General Data Protection Regulation Information V.3
As a client of Martin Surveying Associates we will ask you to provide your name, postal address, email address and telephone numbers.
If we visit your property, it is likely that photographs will be taken of the property or of the issue/area within the property that prompted our visit.
How we use this information
We only use your personal information as a client to provide the services you have requested from us. This information is collected so that we can communicate with you by letter, email or by telephone and to deal with any invoicing. Depending on the form of instruction sometimes your name and address will appear on documents produced and sent to third parties, for example in a letter we may say ‘… we write to you on behalf of our clients Mr & Mrs Your Name, owners of the property 62, your address, in connection with …’.
Your name and address may also appear in legal documents we are involved with, for example within a Notice served on your behalf under the provisions of the Party Wall etc. Act 1996, within a completed Party Wall Award, Access Agreement or similar document. Your name, address and email is also used and stored in our cloud-based accounting software. This information is used in the production of invoices, statements and reminders. Your information may also be stored in an on-site client database, this is used for ease of access to your information and instruction management, it is not used for marketing purposes.
Your telephone number will not be shared with third parties without your consent. Your email will generally not be shared with third parties except where you have asked to be copied into emails to third parties.
No information held is used for marketing.
How we store your information
The information we collect from you is stored in a paper file, our on-site client database and, when used in emails or correspondence or other documents, it will also be stored on our general computer system. Our computer system is secure and is only accessed by authorised personnel. Your basic address details and email will also be stored on a secure offsite cloud-based accounting system. Your information used within a letter, document or email is stored on our computer system, with paper copies often held within the paper file.
We are professionally obliged to keep our files for a period of 12 years but, in certain circumstances, this period will be longer.
Accessing your personal data
You have a right of access to the personal data held by us, under a subject access request.
If you would like a copy of the personal information held please email a request to firstname.lastname@example.org or write to:
Martin Surveying Associates,
Deletion of your information
You have the right to have your personal data deleted, subject to any requirement by us to retain it for legal and regulatory reasons. Should you wish for us to completely delete all information that we hold about you please notify us in writing using the contact details above.
If you have any queries relating to the information that is collected and stored about you, please do not hesitate in contacting Ian Martin our Data Controller on 020 8366 5000.
You can lodge a complaint with us directly by contacting us by email at email@example.com. You also have the right to lodge a complaint directly with the Information Commissioner’s Office (ICO). The ICO is the regulator who makes sure that we use your personal information in a lawful way. You can lodge a complaint with the ICO by following this link https://ico.org.uk/concerns/ or calling the ICO on
0303 123 1113.