FGP Limited is a Limited company of Chartered Surveyors, rural property consultants and land agents.
FGP is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified, then you can be assured that it will only be used in accordance with this privacy statement.
For the purpose of data protection legislation, the data controller is FGP Limited, 4-5 Royal Court, Tatton Street, Knutsford, Cheshire WA16 6EN.
This policy is effective from 25th May 2018.
How your personal data is collected
FGP only collect and retain information specifically provided by you or through publicly available sources of information, eg. Land Registry or telephone directories. FGP only collect and retain information where we are required to process the information to meet our client contract requirements, or where you have provided it to us to benefit from publications and services produced by FGP or for more information about our services.
The information you provide to FGP may include your name, job title, address, email address, telephone numbers, land ownership and tenancy information or financial and bank account information and other information which may be relevant to specific client projects.
Certain information and services provided on our website require you to register to obtain access and by registering to use the service you consent to the use of your personal information in relation to that specific service only.
Information which you post or disclose on FGP’s social media or any community forums (for example, Twitter, Facebook, You Tube, or any social media applications or websites) is public information. FGP cannot control the use of this information and FGP advise the exercise of caution when disclosing any information in public areas.
How and why we use your personal data
FGP use personal information to fulfil client contracts and to understand your needs and provide you with a better service, and in particular for the following reasons:
To provide professional consultancy services to clients and conduct everyday business activities
Where we are processing information in relation to client contracts, we are doing so on behalf of our clients and for that specific contract
Internal record keeping
Where relevant, we may use the information to improve our services
Where you have requested it, we may periodically send emails about our services or other information which FGP think you might find interesting using email or postal addresses provided
What is the legal basis of processing your data?
The legal basis for FGP to process your personal data is dependent on the purpose that information has been gathered. Where information has been gathered to meet the requirements of client contracts the information is gathered and processed under ‘Legitimate interest’ as defined by Article 6 of the General Data Protection Regulations.
Where information has been provided by you it has been done under the ‘consent’ basis for lawful processing.
How long will your personal data be kept
We will keep your information for as long as is necessary and only for the purpose it was collected. We will usually keep information about you for a maximum of 15 years after the end of our relationship with you unless:
obligations to our regulators require otherwise
we require the data in relation to a claim
for legal reasons
we are required to remove such data from our records prior to this period
This period has been selected as it is in line with the Royal Institution of Chartered Surveyors (RICS) suggested retention period.
Who we share your personal data with
FGP do not provide information to any third party other than to meet client contracts for which that information was obtained and processed or to meet statutory and legal requirements. It may be necessary to share information with FGP approved sub-contractors where they are undertaking work for FGP to fulfil our client contract requirements.
Where we are processing information in relation to client contracts, we are gathering and processing the data on behalf of our clients. Information which is held may be required to share or pass the information on to the client, or their approved contractors and this will only occur in relation to the specific purpose the information was collected for.
Transfer of data outside of European Economic Area
FGP may be required to transfer data outside of the European Economic Area (EEA). FGP will only do so if adequate protection measures are in place in compliance with data protection legislation. We use the following protection measures:
transferring to Commission-approved countries
using Commission-approved model contractual clauses
requiring companies that we transfer data to in the USA to be signed up to certification eg Privacy Shield
Where is your personal data held?
FGP takes the security and privacy of its customers' personal information extremely seriously. We have strict internal procedures which cover the storage, access and disclosure of your information.
FGP utilise secure cloud storage systems to store your digital personal data. This means that your information may be processed on behalf of FGP by a cloud provider and could be stored in different locations around the UK. FGP uses internal organisational procedures and contractual measures to protect your personal data and to impose appropriate security and data protections requirements on cloud service providers.
FGP use voice over IP (VOIP) technology when they communicate with you over the telephone. Your call will be relayed over the internet and FGP cannot control where your data is processed by service providers. FGP’s VOIP services are provided by a UK company Wavenet Limited.
FGP use sub-contracted service provider to securely store hard copy information which may include personal data and this means that your data may be processed on behalf of FGP by the storage provider and could be stored in different locations around the UK.
Where the processing of your personal data is based on consent, you can withdraw that consent at any time.
You have the rights set out below. You can exercise these rights at any time by contacting the Data Protection Officer at FGP Limited, 4-5 Royal Court, Knutsford, Cheshire WA16 6EN or emailing us at firstname.lastname@example.org.
You have the right:
to ask us not to process your personal data for marketing purposes. We will inform you (before collecting your data) if we intend to use your data for such purposes or if we intend to disclose your information to any third party for such purposes;
To ask us not to process your personal data where it is processed on the basis of legitimate interests provided that there are no compelling reasons for that processing;
to request from us access to personal information held about you;
to ask for the information we hold about you to be rectified if it is inaccurate or incomplete;
to ask for data to be erased, provided that:
the personal data is no longer necessary for the purposes for which it was collected
you withdraw consent (if the legal basis for processing is consent)
you exercise your right to object, set out below, and there are no overriding legitimate grounds for processing
the data is unlawfully processed
the data needs to be erased to comply with a legal obligation
the data is children’s data and was collected in relation to an offer of information society services
to ask for the processing of that information to be restricted if:
the accuracy of that data is contested
the processing is unlawful
the personal data is no longer necessary for the purposes for which it was collected
you exercise your right to object (pending verification of whether there are legitimate grounds for processing);
to ask for data portability if the processing is carried out by automated means and the legal basis for processing is consent or contract.
Requesting and accessing what personal information FGP hold
You have the right to a copy of the information we hold about you. You may make an access request by writing to the Data Protection Officer, FGP Limited, 4-5 Royal Court, Tatton Street, Knutsford, Cheshire WA16 6EN or by sending an email to email@example.com.
Any access request will be processed as required by law and will be free of charge.
If you are dissatisfied with any service provided by FGP, you can make a complaint through our formal complaints procedure which complies with the regulations of The Royal Institution of Chartered Surveyors (RICS).
If you wish to view our complaints handling procedure or to make a complaint, please contact FGP at FGP Limited, 4-5 Royal Court, Tatton Street, Knutsford, Cheshire WA16 6EN or by sending an email to firstname.lastname@example.org.
Complaints to the Information Commissioner’s Office
If you are not satisfied with the processing of your data, you have the right to lodge a complaint with the (ICO), which is the supervisory authority for data protection in the UK. We request that you first bring any complaint to our attention before contacting the ICO so that we may take appropriate action to resolve the issue.
Updating your details
If any of the information that you have provided to us changes, for example if you change your email address, name or if you wish to cancel your registration, please let us know the correct details by sending an email to email@example.com or by writing to: FGP Limited, 4-5 Royal Court, Tatton Street, Knutsford WA16 6EN.