Privacy Statement

Bells Surveyors Website Privacy Notice

Who we are

We are Bells Commercial Ltd (referred to in this document as We, Us and Our)

We can be found at;
Golding House
130 - 138 Plough Road
Clapham Junction
London
SW11 2AA

Introduction

This privacy notice sets out how we use the personal information collected through this website (www.bellssurveyors.co.uk), via contact to our team by any channel or when you contract with us as a tenant.

Throughout this document, where we refer to Data Protection Legislation, we mean the UK General Data Protection Regulation (UK GDPR). This includes any replacement legislation coming into effect from time to time.

We are committed to meeting the requirements of the Data Protection Legislation and we have developed this privacy notice to ensure that you are aware of;

the personal data we collect about you,
what we do with your information,
what we do to keep your information secure, and
the rights and choices you have over your personal information.

We will only use your information as set out in this Privacy Notice. If we need to use your personal information for any other purpose, we will take steps to tell you and we will update this Privacy Notice.

The personal data we collect

We only collect personal information that we genuinely need and in accordance with the Data Protection Legislation.

The type of personal information that we will collect directly from you when you contact us via one of our channels will include your:

Name
Telephone Number
Email Address

We will also collect additional information that will help us to deal with your message, specifically what we can help you with.

We collect information about you if you are a tenant of one of our properties, which will include your name, telephone number, address, email and identification documentation for the purpose of managing our relationship with you and arranging visits to the property directly with you in order to carry out necessary inspections, safety checks and maintenance works during the tenancy.

Lawful basis for processing your personal data

We will only ever process your personal data if we have a lawful basis to do so. The lawful bases we rely on are;

Contract – This is where we process your information to fulfil a contractual arrangement we have made with you, if you are a tenant for example.
Consent – This is where we have asked you to provide permission to process your data for a particular purpose. Please note, if we are relying on your Consent you can withdraw your consent at any time by contacting us or using the opt out link in any emails that we send to you.
Legitimate Interests - This is where we rely on our interests as a reason for processing, for example when we handle your queries.

Your Rights

You have a number of Rights under Data Protection Legislation. If you would like to exercise any of these rights you can contact us using the contact details in the “Contact Us” section further below.

You rights under the Legislation are –

The right to be informed about our collection and use of personal data
You have the right to be informed about the collection and use of your personal data. This Privacy notice gives you this information.

Right to access your personal information
You have the right to access the personal information that we hold about. This is sometimes termed ‘Subject Access Request’. If we agree that we are obliged to provide personal information to you (or someone else on your behalf), we will provide it to you or them free of charge and aim to do so within 1 month from the point that we are able to confirm your identity. We will ask for proof of identity and sufficient information about your interactions with us that we can locate your personal information.

Right to correction your personal information
If any of the personal information we hold about you is inaccurate, incomplete or out of date, you can ask us to correct it.

Right to restrict processing
You have the right to ask us to restrict the processing of your personal data. For example, this may be because you have issues with the accuracy of the data we hold or the way we have processed your data. The right is not absolute and only applies in certain circumstances.

Right to erasure
You have the right to have personal data erased. This is also known as the ‘right to be forgotten’. The right is not absolute and only applies in certain circumstances.

Right to portability
The right to portability gives you the right to receive personal data you have provided to us in a structured, commonly used and machine-readable format. It also gives them you the right to request that a controller transmits this data directly to another controller.

Right to object
You have the right to object to our processing of some or all of the personal data that we hold about you. This is an absolute right when we use your data for direct marketing but may not apply in other circumstances where we have a compelling reason to do so, e.g., a legal obligation.

You can make a complaint to the Information Commissioner’s Office at any time about the way we use your information. However, we hope that you would consider raising any issue or complaint you have with us first. Your satisfaction is extremely important to us, and we will always do our very best to solve any problems you may have.

How we use your personal data

We will use your personal information to;

Answer any questions that you have or to follow up with you on any enquiries
If you contact us through email or phone we will use your information to answer your questions and to correspond with you.

Manage our relationship with you
If we enter into a contract with you, we will use personal information to:

Manage our contractual relationship with you
Contact you throughout our relationship regarding the services

Manage and improve our business and our interactions with you
We will use certain personal and technical information to:

analyse and understand our clients
secure our network
investigate and respond to service or security issues
to administer our website
to meet our legal and regulatory obligations

How long we retain your personal data

We retain a record of your personal information in order to provide you with a high quality and consistent service and to evidence the actions we have taken on your behalf.

In line with the Data Protection Legislation we only keep your personal information for the length of time we need it to

deliver our services to you
meet our Business needs
meet our legal obligations

Who we may share your personal data with

In some circumstances we may need to share your personal data with our supplier in order to

provide you with the service that you have asked for,
meet our legal obligations,
run and manage our business,

We may share your personal information with;

Law Enforcement or other public authorities that require us to release information
To any organisation where it is necessary for us to establish a legal claim or to defend ourselves against such a claim.
Our professional advisors including accountants, legal professionals or insurers
Providers of ancillary business support services such as Information Technology services (as a processor on our behalf).
Marketing service providers (as processors on our behalf) including organisations that help us communicate with you.
Any organisation in the event of the sale, merger, reorganisation, dissolution or disposal of our business. We will inform you of any such transfer or disclosure
Suppliers to maintain properties that you may be a tenant of, for example repairs companies.

In all cases we

only provide the minimum personal information that each party requires to carry out their duties
only disclose personal information to organisations who we have a contractual relationship with or have an overriding legal requirement to hold the information

International transfers of personal data

Data we process about you is stored on our servers located in the UK – we do not transfer your personal data outside the UK or Europe.

How we protect your personal data

Data security is of great importance to Us and to protect your data we have put in place suitable physical, electronic and managerial procedures to safeguard and secure any information that we Control

At a high level we have put the below measure in place:

Limiting access to our buildings to those that we have determined are entitled to be there;
Implementing access controls to our information technology;
All our employees and agents who have access to or are involved in the processing of personal information are contractually obliged to protect the confidentiality of personal information;

Changes to this Policy

We may change this Privacy Notice from time to time (for example, if the law changes). If the changes are material we will take steps to inform you.

How to contact us

If you would like to

exercise one of your rights as set out above,
have a question or a complaint about this policy, or
have a question or complaint about the way your personal information is processed

You can contact us by emailing jb@bellssurveyors.co.uk.