Hb Surveyors and Valuers Ltd (‘HBSV’) is committed to ensuring that your privacy is protected and our use of your personal information is governed by this Privacy Notice. On this site, “HBSV”, “our” and “we” each mean HBSV (including but not limited to its branding) which collects and uses your information in the manner set out in this Privacy Notice. Any reference to “you” or “your” refers to anyone whose personal information we process.
Our use of your personal data will be governed by this Privacy Notice.
HBSV is a controller for the personal information that it collects and uses about you. We will treat your personal information as confidential and in accordance with applicable data protection legislation and your personal information will only be shared with others in accordance with this Privacy Notice.
This Privacy Notice explains;
If there are any changes to the way in which your personal information is used, this Privacy Notice will be updated.
2. What is personal information?
Personal information is any information that tells us something about you. This could include information such as name, contact details, date of birth, bank account details or any information about your needs or circumstances which would allow us to identify you.
Some personal information is classified as "special" data under data protection legislation. This includes information relating to health, racial or ethnic origin, religious beliefs or political opinions and sexual orientation. This information is more sensitive and we need to have further justification for collecting, storing and using this type of personal information. There are also additional restrictions on the circumstances in which we are permitted to collect and use criminal conviction data.
Any references to personal information in this privacy notice will include personal data, and where relevant, special categories of personal data.
3. What personal information do we collect?
We will collect your full name and contact details (such as phone number, email address and postal address) from you whenever you engage with us.
In addition, if we are providing a service to you, or on your behalf, where we are required to do so by law, we will collect information relating to your identity, which will be at least one form of photographic identification (such as a passport, a driving licence or an identification card) and one form of documentation with proof of your place of residence (such as a recent utility bill).
We will also confirm whether you have any relatives or close connections working at HBSV so that we can consider potential conflict of interests and if identified how to manage these in accordance with statutory and regulatory obligations.
Depending on the service that we may provide to you (or on your behalf) we may also collect additional personal information as detailed below;
Letting and Renting
If you are letting a property through us;
If you wish to rent a property we are listing;
Where we engage with you to manage property on your behalf we will ask for additional emergency contact information in case we need to get in touch with you outside of working hours or in the event there is a matter requiring your urgent attention.
Where you engage with HBSV as an individual investor we will collect information required to identify you to meet anti-money laundering and counter terrorist financing requirements. If the investor is an entity such as a company, trust or charity, we may need to collect personal information about the controllers and the beneficiaries of the entity.
If you subscribe to news or other market updates from us, then in addition to the above we will collect details about the sector in which you work and the type of content that you would like to receive.
4. How we use your personal information
What is the legal basis of our data processing?
Under data protection legislation we are only permitted to use your personal information if we have a legal basis for doing so. We rely on the following legal bases to use your information;
§ Processing that is necessary for us to promote our business, brand and products and measure the reach and effectiveness of our campaigns – this may include sending you marketing information from time to time after you have engaged us to provide services or received services from us either which may be similar and of interest to you or where you have expressly indicated that you would like to receive such information. You have the right to opt out of receiving this information at any time.
§ Processing that is necessary to improve our knowledge of the property sector – this may include undertaking market analysis and research so that we better understand trends in the sector and provide better knowledge along with more tailored and relevant services for our customers.
§ Processing necessary for us to operate the administrative and technical aspects of our business efficiently and effectively – this will include: verifying the accuracy of information that we hold about you and create a better understanding of you as a customer; processing for administrative efficiency purposes such as where we outsource certain administrative functions to third parties who are specialise in such services; processing for network and information security purposes i.e. in order for us to take steps to protect your information against loss, damage, theft or unauthorised access or to comply with a request from you in connection with the exercise of any of your rights outlined below.
In more limited circumstances we may also rely on the following legal bases:
We may process special categories of personal information and criminal conviction information in the following limited circumstances:
How we use your personal information
For specific information on how your personal information will be used for the services you have requested from us, please select from any of the options below;
Letting and Renting
Other uses of your personal information
What happens if you do not provide information that we request?
We need some of your personal information to perform the services you have requested from us. For example:
We also need some information so that we can comply with our legal obligations. For example, we may need identity documents from you to meet our obligations to prevent fraud and money laundering.
If you do not provide the information required for these purposes, we will not be able to not be able provide services to you or continue to provide certain services to you. We will explain when this is the case at the point where we collect information from you.
5. How we keep your information secure
The security of information is very important to us and we have measures in place which are designed to prevent unauthorised access to your personal information including but not limited to:
Data may be hosted in datacentres which have systems and protections in place to protect against both unauthorised access, and other external factors that could cause damage to, your personal data. There are strict access requirements in place and access is restricted to those absolutely necessary.
We ensure access to personal information is restricted to HBSV employees on a need to know basis. Training is provided to all HBSV employees and workers who need access to personal information.
6. For how long do we keep your personal information?
The period for which we will keep your personal information will depend on the type of service you have requested from us. The retention period may be longer than the period for which we are providing services to you where we have statutory or regulatory obligations to retain personal information for a longer period, or where we may need to retain the information in case of a legal claim.
7. Overseas transfers of your personal information
We may transfer, store, or process your personal information in locations outside the UK and the European Economic Area (EEA). Where the countries to which your personal information is transferred do not offer an equivalent level of protection for personal information to the laws of the UK, we will ensure that appropriate safeguards are put in place.
We’ll use one of these safeguards:
8. Your rights in relation to your personal information
You have a number of rights in relation to your personal information, these include the right to:
If you would like to exercise any of your rights please contact our Data Processing Officer Steve Vincent (firstname.lastname@example.org).
9. Complaints and Contact Details
If you have any complaints about the way we use your personal information please contact our Data Processing Officer who will try to resolve the issue. If we cannot resolve any issue, you have the right to complain to the data protection authority in your country (the Information Commissioner in the UK). If you need more information about how to contact your local data protection authority please let us know by contacting our Data Processing Officer.