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Privacy Policy

Wards Privacy Policy

WE TAKE DATA PROTECTION VERY SERIOUSLY AT WARDS.  HERE’S HOW WE HANDLE YOUR INFORMATION.

PREPARED: MAY 2018. UPDATED NOVEMBER 2022.

WHO WE ARE

This policy applies to Ward Surveyors Limited, whom trade as Wards.

LEGAL BASIS AND PURPOSE FOR PROCESSING YOUR PERSONAL DATA

This Privacy Policy aims to give you information on how we collect and use your personal data.  To process your data we must have a lawful basis to do so. The law allows for six ways to process your personal data.  We will process your personal data where:

  • You have given consent to the processing of your personal data for one or more specific purposes;
  • It is necessary for the performance of a contract to which you are a party or in order to take steps at your request prior to entering into a contract;
  • It is necessary for compliance with a legal obligation to which we are subject;
  • It is necessary in order to protect your vital interests;
  • It is necessary for the performance of a task carried out in the public interest or in the

exercise of official authority vested in us;

  • it is necessary for the purposes of the legitimate interests pursued by us or by a third

party, except where such interests are overridden by your interests or fundamental rights

  • and freedoms which require protection of personal data.

COMMITMENT TO PROTECTING YOUR PERSONAL INFORMATION AND RESPECTING YOUR PRIVACY.  

We commit to protecting your personal information and data when we have dealings with you.  This may include:

Viewing our website.

Corresponding with us using services such as telephone, email or written letter.

Signing up to our property mailing lists.

Applying for a job vacancy.

Contact through ‘trusted’ sources including Property Portals

Through consent to third parties disclosing information about you to us that they have collected

SUMMARY OF HOW WE USE YOUR PERSONAL DATA:

    • Provide you with details of properties that you may be suitable for your requirements
    • To contact you regarding your property that we may be marketing for you.
    • To contact you regarding your property that we manage either on your behalf, or as the tenant / legal occupier of the same. This would also apply to the development / scheme that your property may form part of.

This contact can include communications regarding payments or repairs or other matters associated with your property that fall within our role as a managing agent. In respect of repairs we will share your information with contractors in order that they can gain access to the property to carry the necessary works.

    • If you have requested information about services we provide such as valuations and other professional work that we carry out.
    • Carry out our obligations from any contracts you have entered into with us.
    • Deal with job vacancy applications and CVs.
    • Respond to your enquiries and complaints.
    • If relevant to you, notify you about changes to our services.

OUR LEGITIMATE INTERESTS

There are times when we will rely on legitimate interests to process personal data, particularly when it is not practical to obtain consent.  We will always consider if it is fair and balanced to do so and if it is within your reasonable expectations. We will balance your rights and our legitimate interests to ensure that we use your personal information in ways that are not unduly intrusive or unfair.  Examples are:

    • Reporting criminal acts and compliance with law enforcement agencies.
    • Internal and external audit for financial or regulatory compliance purposes.
    • Statutory reporting.
    • Maintenance of “do not contact” lists (suppression lists).
    • Physical and network security.
    • Financial management and control.
    • General administration.

CATEGORIES OF PERSONAL DATA YOU GIVE TO US

The personal data you give to us might include:

1. Title  2. Employer switchboard numbers  3. DX Number  4. Tenure details for property requirement 
5. First Name  6. Company Address 7. DX Exchange  8. Price band of property requirement
9. Middle Name  10. Personal Email  11. Landlord details  12. Surname
13. Employer Email  14. Tenant details 15. Residential Address 16. Personal Numbers
17. Lease details 18. Job Title 19. Employers annual turnover 20. Size of your property requirement
21. Department 22. Size of company you work for 23. Type of property you are looking for  24. Employer / Registered Company Name
25. Company website  26. Area of your property requirement   27. Personal financial information  

INFORMATION WE COLLECT WHEN YOU CONTACT US

We collect and use information from individuals who contact us in accordance with this section and the section entitled Disclosure and additional uses of your information.

EMAIL

When you send an email to the email address displayed on our website we collect your email address and any other information you provide in that email (such as your name, telephone number and the information contained in any signature block in your email) together with the reason for your contacting us.

  • LEGAL BASIS FOR PROCESSING: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
  • LEGITIMATE INTEREST(S): responding to enquiries and messages we receive and keeping records of correspondence.
  • LEGAL BASIS FOR PROCESSING: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).
  • REASON WHY NECESSARY TO PERFORM A CONTRACT: where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and services (for example, providing you with information about such goods and services), we will process your information in order to do so.

PHONE

When you contact us by phone, we collect your phone number and any information provide to us during your conversation with us.

  • LEGAL BASIS FOR PROCESSING: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
  • LEGITIMATE INTEREST(S): responding to enquiries and messages we receive and keeping records of correspondence.
  • LEGAL BASIS FOR PROCESSING: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).
  • REASON WHY NECESSARY TO PERFORM A CONTRACT: where your message relates to us providing you with services or taking steps at your request prior to providing you with our goods and services we will process your information in order to do so.

POST

If you contact us by post, we will collect any information you provide to us in any postal communications you send us.

  • LEGAL BASIS FOR PROCESSING: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
  • LEGITIMATE INTEREST(S): responding to enquiries and messages we receive and keeping records of correspondence.
  • LEGAL BASIS FOR PROCESSING: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).

  • REASON WHY NECESSARY TO PERFORM A CONTRACT: where your message relates to us providing you with services or taking steps at your request prior to providing you with our services we will process your information in order to do so.

CONTACT FORM

When you contact us using our contact form, we collect your name, email address, phone number and query.

If you do not provide the mandatory information required by our contact form, you will not be able to submit the contact form and we will not receive your enquiry

  • LEGAL BASIS FOR PROCESSING: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
  • LEGITIMATE INTEREST(S): responding to enquiries and messages we receive and keeping records of correspondence.
  • LEGAL BASIS FOR PROCESSING: necessary to perform a contract or to take steps at your request to enter into a contract (Article 6(1)(b) of the General Data Protection Regulation).
  • REASON WHY NECESSARY TO PERFORM A CONTRACT: where your message relates to us providing you with goods or services or taking steps at your request prior to providing you with our goods and services (for example, providing you with information about such goods and services), we will process your information in order to do so.

INFORMATION WE COLLECT WHEN YOU VISIT OUR WEBSITE

We collect and use information from website visitors in accordance with this section and the section entitled Disclosure and additional uses of your information.

USE OF WEBSITE SERVER LOG INFORMATION TO ANALYSE WEBSITE USE AND IMPROVE OUR WEBSITE

We use the information collected by our website server logs to analyse how our website users interact with our website and its features. For example, we analyse the number of visits and unique visitors we receive, the time and date of the visit, the location of the visit, the operating system and browser used.

We use the information gathered from the analysis of this information to improve our website. For example, we use the information gathered to change the information, content and structure of our website and individual pages based according to what users are engaging most with and the duration of time spent on particular pages on our website.

  • LEGAL BASIS FOR PROCESSING: our legitimate interests (Article 6(1)(f) of the General Data Protection Regulation).
  • LEGITIMATE INTEREST: improving our website for our website users and getting to know our website users’ preferences so our website can better meet their needs and desires.