This Privacy Notice explains how we collect personal data, how we use it and who we might share it with.
Under the General Data Protection Regulation Act, we are required to notify you of this information.
Who We Are
OCK Chartered Surveyors deal with Property Management, Building Surveying and Valuations amongst other professional work. For further information, please visit our website, www.ock-survey.co.uk.
OCK Chartered Surveyors is a trading name of OCK Ltd. Our registered address is 5 North End Road, London, NW11 7RJ. Our company number is 8933534. We are registered with the Information Commissioners Office, the RICS and Ombudsman Services: Property.
We follow the General Data Protection Regulation code of conduct which applies across the European Union (included the United Kingdom) and we are responsible as “Controller” and “Processors” of that personal information for the purpose of those laws.
In this Policy, references to “we” or “us” means OCK Chartered Surveyors.
Data Protection Principles
We comply with the Data Protection Principles when gathering and using personal information, as set out in our GDPR Data Protection Policy.
How Do We Collect Information From You?
We collect information from you in the following ways:
•Through our website including forms and cookies, (please refer to the relevant cookie notice on our website for further details)
•Email, post, fax and mail correspondence with us
•Contact by phone
•Application and request forms by post
•In person contact
•Information we receive from external third parties
•Taking on new properties to manage
•Upon a purchase, sale or remortgage of a property
•Standing order forms
•Lease extensions, Power of Attorney
What Type of Information do we collect from you?
We collect different kinds of information from you depending on our relationship with you. Below are some instances:
•We will collect any relevant information required from you to enable us to perform our contract as Managing Agents.
•We will collect any required information to book a valuation or survey.
•We may be required to collect bank details or card details in order to take payment for certain products.
•If necessary, we will request copies of marriage and death certificates.
•We may require employment details from caretakers.
The above may include:
Name, address, telephone number, email address, information enabling us to verify your identity, information relating to the matter in which you are seeking our representation or advice, information to undertake credit or other checks e.g. passport or driving license details and financial details relating to your instructions including: National insurance number, bank and building society details, tax details, your professional online presence, employment status, salary and benefits, employment records including sickness attendance, performance, disciplinary, conduct and grievances, pension details, trade union membership, medical records, racial or ethnic origin, gender, religious or similar beliefs and other personal identifying information.
What Type of Information do we collect from other sources?
We also obtain personal information from other sources:
•Upon the purchase of a property, we will gain mortgage details.
•Contact information when taking on new property to manage.
•Copies of marriage and death certificates.
•Bank Statements upon referencing for renting a property.
•And any other relevant information
How is your information used?
We always ensure your data is used in accordance with the law.
The information we collect is for specified, explicit and legitimate purposes and not further processed in a manner that is incompatible with those purposes. Below are examples of how we use your information:
•For the performance of a contract we have with your freeholder or yourselves to manage your property.
•Passing your details onto our contractors in order to arrange access with yourselves.
•Arranging appointments to carry out valuations or surveys.
•We may share personal data with a third party if required to do so by the law.
•If you make a complaint we will process your data to address any concerns effectively.
If you contact us and provide us with your personal data as part of a query we will keep a record of those details.
Who has access to your Information?
•Insurers and brokers
•Lenders and banks
•Our Property Management Systems
•IT & Software Support
•Former or future Managing Agents
Where is your Personal Data Processed?
Information will be held at our offices, third party agents, service providers, representatives and agents as described above.
We ensure that there is appropriate security for the information we hold including those measures details in our GDPR Policy.
How long is your personal data held for?
We may keep your personal data after we have finished advising or acting for you, because:
•We may need to respond to any questions, complaints or claims made by you or on your behalf.
•We may need to carry out checks for conflicts of interest in the future.
•We may need to demonstrate we treated you fairly.
•We may need to keep records as required by law.
Your personal data will not be stored for longer than is necessary. Different retention periods apply to different data sets. You can request information on how long data will be held specific to the matter in hand.
Transferring personal data out of the European Economic Area (EEA)
To deliver services to you, sometimes it will be necessary to share your personal data outside the EEA e.g. with your service providers outside the EEA/if you are based outside the EEA/where there is an international dimension to the matter in which we are advising you. In this instance, we will however ensure that transfer of your personal data only happens with countries deemed to provide adequate protection and security as defined by The European Commission.
Your choices and rights
We will ensure fair processing of information and transparency on how we use your personal information. Therefore, you have the following rights:
You have the right to access your personal data we hold about you. You may ask us to erase any inaccurate personal data we hold in certain situations, rectify personal data we hold or to restrict the processing we carry out. We will give you any personal information, which you have passed on to us. You can also object to the way we are processing your personal data.
You have a right to claim compensation for damages caused by a breach of the Act.
For further information on each of those rights including the circumstances in which they apply see the guidance from the UK Commissioner’s Office (ICO) on Individuals Rights under the General Data Protection Regulation.
If you would like to exercise any of those rights, please write, email or call us at OCK Chartered Surveyors, First Floor, Foframe House, 35-37 Brent Street, London NW4 2EF, Privacy@ock-survey.co.uk, telephone number 020 8202 7948. Please ensure we have sufficient information to identify you, let us have proof of your identity and address (e.g. passport, photo driving license, recent credit card bill).
Keeping your Personal Information Secure
We have appropriate security measures in place to prevent personal information from being unintentially lost, used or accessed in an unauthorised way.
We limit access to your personal information to those who have a genuine business need to know it. Those processing your information, will do so only in an authorised manner and are subject to a duty of confidentiality.
We also have procedures in place for any suspected data security breach. Where we are required to do so, we will notify you and any applicable regulator of any suspected data security breach.
How to Complain
Details of our Complaints Procedure is held in our office and is available upon request.
Changes to the Privacy Notice