1We will not keep personal data longer than is necessary for the purpose or purposes for which they were collected. We will take all reasonable steps to destroy, or erase from our systems, all data which is no longer required. 18.Website Cookies 18.1 Cookies are small pieces of data stored on a site visitor's browser. They are typically used to keep track of the settings users have selected and actions they have taken on a site. Once you agree, the file is added, and the cookie helps analyze web traffic or lets you know when you visit a particular site Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences. 18.2 Generally, the cookies used are for essential and functional requirements: •To provide a great experience for your visitors and customers. •To identify your registered members (users who registered to your site). •To monitor and analyze the performance, operation and effectiveness of Wix's platform. •To ensure our platform is secure and safe to use. •For payment processing 18.3 You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of our website. 18.4 We may also use analytical and advertising tools such as Google, Good Ads, Wix Additional Services and Wix Payment/ 3rd party payment processing and calendar management. 18.5 Our website may contain links to other websites of interest. We cannot be responsible for the protection and privacy of any information which you provide whilst visiting the external sites and as such are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question. 18.6 For additional information on cookies generally we refer you to https://allaboutcookies.org/ and our website creator cookies: https://support.wix.com/en/article/cookies-and-your-wix-site other sources of information freely available regarding types and use of cookies. 19.Contact Us 19.1 If you have any questions, concerns, or requests regarding our privacy practices or this privacy policy, please contact us at: Lawsons Surveying Ltd. 1 Egbert Drive, Essex, SS4 1QX 07983-273-678 dan@lawsonssurveing.co.uk 20.Updates to this Privacy Policy 20.1 We may update this privacy policy periodically to reflect changes in our practices or legal requirements. Any updates will be posted on our website, and we encourage you to review this policy regularly. Thank you for taking the time to read our privacy notice.