COH Surveyors

Privacy Policy

At COH Surveyors we are committed to protecting and respecting your privacy. We hold, as with most businesses, personal information about our clients and people who may be interested in our products and services.

This privacy policy explains the type of information we process, how that processing may affect you and your rights.

COH Surveyors will occasionally update this privacy policy. We will post a notice of any material changes on our website prior to implementing the changes, and, where appropriate, notify you using any of the contact details we hold for you for this purpose. We encourage you to periodically review our policies to be informed of how we use your information.

If you wish to make a complaint about how we use your information, please contact us via patrick@cohsurveyors.co.uk and we will do our best to help. If you are still unhappy, you can contact the appropriate data protection supervisory authority. The UK Information Commissioner’s Office can be contacted via their website.

Please see the Definitions section for definitions of terminology used in this Privacy Policy.

About Us

Crowther and Co Surveyors Limited, trading as COH Surveyors, company number 05412398 (England and Wales) collects or receives your data under this privacy policy as a data controller for the purposes of EU Data Protection Legislation.

Information we collect

Collection directly from you

Most of the personal data we process about you comes directly from you for example:

  • when you contact us (by email, phone, mail or in person);
  • when you purchase our products and services; or
  • when you work for us or apply for a position with us
  • when you express an interest in our products and services (such as when attending an event) to one of our staff or representatives.

Information obtained from other sources

We may obtain publicly available professional information about you (as detailed in the Data Processed section below) from third parties or online publications. This information is used in the following ways:

  • to ensure that the information we hold about you is accurate and up to date;
  • to ensure that we have all the information we need to provide or offer you with a product or service; and
  • to help us to provide the best service possible, in the most efficient manner.
  • to enable us to contact you where we are authorised by our clients to serve statutory notice(s) on their behalf

Why we process your data

This section details the information what we collect, the purpose for its collection and use, and the legal basis for the processing.

Purpose [1]Personal dataProcessing ground
To provide you with COH Surveyors products and services.• First Name
• Last Name
• Job Title
• Company Name
• Industry
• Email address
• Telephone Number
• Purchasing history
Performance of a Contract.
To respond to your communications and to retain a record for quality and training purposes.General:
• First Name
• Last Name
• Job Title
• Company Name
• Email address
• Telephone Number
We may also transcribe, record or make comprehensive notes of any telephone conversations.		Legitimate interest
Purpose [1]Personal dataProcessing ground
To ensure network and information security.Web log server information:
• IP address
• Browser type and operating system
• Pages visited during your visit
• Source of your access to our website (e.g. the website or URL (link) which referred you to our website.		Legitimate interest.
To monitor the performance of our website and improve user experienceWeb log server information (see above)Legitimate interest.
To contact you or to stay in touch with you about our products and services.General:
• First name
• Last name
• Job Title
• Company Name
• Email address
• Telephone Number		Legitimate interest (for businesses); or Consent (for individuals); or Soft opt-in (for existing clients or individuals who have actively expressed an interest in the products and services).
Informing our product and services strategy to enhance and personalise our client experience and offerings. Informing our marketing strategy to ensure our communications with you are relevant.• First name
• Last Name
• Job Title
• Organisation
• Email address
• Telephone Number		Legitimate interest.
To determine your interest in our products and services. • First name
• Last Name
• Job Title
• Company Name
• Email address
• Telephone Number
• Your engagement with our website, content, products and services		Legitimate interest

Special Categories of Personal Data

We do not knowingly or intentionally collect special categories of personal data from individuals and we request that you please do not submit special categories of personal data to us.

How we share your data

We share your data in the manner and for the purposes described below:

  • with third parties who help manage our business and deliver services. These third parties have agreed to confidentiality restrictions and use any personal information we share with them or which they collect on our behalf solely for the purpose of providing the contracted service to us. These include: IT service providers, accountants, sub-consultants
  • with our regulators, to comply with all applicable laws, regulations and rules, and requests of law enforcement, regulatory and other governmental agencies;
  • if, in the future, we sell or transfer some or all of our business or assets to a third party, we may disclose information to a potential or actual third party purchaser of our business or assets.

Explaining more about direct marketing and profiling

How we use personal information to keep you up to date with our products and services

We may use personal information to let you know about COH Surveyors products and services that we believe will be of interest to you. We may contact you by email, post, or telephone or through other communication channels that we think you may find helpful. In all cases, we will respect your preferences for how you would like us to manage marketing activity with you.

How you can manage your marketing preferences

To protect privacy rights and to ensure you have control over how we manage marketing with you:

  • we will take steps to limit direct marketing to a reasonable and proportionate level and only send you communications which we believe may be of interest or relevance to you;

you can ask us to stop direct marketing at any time – you can ask us to stop sending email marketing, by following the ‘unsubscribe’ link you will find on all the email marketing messages we send you. Alternatively, you can contact us via patrick@cohsurveyors.co.uk. Please specify whether you would like us to stop all forms of marketing or just a particular type (e.g. email);

Data Storage

Data will be stored in our office which is secured and alarmed when unattended.

Our PC’s are password protected and each PC has its own unique password known only to the user and the office manager/managing director.

Our server is password protected and is backed up daily to a secure off-site data storage facility run by a competent third party provider.

Archived files are stored in electronic form in our offices and in hard copy form in a secure off-site facility run by a competent third party provider.

Any personal data we no longer require will be destroyed by means of shredder for which we employ a competent third party provider which provides confirmation of destruction.

Staff personal data is stored in locked cabinets/password protected PC’s and is only accessible by the Managing Director and Office Manager.

Data Retention

We retain your information for no longer than necessary for the purpose for which it was collected. In determining how long your information will be stored, we will consider:

  • the purpose(s) and use of your information both now and in the future;
  • what information we need to:
    • best provide you with products and services;
    • manage your relationship with us;
    • meet our statutory obligations;
    • meet RICS and Insurer’s requirements
    • develop our products and services; and
    • meet our clients’ and previous clients’ reasonable expectations.

Where we receive requests for information from law enforcement or regulators, we carefully validate these requests before any personal information are disclosed.

Data Subjects’ Rights within the EEA

In the EEA, data subjects have the following rights:

  • to request access to your information and information related to our use and processing of your information;
  • to request the correction of your information (we may seek to verify the accuracy of the personal information before rectifying it);
  • in certain situations to ask us to erase, block or restrict the personal information we hold about you, or object to particular ways in which we are using your personal information; and
  • in certain situations, you can also ask us to send the personal information you have given us to a third party.
  • to ask to obtain a copy of, or reference to, the safeguards under which your personal information is transferred outside of the EEA.
  • to withdraw your consent to our use of your information at any time where we rely on your consent to use or process that This will not affect the lawfulness of our processing of your data prior to your withdrawal;
  • to object to the processing of your information for certain purposes, namely:
    • in certain circumstances to us using or processing your information where we use or process it in order to carry out a task in the public interest or for our legitimate interests;
    • to object to us using or processing your information for direct marketing purposes. You may also exercise your right to object to us using or processing your information for direct marketing purposes by clicking the unsubscribe link contained at the bottom of any marketing email we send to you and updating your preferences, or as a subscriber by visiting the preference centre on our website and changing your preferences.

You can exercise your rights by writing to us at COH Surveyors Limited, 2B Chanctonfold, Horsham Road, Steyning BN44 3AA

You have a right to lodge a complaint with your local supervisory authority if you have concerns about how we are processing your personal information. We ask that you please attempt to resolve any issues with us first, although you have a right to contact your supervisory authority at any time.

Third Party Websites

Please be aware that COH Surveyors does not control and is not responsible for websites that are referred to or linked from its own websites and that use of your personal information on these websites is not subject to this Privacy Policy.

Persons 18 or under

We do not knowingly contact, collect or solicit information from persons under the age of 18.

If you believe that we have received information pertaining to or from persons under the age of 18 please contact us via www.cohsurveyors.co.uk. If we become aware that a person under the age of 18 has provided us with personal information, we will take steps to delete such information.

Definitions

Compliance with a legal obligation – processing is necessary to ensure we comply with our legal and regulatory obligations.

Consent – you have given specific consent to the processing of your personal data.

Data Controller – the entity that determines the purposes and means of processing personal data.

EEA – the European Economic Area which comprises countries that are members of the European Union and Norway, Iceland and Liechtenstein.

Identifiable natural person – a person who can be identified, directly or indirectly, in particular by reference to an identifier such as a name, an identification number, location data, an online identifier or to one or more factors specific to the physical, physiological, genetic, mental, economic, cultural or social identity of that natural person.

Legitimate Interests – processing is necessary for our or a third party’s legitimate interests in carrying on, managing and administering our respective businesses effectively and properly (except where our or the third party’s interests are overridden by your own interests, rights and freedoms).

Performance of a Contract – processing is necessary to carry out our contractual duties, exercise our contractual rights or otherwise perform our Contract with you, or to take steps at your request to enter a Contract.

Personal Data – any data relating to an identified or Identifiable Natural Person.

Processing – means any operation or set of operations which is performed on personal data or on sets of personal data, whether or not by automated means, such as collection, recording, organisation, structuring, storage, adaptation or alteration, retrieval, consultation, use, disclosure by transmission, dissemination or otherwise making available, alignment or combination, restriction, erasure or destruction.

Special categories of personal data – personal data revealing racial or ethnic origin, political opinions, religious or philosophical beliefs, trade-union membership, genetic or biometric data processed for the purpose of uniquely identifying a natural person.

Vital Interests – processing necessary protect an interest which is essential for the life of the data subject or that of another natural person.