The General Data Protection Regulation (GDPR) and the UK Data Protection Act 2018 have changed the rules which govern how we can communicate with you.
You can change how we contact you or decide not to receive communications any time. If you wish to do so please contact Stanley Associates by emailing us or write to The Data Protection Officer, Stanley Associates, Upper Floors, 31 Church Road, Poole, Dorset. BH14 8UF.
2. ABOUT US
Your “Personal Data” will be collected and used by SurvPal Ltd, a private limited company with registration number 9023744. The registered office for SurvPal Ltd is 56 Pelham Court, 145 Fulham Road, London. SW3 6SH.
The trading address for Stanley Associates is Upper Floors, 31 Church Road, Poole, Dorset. BH14 8UF.
We are a “Controller” in respect of your personal data (ie. any information which identifies you, or which can be identified as relating to you personally). This means we take decisions about the types of personal data we should collect for the purposes of our business.
3. WHAT INFORMATION WE COLLECT
Personal data provided
We collect data you provide to us, or data provided to us, in order to fulfil our statutory party wall duties. For example:
- personal details (full name, email, address, telephone, company details, etc.);
- mortgage provider and amount paid for your property (as per the Title Deeds, although this is irrelevant to our work);
- correspondence sent via email or post relating to the job (from you, your neighbour, surveyor, architect, engineer etc.);
- phone call notes relating to the job (from you, your neighbour, surveyor, architect, engineer etc.);
- photos of your property (only if your property is adjacent to the building works);
- details of any marketing and communications preferences (such as the way we contact you);
- details of your social media engagement with us.
Special categories of personal data
We do not collect or store sensitive personal data (such as information relating to health, beliefs or political affiliation, etc.).
Our website is not intended for use by children and we therefore do not knowingly collect any data regarding children.
4. HOW WE COLLECT INFORMATION
Your personal data may be obtained via email, post, phone or face-to-face, or by any other means of correspondence you have with us. For example, your personal data is provided when you request a quote by phone, email or via our website, or when you engage with us via social media.
Your personal data may also be provided to us from a third party, for example from a neighbour or another surveyor appointed on a job. This is likely to be by phone, email or post.
5. HOW WE USE INFORMATION
We use your personal data either with your consent, or where it is necessary in order to:
- enter into, or perform, a contract with you;
- comply with a legal duty;
- protect your vital interests;
- for our own (or a third party’s) lawful interests, provided your rights do not override these.
We may process personal data for certain legitimate business purposes, which include some or all of the following:
- where the processing enables us to enhance, modify, personalise or otherwise improve our services and communications via our website and usage of social media;
- to ensure our compliance with best practice (for example should data need to be shared with third parties);
- to identify and prevent fraud;
- to enhance the security of our network and information systems;
- to continue functioning as a business.
When we process your personal data for our legitimate interests, we will make sure that we consider and balance any potential impact on you (both positive and negative), and your rights under data protection laws. Our legitimate business interests do not automatically override your interests – we will not use your personal data for activities where our interests are overridden by the impact on you (unless we have your consent or are otherwise required or permitted to by law).
In any event, we will only use your information for the purpose it was collected for (or else for closely related purposes):
We use personal data for administrative purposes. Predominantly this includes fulfilling our statutory party wall duties (whether by email, post, phone or in person). It may also help us respect your marketing preferences (for example if you ask not to receive marketing material, we will keep a record of this).
We carry out analysis on our customers to determine market trends, the success of marketing campaigns and to better understand customer behaviour. This helps inform our approach towards marketing and it helps us provide a better experience (for example through more relevant communications).
We may use personal data to communicate with customers and potential customers to promote Stanley Associates. This includes keeping you up to date with our news and updates. Communications will be tailored based on what we think your interests are, from looking at data collected using cookies and from looking at your past transactions. You will always be able to unsubscribe from any such correspondence.
You have the right to object to this processing if you wish, and if you wish to do so, please contact The Data Protection Officer. Please bear in mind that if you object this may affect our ability to carry out tasks above for your benefit.
Our premises have CCTV and you may be recorded when you visit them. CCTV is installed to help provide security and to protect both you and us. CCTV will only be viewed when necessary (for example to detect or prevent crime) and footage is stored temporarily. Unless it is flagged for review, CCTV will be recorded over. SurvPal Ltd complies with the Information Commissioner’s Office CCTV Code of Practice and notices are displayed so you know that CCTV is in use.
7. DISCLOSING AND SHARING DATA
If you have opted-in to marketing, communications always come from SurvPal Ltd or our sister companies, incorporating our own marketing materials, for example social media and newsletters.Information shared with third parties
We may disclose personal data to third parties for the following reasons:
We may share your personal data with our sister companies to enhance their services or marketing communications. In these instances, personal data would be processed internally by employees of SurvPal Ltd. Your preferences may be updated and you may opt-out of communications from our sister companies.Social media
We may provide your personal data (such as name, email address or phone number) to digital advertising or social media companies who work on our behalf (such as Facebook, Instagram, LinkedIn, Mailchimp and Twitter). This is so you are shown only relevant advertisements relating to Stanley Associates. We will also ensure you are not presented with unnecessary marketing communications from us. You can manage your preferences by using your social media advertising platform settings. You can also contact us with any queries by emailing us.
8. HOW WE STORE AND PROTECT DATA
We understand the importance of security and confidentiality and we have therefore implemented electronic and managerial procedures to secure the data that you input into our website. For example, SurvPal Ltd employees are trained in data protection and abide by strict confidentiality in how all data is handled, security measures are in place including encryption, and our website host follows industry standards.
All data collected and used by Stanley Associates is held on a secure server on and off-site, which has regular backups.
Our website is protected by a Secure Sockets Layer (SSL) certificate. This means that any information sent via our website is encrypted between the client (browser) and our server whilst in transport.
We do not have access to your bank or payment details, and therefore do not store this information.
Stanley Associates’ business activities are based in the UK and we do not transfer data outside of the EEA. There may be occasional overseas emails should you live aboard or go on holiday, and for this we would use our regular Gmail accounts.
Our website host, TSOHost, is UK based. It’s parent company, GoDaddy, is certified under the US-EU Privacy Shield Framework. This applies predominantly to the contact form on our website.
Other third parties that provide services to us (for example Gmail, various social media platforms, our accounting software and banks) may transfer personal data outside of the EEA. However, these organisations are governed by their own privacy frameworks and/or are certified under the US-EU Privacy Shield Framework.
9. DATA RETENTION
We will only use and store information for so long as it is required for the purposes it was collected for. How long information will be stored for depends on the information in question and what it is being used for. We continually review what information we hold and delete what is no longer required.
Data will be stored for a minimum of 6 years from the date an award is served, or from the date of last contact with you, your appointed surveyor or professional team. This includes party wall quotes where we were not appointed.
10. KEEPING YOU IN CONTROL
We want to ensure you remain in control of your personal data. Part of this is making sure you understand your legal rights, which are as follows:
- The right to be informed about what personal data is collected and stored about you and how it is used;
- The right of access including the right to obtain a copy of the personal data held and to receive the following information –
- the purposes of our processing;
- the categories of personal data concerned;
- the recipients we disclose the personal data to;
- the retention period for storing the personal data;
- the data source if the data was not collected directly from us;
- The right to rectification to request inaccurate personal data to be amended;
- The right to erasure (the “right to be forgotten”) and to have personal data erased. This right only applies in certain circumstances;
- The right to restrict processing and supress use of personal data. Personal data can be stored but not used. This right only applies in certain circumstances;
- The right of portability to allow you to receive personal data provided to a Controller in a structured, commonly used and machine-readable format. It also gives you the right to request your personal data to be transmitted to another Controller;
- The right to object to the processing of your personal data for direct marketing purposes and in certain other circumstances;
- The right to object to automated decision making. This right means that solely automated decision making (including profiling) is restricted.
Please keep in mind that there are exceptions to the rights above and, though we will always try to respond to your satisfaction, there may be situations where we are unable to do so.
If you would like further information on your rights or wish to exercise them, please email The Data Protection Officer or write to The Data Protection Officer, SurvPal Ltd, Upper Floors, 31 Church Road, Poole, Dorset. BH14 8UF.
ComplaintsYou can complain to Stanley Associates directly by contacting The Data Protection Officer using the details above. If you wish to make a complaint which does not directly relate to your data protection and privacy rights, you can do so in accordance with our company’s complaints policy.
If you are not happy with our response, or you believe that your data protection or privacy rights have been infringed, you can complain to the UK Information Commissioner’s Office which regulates and enforces data protection law in the UK. Details of how to do this can be found at www.ico.org.uk.