In order to operate efficiently, we must collect information about people with whom we work or contact for the day to day running of our business. This may include current and past clients, members of the public, current, past and prospective employees, funded bodies and suppliers. In addition, we may be required by law to collect and use information in order to comply with the requirements of government bodies.
From 25th May 2018 this personal information must be handled, processed and secured properly according to the General Data Protection Regulation 2018 (“GDPR”).
We consider that the correct treatment of personal data is integral to our successful operations and to maintaining trust of the persons we deal with. We fully appreciate the underlying principles of the Act and support and adhere to its provisions.
The Act uses the term ‘personal data’. For information held by Property Solutions, personal data essentially means any recorded information held by us and from which a living individual can be identified. It will include a variety of information including names, addresses, telephone numbers, email addresses and other personal details. It will include any expression of opinion about a living individual or any indication of our intentions about that individual.
We will comply with the eight enforceable data protection principles by making sure that personal data is:
We will ensure that at least one of the following conditions is met before we process any personal data:
Under the Act, one of a set of additional conditions must be met for ‘sensitive personal data’. This includes information about racial or ethnic origin, political opinions, religious and other beliefs, trade union membership, physical or mental health condition, sex life, criminal proceedings or convictions. We will ensure that one of the following additional conditions is met before we process any sensitive personal data:
We will ensure that individuals are given their rights under the Act including:
While it is unlikely, Property Solutions may be required to disclose your data by a court order or to comply with other legal requirements. We will use all reasonable endeavours to notify you before we do so, unless we are legally restricted from doing so.
Property Solutions shall not sell, rent, distribute or otherwise make data commercially available to any third party, except as described above or with your prior permission.
We will ensure that:
We have appointed a head of information compliance to lead on data protection for Property Solutions. This person is responsible for ensuring that the policy is effectively implemented.
If you receive any communication from City Cise that was not intended for you or if there is an error in our communication, please accept our apologies and email us back so that we can rectify the error.
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