As part of the work we are requested to do we may be provided with personal data, in which case Elizabeth Overton t/a Overton Inventory Specialists (OIS) will be a “data processor”. In respect of such data, OIS will comply with the data protection regulations under the General Data Protection Regulation and estate agents’ data protection policies (in so far as they are relevant) in respect of the processing of personal data. The personal data we may process will include names, contact details and the addresses of properties.
OIS will only undertake processing of personal data as is reasonably required to perform the work and only when it has a legal basis normally in the form of a works order or instructing email. OIS will not disclose personal data to any person or company other than to whom disclosure is necessary for the performance of the service assignment and only when it has a legal basis normally in the form of a works order or instructing email.
Any reports which may take the format of a check in report, check out report, visit report, schedule of dilapidation or inventory including the personal data will be stored securely by OIS.
The right to withdraw consent exists at any time. In addition to withdrawing consent there is also the right to get confirmation that the OIS holds personal data, access the data held, understand the purpose for why it is held, any disclosure of the data, storage time lines, the right to correct the data and where the data came from.
OIS receives personal data from landlords, tenants, estate agents, relocation companies, solicitors, surveyors, public organisations, private development companies or their representatives. OIS has in place appropriate technical and organisational measures against the accidental, unauthorised or unlawful processing, destruction, loss, damage or disclosure of personal data, and adequate security programmes and processes to ensure that unauthorised persons do not have access to it or to any equipment used to process it.
No client data is shared outside OIS and is stored on the OIS email systems. No data is stored or used for marketing purposes.
Our web site has an online booking form.
1. How we use your personal data
1.1 We may process your information included in the online booking form you complete on our website ("profile data"). The profile data may include your name, address, telephone number, email address. The legal basis for this processing is that you will have provided your consent in order that we may fulfil the proper administration of our website and business.
1.2 We may process your personal data that is provided in the course of the use of our services ("service data"). The service data may include your name, address, contact number and email address. The service data may be processed for the purposes of providing our services, ensuring the security of services and communicating with you. The legal basis for this processing is that you will have provided your consent.
1.3 We may process information that you provide in order that we may perform our ("publication data"). The publication data may be processed for the purposes of administering our website and services. The legal basis for this processing is that you will have provided your consent.
1.4 We may process information contained in any enquiry you submit to us regarding our services ("enquiry data"). The enquiry data may be processed for the purposes of providing services to you. The legal basis for this processing is that you will have provided your consent.
1.5 We may process information that you provide to us for the purpose of subscribing to our newsletters] ("notification data"). The notification data may be processed for the purposes of sending you newsletters. The legal basis for this processing is that you will have provided your consent
1.6 We may process any of your personal data identified in this policy where necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure or arbitration proceedings or relating to proceedings governed by any of the tenant deposit schemes. The legal basis for this processing is our legitimate interests, namely the protection and assertion of our legal rights, your legal rights and the legal rights of others.
2. Providing your personal data to others
2.1 We may disclose your personal data where such disclosure is necessary for compliance with a legal obligation or within the provision of our services to which we are subject. We may also disclose your personal data where such disclosure is necessary for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative or out-of-court procedure or relating to proceedings governed by any of the tenant deposit schemes.
3. Retaining and deleting personal data
3.1 Personal data that we process for any purpose or purposes shall not be kept for longer than is necessary for that purpose or those purposes. In some cases it is not possible for us to specify in advance the periods for which your personal data will be retained. We may retain your personal data where such retention is necessary for compliance with a legal obligation to which we are subject.
4.1 We may update this policy from time to time by publishing a new version on via our website.
4.2 You should check this page occasionally to ensure you are happy with any changes to this policy.
5. Your rights
5.1 In this we have summarised the rights that you have under data protection law. Some of the rights are complex, and not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.
5.2 Your principal rights under data protection law are:
(a) the right to access;
(b) the right to rectification;
(c) the right to erasure;
(d) the right to restrict processing;
(e) the right to object to processing;
(f) the right to data portability;
(g) the right to complain to a supervisory authority; and
(h) the right to withdraw consent.
6. Our details
6.1 This website is hosted by JBS Print & Design (Surrey) Limited, whose registered office is Thorncroft Manor, Thorncroft Drive, Leatherhead, Surrey KT22 8JB.
6.2 You can contact us:
(a) By post, to 4a Grove Road, East Molesey, Surrey. KT89JS
(b) Using our website contact form available at www.overtoninventory.co.uk
(c) By telephone, on the contact number published on our website from time to time 0208 873 7719 or 07768 138213
(d) By email, using the email address published on our website from time to time email@example.com
(e) Our data protection officer contact details are firstname.lastname@example.org
Individuals have the right to lodge a complaint with a supervisory body regarding how their Personal Data is stored, used and processed.