This policy will help us address data protection in a consistent manner. The policy clearly sets out our organisation’s approach to data protection together with responsibilities for implementing the policy and monitoring compliance. The policy is approved by management and published and communicated to all staff. The policy will be reviewed yearly and updated when required to ensure it remains relevant.
Our paper files are dead filed upon completion of a transaction and are easily accessible up until destruction which is normally at 7 years depending on other associated regulations.
SUBJECT ACCESS REQUESTS
We will not charge a client for complying with a request.
We will respond within a month of a request unless they are manifestly unfounded or excessive.
If we refuse a request, we will tell the individual why and that they have the right to complain to the supervisory authority and to seek a judicial remedy.
We will write to the client to acknowledge receipt of their request and confirm that we will respond within 30 days.
If there is a delay in dealing with the request for any reason, the organisation contacts the requester to explain the reason and the expected date for the response.
WHY WE NEED YOUR DETAILS:
Mills Knight Limited collect and use your personal details, which can include telephone numbers, address, and email, so that we can process one of the following:
- Reply to any requests for information that you ask us for
- Clarify any query
- Resolve any problems with services that we may supply to you
- Supply details of any product or service Mills Knight Limited only that we believe may meet your needs
- Cross check any information that we receive with that held on our database
HOW WE RECEIVE THE INFORMATION
The information that we hold may be supplied by you directly to us by telephone, office visit, email or through a third party such as a property portal.
WHO HAS ACCESS TO THIS INFORMATION
Your details will be kept within Mills Knight organisation until such time as you ask for them to be removed.
Your details will not be sold or otherwise disposed of to any third party except when we are legally obliged to do so or where we believe that such action will protect the interest of Mills Knight and/or the security of its staff.
HOW SECURE ARE YOUR DETAILS?
When you register your details, we will take all reasonable steps to keep these details secure and free from unauthorised access by use of technology and internal systems which will be updated as new technology becomes available and is appropriate to our systems.
THIRD PARTY SITES
We would like to send you information about products and services of ours and other companies which may be of interest to you. If you have consented to receive marketing, you may opt out at any time. You have a right to stop us from contacting you and if you wish to remove yourself from all marketing communications, please email firstname.lastname@example.org
Under the UK General Data Protection Regulation (UK GDPR), the lawful bases we rely on for processing this information are:
- Your consent. You are able to remove your consent at any time. You can do this by contacting us at Mills Knight Limited, 9 Bank Plain, Norwich, NR2 4SF, telephone 01603 626281, email email@example.com
- We have a contractual obligation.
- We have a legal obligation.
- We have a vital interest.
- We need it to perform a public task.
- We have a legitimate interest.
YOUR DATA PROTECTION RIGHTS
Under data protection law, you have rights including:
Your right of access – you have the right to ask us for copies of your personal information.
Your right to rectification – you have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information in certain circumstances.
Your right to erasure – you have the right to ask us to restrict the processing of your personal information in certain circumstances.
Your right to restriction of processing – you have the right to ask us to restrict the processing of your personal information in certain circumstances.
You right to data portability – you have the right to ask that we transfer personal information you gave us to another organisation, or to you, in certain circumstances.
You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.
Please contact us at firstname.lastname@example.org, 01603 626281, 9 Bank Plain, Norwich, NR2 4SF if you wish to make a request.
HOW TO COMPLAIN
If you have any concerns about our use of your personal information, you can make a complaint to Neil Engall:email@example.com or write to us at Mills Knight Limited, 9 Bank Plain, Norwich, NR2 4SF.
You can also complain to the ICO if you are unhappy with how we have used your data.
The ICO’s address:
Information Commissioner’s Office
Helpline number: 0303 123 1113
ICO website: https://www.ico.org.uk