Privacy Policy

This privacy policy tells you what we do with your personal information and data collected via this website. The privacy policy covers:

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1. Contact details

2. What information we collect, use, and why

3. Lawful bases and data protection rights

4. Where we get personal information from

5. How long we keep information

6. Who we share information with

7. How to complain

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1. Contact details

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Goodby Martyn Ltd, Millfield Lane, Nether Poppleton, York, YO26 6PH

Telephone: 01904 236 844

Email: surveyors@goodbymartyn.co.uk

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2. What information we collect, use, and why

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We collect or use the following information to provide and improve our products and services for clients:

·   Names and contact details

·   Addresses

·   Third party information (such as family members or other relevant parties)

·   Payment details (including card or bank information for transfers and direct debits)

·   Transaction data (including details about payments to and from you and details of products and services you have purchased)

·   Usage data (including information about how you interact with and use our website, products and services)

·   Information relating to compliments or complaints

·   Audio recordings (eg calls)

·   Records of meetings and decisions

·   Website user information

 

We collect or use the following personal information for the operation of client or customer accounts:

·   Names and contact details

·   Addresses

·   Purchase or service history

·   Account information, including registration details

·   Information used for security purposes

·   Marketing preferences

 

We collect or use the following personal information for information updates or marketing purposes:

·   Names and contact details

·   Marketing preferences

·   Purchase or account history

 

We collect or use the following personal information for research or archiving purposes:

·   Names and contact details

·   Addresses

·   Purchase or client account history

 

We collect or use the following personal information to comply with legal requirements:

·   Name

·   Contact information

·   Any other personal information required to comply with legal obligations

 

We collect or use the following personal information to protect client welfare:

·   Names and contact information

·   Client account information

 

We collect or use the following personal information for recruitment purposes:

·   Contact details (eg name, address, telephone number or personal email address)

·   National Insurance number

·   Copies of passports or other photo ID

·   Employment history (eg job application, employment references or secondary employment)

·   Education history (eg qualifications)

·   Right to work information

·   Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )

·   Security clearance details (eg basic checks and higher security clearance)

 

We collect or use the following personal information for dealing with queries, complaints or claims:

·   Names and contact details

·   Address

·   Purchase or service history

·   Call recordings

·   Photographs

·   Relevant information from previous investigations

·   Customer or client accounts and records

·   Information relating to health and safety (including incident investigation details, reports and accident book records)

·   Correspondence

·   Location data

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3. Lawful bases and data protection rights

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Under UK data protection law, we must have a “lawful basis” for collecting and using your personal information. There is a list of possible lawful bases in the UK GDPR. You can find out more about lawful bases on the ICO’s website.

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Which lawful basis we rely on may affect your data protection rights which are in brief set out below. You can find out more about your data protection rights and the exemptions which may apply on the ICO’s website:

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·   Your right of access - You have the right to ask us for copies of your personal information. You can request other information such as details about where we get personal information from and who we share personal information with. There are some exemptions which means you may not receive all the information you ask for.

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·   Your right to rectification - You have the right to ask us to correct or delete personal information you think is inaccurate or incomplete.

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·   Your right to erasure - You have the right to ask us to delete your personal information.

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·   Your right to restriction of processing - You have the right to ask us to limit how we can use your personal information.

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·   Your right to object to processing - You have the right to object to the processing of your personal data. 

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·   Your right to data portability - You have the right to ask that we transfer the personal information you gave us to another organisation, or to you.

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·   Your right to withdraw consent – When we use consent as our lawful basis you have the right to withdraw your consent at any time.

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If you make a request, we must respond to you without undue delay and in any event within one month.

To make a data protection rights request, please contact us using the contact details at the top of this privacy notice.

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Our lawful bases for the collection and use of your data

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Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:

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·   Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

 

·   Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

 

·   Legal or professional body obligation – we have to collect or use your information so we can comply with our obligations to the RICS rules, standards and regulations. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

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·   Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

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Our lawful bases for collecting or using personal information for the operation of client or customer accounts are:

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·   Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

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·   Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

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·   Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

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Our lawful bases for collecting or using personal information for information updates or marketing purposes are:

 

·   Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

 

·   Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

 

Our lawful bases for collecting or using personal information for research or archiving purposes:

 

·   Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

 

·   Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

 

·   Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

 

Our lawful bases for collecting or using personal information to comply with legal requirements:

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·   Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

 

·   Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

 

·   Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

 

·   Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

 

Our lawful bases for collecting or using personal information to protect client welfare are:

 

·   Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

 

·   Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

 

·   Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

 

Our lawful bases for collecting or using personal information for recruitment purposes are:

 

·   Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

 

·   Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

 

·   Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

 

·   Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

 

·   Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

 

Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:

 

·   Consent - we have permission from you after we gave you all the relevant information. All of your data protection rights may apply, except the right to object. To be clear, you do have the right to withdraw your consent at any time.

 

·   Contract – we have to collect or use the information so we can enter into or carry out a contract with you. All of your data protection rights may apply except the right to object.

 

·   Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.

 

·   Vital interests – collecting or using the information is needed when someone’s physical or mental health or wellbeing is at urgent or serious risk. This includes an urgent need for life sustaining food, water, clothing or shelter. All of your data protection rights may apply, except the right to object and the right to portability.

 

·   Public task – we have to collect or use your information to carry out a task laid down in law, which the law intends to be performed by an organisation such as ours. All of your data protection rights may apply, except the right to erasure and the right to portability.

 

 

4. Where we get personal information from

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·   Directly from you

·   Publicly available sources

·   Suppliers, service providers and third parties

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5. How long we keep information

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When you are our client, we will retain all case files and documents for a reasonable period, which will not be less than 6 years after completion or termination of the service(s). These will be secured, stored and available for future inspection, if required, for up to a maximum of 15 years. This is comply with our regulatory, statutory and RICS obligations to ensure we are able to assist you should you have any queries, concerns, feedback or issues in connection with the services we have provided.   

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6. Who we share information with

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Data processors:

We hold contact information on our telephone system from a third party supplier provider. We hold contact information on our third party supplier provider invoice and banking reconciliation software. We hold contact information and survey specific information on our survey capture and reporting software third party supplier provider. We use office technology, data processing and hold files via secure technology systems.  

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Others we share personal information with:

We do not share your personal information other than specific purposes to process the service you require from us. Our accountant also has access to invoice payment reconciliation software which raises invoices and quotes to clients.

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7. How to complain

 

If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.

 

If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO:

          

Information Commissioner’s Office (ICO)
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF

 

Helpline number: 0303 123 1113

Website: https://www.ico.org.uk/make-a-complaint

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Last Updated and Reviewed:

7th January 2025

This Privacy Policy will be changed, reviewed and updated accordingly every 6 to 12 months. We reserve the right to change, review and update this privacy policy as and when required without prior formal notice to you. The date of the latest update and review of the Privacy Policy will be stated above.  ​​