Introduction

This is the privacy policy of Wootten Dean Chartered Surveyors. Terms such as “we” and “ours” consistently refer to Wootten Dean throughout this document.

We fully respect your privacy and are committed to protecting your personal data. This document will inform you how we look after your personal data and tell you about your privacy rights and how the law protects you.

Wootten Dean is a property consultancy led by Bryan Wootten. Any enquiries about this policy should be directed to Bryan personally at:

Address: 2 Sadberge Ct York YO10 3DB, UK

Tel: 01904 410810

Email: bryan@woottendean.co.uk

Your personal data and how we process it

Personal data relates to a living individual who can be identified from that data.  Identification can be by the information alone or in conjunction with any other information in the data controller’s possession or likely to come into such possession. The processing of personal data is governed bythe General Data Protection Regulation (the “GDPR”).

Personal data falls into different categories as follows:

• Identity Data includes first name, maiden name, last name, username or similar identifier, marital status, title, date of birth and gender.
• Contact Data includes billing address, delivery address, email address and telephone numbers.
• Transaction Data includes details about payments to and from you and other details of events, products or services you have purchased from us or gifts you have donated to us.
• Technical Data includes internet protocol (IP) address, your login data, browser type and version, time zone setting and location, browser plug-in types and versions, operating system and platform and other technology on the devices you use to access this website.
• Profile Data includes your username and password, purchases or orders made by you, your interests, preferences, feedback and survey responses. 
• Usage Data includes information about how you use our website, events, products and services.
• Marketing and Communications Data includes your preferences in receiving marketing from us and our third parties and your communication preferences.

We aim to collect and retain only the minimum amount of data about you and we undertake this on three bases: Contract, Legal Obligation and Consent.

If you are a client of ours we will collect data about you so we can carry out our contractual obligations. This includes identity data (name only), contact data and transaction data. We will thence retain this data to fulfil our legal obligation to support a future claim or dispute arising over the work.

If you visit our Website (woottendean.co.uk) and you accept the terms of the cookie policy prompted on the site, we therefore have consent to collect technical and usage data from you whilst browsing the site by storing a small data package on your device (a “cookie”). You may delete these at any time.

If you have opted-in via our Website or email to receive marketing communications from us, we will retain your name and email address on a consent basis whilst you give us permission to do so. Your permission may be withdrawn at any time.

How long we keep your data

Personal data we have kept as part of a completed piece of work, we will normally retain for a minimum of 10 years, leaving a safe margin against any legal requirement to supply the data.

Personal data for marketing communications we will retain for a maximum of 5 years before asking for consent again. This is longer than might be expected for an ongoing consent process and reflects the infrequent nature of the typical works we would undertake together.

Technical and usage data is automatically deleted after a maximum of 12 months.

Your rights and your personal data 

Unless subject to an exemption under the GDPR, you have the following rights with respect to your personal data: -You have the right to:

Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.

Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.

Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.

Object to processing of your personal data if you feel it impacts on your fundamental rights and freedoms. You also have the right to object where we are processing your personal data for direct marketing purposes. In some cases, we may demonstrate that we have compelling legitimate grounds to process your information which override your rights and freedoms.

Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios: (a) if you want us to establish the data’s accuracy; (b) where our use of the data is unlawful but you do not want us to erase it; (c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims; or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.

Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.

Withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.

We may need to request specific information from you to help us confirm your identity and ensure your right to access your personal data (or to exercise any of your other rights). This is a security measure to ensure that personal data is not disclosed to any person who has no right to receive it. We may also contact you to ask you for further information in relation to your request to speed up our response.We to respond to all legitimate requests within one month.

Further processing

If we wish to use your personal data for a new purpose, not covered by this Policy, then we will provide you with a new notice explaining this new use prior to commencing the processing and setting out the relevant purposes and processing conditions. Where and whenever necessary, we will seek your prior consent to the new processing.

Third parties

We use third parties to process data on our behalf: These include Microsoft for documents and Just Host Me for email communications. We have selected these for their high standards of data management and to enable us to avoid keeping personal data on office equipment or network storage.

• Microsoft’s Privacy Policy
• Just Host Me’s Privacy Policy

We also use Google Analytics to analyse the use of ourWebsite. Google Analytics generates statistical and other information about website use by means of cookies, which are stored on users’ computers. The information generated relating to our website is used to create reports about the use of the website. Google will store and use this information. Google’s privacy policy is available here. If you would like to opt out of being tracked by Google Analytics across all websites please click here.

OurWebsite may include links to third-party websites, plug-ins and applications. Clicking on those links or enabling those connections may allow third parties to collect or share data about you. We do not control these third-party websites and are not responsible for their privacy statements. When you leave our website, we encourage you to read the privacy notice of every website you visit.