Privacy Policy

ELGARS – PRIVACY NOTICE

GENERAL DATA PROTECTION REGULATION (GDPR)

At Elgars we are committed to protecting the personal information of our clients and customers and
to maintain the trust and confidence that we have built up with them over many years. This notice
explains how we collect and use personal information about you.
Who we are - Elgars are a firm of Chartered Surveyors regulated by the Royal
Institution of Chartered Surveyors (RICS). Our business includes
Professional Work, Land and Estate Agency, Letting and Estate
Management and also Accountancy.
Elgars is a data controller under Data Protection Legislation and all
contact details are shown at the end of this notice.

Information we gather - In the course of our day to day business we collect personal data in
the form of names, addresses and contact details which are stored
in digital and/or paper file format. This information is collected
from:-

i. postal correspondence with Elgars
ii. email and fax correspondence with Elgars
iii. contact via telephone
iv. in person contacts either at our office or
whilst out on site
v. information we receive from third parties including
Zoopla, OnTheMarket and PrimeLocation.

How we will use your
information - In the course of our day to day business we use your information to:
i. maintain relevant contact with clients and
customers
ii. provide information about properties for sale or to
let
iii. arrange viewings and meetings
iv. organise maintenance of properties
v. provide information to Regulatory Authorities
including local authorities and to utilities about
change of occupation of properties that we sell or
manage and any other party when sharing of
information is required by law.

What is the legal basis of
processing your data - The legal basis of processing your data is “contract” as defined by
article 6 with the General Data Protection Regulations where
processing is necessary for the performance of a contract to which
the data subject is a party.

Who will have access to
your information - Your information is accessed by Elgar’s employees on a needs only

basis.
We will not share your information with any other Data Processors
except those that we need to provide information to in the course
of our business, such as Regulatory Authorities, local authorities
utilities and any other party where sharing of information is
required by law.
We take reasonable organisational and technical measures to
protect your information against unauthorised access, modification
or misuse. We use services provided by reputable security
providers.

How long will we keep
your information - In the absence of any legal requirements your personal data will be
retained for as long as necessary for the purpose of the processing
listed above. This means your data will be deleted if you withdraw
consent to processing or the data is no longer required or is
inaccurate. If you cease to be a client or customer we will hold your
information for a period which is deemed reasonable.
At the present time we routinely destroy paper files following their
closure as follows:-

i. for sales and lettings – after 6 years
ii. for taxation and accounting – after 10 years
iii. for professional matters – after 15 years, but we
may retain these for longer if still instructed by the
client.

Any digital files are routinely deleted after 15 years unless we are
still instructed by the client.

How to keep us updated
with any changes to your
information - Please remember to contact us if you become aware that the
personal data we hold on you is inaccurate or incomplete as our
records can be updated. Such requests can be sent in writing to
Elgars.

Your Rights - You have the right to:-

i. keep us updated about personal data we hold
about you
ii. request a copy of the personal information we hold
about you. We will require you to prove your
identity with two pieces of approved identification.
Please submit your request in writing to the
contact details shown at the end of this notice. We
will respond within 1 month of your written
request and confirmed I.D. Please provide as much
information as possible about the nature of your
contact with us to help with locating your records.
This request is free of charge unless the request is
manifestly unfounded or excessive.
iii. have any inaccuracies in your data corrected. If
you would like to update the details we hold about
you please contact us using the details set out
below.
iv. request that we delete your personal data so it is
erased from our records
v. object to certain types of processing such as direct
marketing
vi. object to any automated processing, including
profiling

Enquiries and Complaints - Please contact us if you have any enquires arising from this privacy
notice. Where possible please raise all enquires in writing.
If you are unhappy with our work or something that we have done
or failed to do, please inform us in writing. We acknowledge all
complaints and will endeavour to investigate the complaint as soon
as reasonably practical.
All enquires and complaints should be made to:-
Martin Allen
Elgars
41 High Street
Wingham
Canterbury, Kent CT3 1AB
Telephone: 01227 720557
m.allen@elgars.uk.com

You may complain indirectly to the Information Commissioners
Office if you are concerned with how we are handling your personal
information. Their contact details are shown below.
Information Commissioners Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Telephone: 0303 123 1113
Website: www.ico.org.uk

Review of Elgars Privacy
Notice - This notice was last reviewed in September 2024 and will next be
reviewed in September 2025 unless circumstances dictate earlier
revision.