What this Privacy Notice covers:
Swinhay Yarrow Limited trading as Swinhay Yarrow is committed to protecting your personal information. This Notice explains how we collect and use the personal information about you.
In this Notice, references to ‘we’, ‘us’ or ‘our’ mean Swinhay Yarrow.
Who we are:
Swinhay Yarrow is a firm of Chartered Surveyors & Land Agents offering consultancy advice, management services and support relating to rural assets including agricultural, residential and commercial property.
We are a private limited company registered in England and Wales with registered number 12868498 and whose registered office is at The Site, 24 Chosen View Road, Cheltenham, Gloucestershire, GL51 9LT and registered for VAT purposes with number 359777137.
Swinhay Yarrow is a data controller and is responsible for your personal data under data protection legislation (General Data Protection Regulations (GDPR) where processing is necessary for the performance of a contract to which the data subject is party. All contact details are shown at the end of this Notice.
How do we collect information from you?
We collect information from you in the following ways:
- through our website, including forms and cookies
- email, post, fax and mail correspondence with us
- contact via telephone
- our social media channels
- application and request forms
- in-person contacts
- information we gather via events
- information we receive from external third parties
- automatically
- through our work on behalf of clients
- publicly available sources
How you send information to us is your choice but please be aware that some methods are not secure. If you are unsure how you should send confidential data to us, please contact us and we may be able to help you.
What type of information do we collect from you?
We collect, use, store and transfer different kinds of personal data or personal information about an individual from which that person can be identified to include but not limited to:
|
Type |
Detail |
|
Identity Data |
including first name, maiden name, last name, marital status, title, date of birth and gender. |
|
Contact Data |
including address, delivery address, email address and telephone numbers. |
|
Transaction Data |
including details of payments to and from you and details of services. |
|
Financial Data |
including bank account and payment card details. |
|
Technical Data |
including 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. |
|
Usage Data |
including information about how you use our website and services. |
|
Marketing and Communications Data |
including your preferences in receiving marketing from us. |
How is your information used?
We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:
- Where we need to perform the contract we are about to enter into or entered into with you, such as, for example, implementing projects for you and/or carrying out support and maintenance services
- Where it is necessary for our legitimate interests (or those of a third party) and your interests and fundamental rights do not override those interests
- Where we need to comply with legal or regulatory obligations
Examples of how we will use your information are provided below:
- To provide information regarding the services we offer
- To contact you to introduce you to other professional advisers, relevant to your requirements
- To provide our clients with consultancy advice, management services and support including referring them to other specialist advisers
- To comply with our statutory and regulatory obligations
- To verify your identity for anti-money laundering regulation purposes
- To protect against or identify possible fraudulent transactions
- To enforce our Terms of Business and otherwise manage our business
- To deal with your feedback, query or complaint
- To register your application for recruitment
- To book you onto a course or event
- Marketing and event purposes, which we believe may be of interest to you or your business. If you have consented to receive marketing material, you may opt out at a later date and you have the rights at any time to stop us from contacting you for marketing purposes.
- To provide communications about us and other services we provide which may be of interest
Please note:
- We do not sell or share your personal information to marketers outside Swinhay Yarrow. We share your personal information within Swinhay Yarrow as described in this Notice.
- We will only process your personal information in pursuance of our legitimate interest if we receive any requests related to our services, a call back or specific marketing materials. We will use your personal information to fulfil your request. Where we need to manage your protection against or indemnify any possible fraudulent transactions, we will do so in accordance with our legal obligation placed on us under law.
- If we process any special categories of information such as that which reveals racial or ethnic origin, political opinions, religious or philosophical beliefs, health data etc, we must have further lawful basis for the processing. This may include where you have given your explicit consent to do so or where you have made the information public.
- Our services are not usually aimed at or intended for individuals of under 16 years of age. However, we may process children’s personal information such as names, ages and dates of birth when we provide specific services such as to manage tenancy agreements and children may occupy property with their parent(s) or legal guardian(s).
Third Party Providers
We engage third party service providers to perform a variety of business operations on our behalf. We may share your personal information with them but only the personal information they need in order to perform the services we request and we require they protect this information appropriately and not use it for any other purpose.
For example, we may rely on third party service providers to:
- Fulfil your service requests and answer your questions
- Host our IT platforms (including Cloud based platforms)
- Host our website and deliver our email or other communications
- Manage payments or take other actions on your behalf
- Provide your details on public domain sites eg Local Planning Authority websites
- If we receive your instruction to pass the sale or letting of your property to another agent
- When required by law and/or government authorities
- Protect, defend or exercise the rights and property of Swinhay Yarrow (including enforcing our Terms of Business)
We will take all reasonable steps necessary to ensure your data is treated securely and in accordance with this Privacy Notice.
How do we protect your information?
We have in place administrative and technical measures on our website designed to guard against and minimise the risk of loss, misuse or unauthorised processing or disclosure of the personal information that we hold.
Where we transfer information to third parties to enable them to process it on our behalf, we ensure that the providers meet or exceed the relevant legal or regulatory requirements for transferring data to them and keeping it secure.
We will also ensure that where information is transferred to a country or international organisation outside the UK, we will comply with the relevant legal rules governing such transfers.
In the absence of any legal requirements and file retention requirements of RICS and/or our insurers, your personal information will be retained for as long as necessary for the purpose of processing listed above. This means your data will be deleted if you withdraw consent to processing or the data is no longer required or inaccurate.
Your choices and rights
You have certain rights in relation to your personal information, although those rights will not apply in all cases or to all information that we hold about you. For example, we may need to continue to hold and process information to establish, exercise or defend our legal rights.
You have the right to request that we:
- Provide you with a copy of the personal information we hold about you.
- Update your personal information
- Delete personal information we hold
- Restrict the way in which we process your information
- Consider any valid objections to our processing of your personal information
- Provide information you have given us to a third party provider of services
We will respond to your request (including providing information on whether the rights apply in particular circumstances) within the applicable statutory time period. If we are not sure of your identity, we may require you to provide further information in order for us to confirm who you are.
How you can access and update your information
If you would like to get in touch to discuss this Notice, the scope of this Notice, how we process your personal information, to exercise your rights or to provide feedback or make a complain about the use of your information, please contact us as follows:
Fiona Yarrow
Data Protection Officer
fiona@swinhayyarrow.co.uk
07966 503514
Swinhay Yarrow, Katharine’s Cottage, Swinhay, Wotton under Edge, Gloucestershire, GL12 7PH.
For further information, advice or to make a complaint, you can visit the Information Commissioner’s Office. Their contact details are shown below:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Tel: 0303 123 1113 or 01625 545745
Website: www.ico.gov.uk
Security precautions
Phishing
Phishing’ is an email fraud practice intended to gather personal information by deception. Fraudsters pose as a trusted source (like your bank) and try to get you to divulge your personal details.
If you suspect that you have received a fraudulent email:
- Don’t click on any links or attachments
- Report a phishing email that appears to be from Swinhay Yarrow, by contacting us
Legitimate emails from Swinhay Yarrow will not have been sent from a web-based mail server such as Gmail, Hotmail, Yahoo, etc.
In addition, we will never request money payments through a third party or promise you any kind of cash prize.
Where is your personal data processed?
Swinhay Yarrow is registered and has its office in the UK and this is where most of your personal data is likely to be processed, in addition to the country you reside in.
Review of Notice
The content of the Notice may be reviewed and changed without prior notice. Please visit our website for any changes.
This Privacy Notice was last reviewed in May 2022.
