Issue Date: May 2018
Michael Dyson Associates Ltd is fully committed to compliance with the requirements of the General Data Protection Regulations (GDPR). We have developed and will apply procedures that aim to ensure all clients, customers, contractors, agents, suppliers, consultants and any other professional associations who have access to any personal data held by or on our behalf are fully aware of and should abide by their obligations and responsibilities under the GDPR.
We have registered our use of personal data with the Information Commissioner and the register references which can be accessed and searched for on www.ico.gov.uk.
Data Controller: Michael Dyson Associates Ltd
Registration Ref: Z7594250
In order to operate efficiently we collect and use information about people with who we communicate. These may include members of the public, current, past and prospective employees, customers, contractors and suppliers. This personal information must be handled and dealt with properly, however it is collected, recorded and used. Personal information may be recorded on paper, electronically or other formats all of which must comply with the GDPR.
We regard lawful and correct treatment of personal information as vital to our successful operations and to maintaining confidence between us and all those we interact with. We will ensure that we treat personal information lawfully and correctly.
We will ensure the principles of the GDPR are achieved through a combination of processes, actions and procedures that are monitored for consistency and effectiveness.
Information we may collect from you
We may collect information to help address enquiries. The information we may collect and store is:- name, address, telephone number and email address, in some cases where you are an adjoining neighbour to a tenant, photographs of your property.
We collect and process information on behalf of our Client’s, in order to discharge our contracted obligations. The information we collect and store is: - name, address, telephone number, email address, sensitive information and internal/external photographs of your property.
We may need to share tenant’s personal information with third party contractors/freelancers: we will only share the information necessary for the contractor/freelancer to carry out their service to us.
We collect and process information from our suppliers/contractors to ensure their validity and competence to provide a service. The information we collect and store is:- name, address, telephone number, companies house registration, email address, bank details, insurance details, qualifications and convictions
We collect and process information from freelance workers to ensure that they are competent in providing their service and meeting their obligations to us. The information we collect is: - name, address, telephone number, email address, bank details, driving licence, NI number, passport number and if applicable companies house registration, vat certificate and criminal background
Sharing your data
Your personal data will not be sold or shared with any third parties unless for the purpose of our legitimate interests and to comply with applicable laws and regulations.
Basis for processing your personal data
Lawful processing is necessary for the performance of a contract with a data controller or processor or to take steps to enter into a contract
Processing is necessary for compliance with a legal obligation
Processing is necessary for the purpose of our legitimate interests of a data controller or third party, except where such interests are overridden by the interests or rights and freedoms on the data subject.
Protecting your personal data
We do all that we can to make sure we hold your personal data in a secure way, and only share personal data with those who have a right to see it. Examples of our security measures include:-
- Encryption, meaning that information is hidden so that it cannot be read without special knowledge (such as a password)
- Controlling access to systems and networks allows us to stop people who are not allowed to view your personal information from getting access to it
- Training our staff allows us to make them aware of how to handle information and when to report incidents if something goes wrong
- Regular testing of our technology and ways of working, including up to date on the latest security updates
Storage and Retention
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the personal information about you.
We will keep your personal data for no longer than reasonably necessary and we will only retain your data to comply with a legal obligation to retain financial and statutory records.
We will securely store all digital or hard copy data on our premises or at a secure third-party storage facility.
We dispose of your hard copy data using an accredited third party disposal.
You have rights regarding your personal information, including the right to access, correct, delete, restrict or object to the use of it. We would encourage you to inform us if the information we hold about you is no longer accurate. We may need some extra information from you to discuss or exercise these rights, please contact us at firstname.lastname@example.org
If you do not want us to process your data, then we may not be able to facilitate your interest in our business.
In the event that you have cause for complaint please contact us and we will follow up with you to resolve this, you also have the option to direct your complaint to the Information Commissioner’s Office (ICO).
Privacy and Cookies
What We Collect
We may collect the following information
- Name and job title
- Contact information including email address
- Demographic information such as postcode, preferences and interests
What we do with the information we gather
We require this information to understand your needs and provide you with a better service, and for the following reasons
- Internal record keeping
- To improve our products and services
- To customise the website according to your interests
We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.
Links to third party websites
Controlling your personal information
You may choose to restrict the collection or use of your personal information in the following ways
- Whenever you are asked to complete a form on the website, look for the box that you can click to indicate that you do not want the information to be used by anybody for direct marketing purposes
- If you have previously agreed to us using your personal information for marketing purposes, you may change your mind at any time by writing to us or emailing us at email@example.com
- We will not sell, distribute or lease your personal information to third parties unless we have your permission or are required by law to do so. You may request details of your personal information which we hold about you in writing or email DPO@mdyson.co.uk
- If you believe any information we are holding about you is incorrect or incomplete, please write or email us as soon as possible and we will promptly correct any information found to be incorrect.
A cookie is a small file of letters and numbers that we store on your browser or the hard drive of your computer if you agree. Cookies contain information that is transferred to your computer’s hard drive. The cookies we may use are
- Analytical/performance cookies (APc). These are cookies that allow us to recognise and count the number of visitors and to see how visitors move around our website when they are using it. This helps us to improve the way our website works, for example, by ensuring that users are finding what they are looking for easily.
- Functionality cookies (Fc). These are used to recognise you when you return to our website. This enables us to personalise our content for you and remember your preferences.
You can find more information about the individual cookies we use and the purposes for which we use them at the end this policy.
If any of the cookies above that are provided by third parties changes, we will use reasonable endeavours to amend this policy as soon as reasonably possible after we become aware of the change. You should check this policy on a regular basis.
You block cookies by activating the setting on your browser that allows you to refuse the setting of all or some of the cookies. However, if you use your browser settings to block all cookies (including essential cookies) you may not be able to access all or parts of our site.
How to contact us
Data Protection Officer
Michael Dyson Associates Ltd
Tel: 01484 666888
This policy is reviewed on an annual basis.
We anonymously measure your use of this website to improve your experience.
We anonymously measure your use of this website to improve your experience.
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Alistair M Dyson