Privacy Policy | Simon Hollis Chartered Surveyors

Simon Hollis Limited – Privacy Policy

January 2025

Our Contact Details

Simon Hollis Chartered Surveyors

Simon Hollis Limited

156 Murray Road

Greystones

Sheffield

S11 7GH

Telephone: 07947 255 270

Email: surveying@simonhollis.com

Website: www.simonhollis.com

The Type of Personal Information We Collect

We currently collect and process the following information:

First and second name(s)
Address(s)
Telephone number(s)
Email address(s)

Any other information that clients may provide us with.

How We Get the Personal Information and Why We Have It

All of the personal information that we collect is provided to us directly by the client/prospective client for one of the following reasons:

Correspondence related to a Simon Hollis Limited instruction/prospective instruction for example a survey, consultation, project or property visit.

We also receive personal information indirectly from the following sources in the following scenarios:

Details provided by purchasers/prospective purchasers, estate agents, managing agents, letting agents, contractors, surveyors, solicitors and other professionals. These details are used for purposes relating to a Simon Hollis Limited instruction.

We use and share the information provided to us in order to:

Correspond with clients, property owners, tenants, estate agents, managing agents, contractors, surveyors, solicitors and other professionals about the instruction.
Discuss and share personal details with third parties for the purposes of debt collection.

Under the General Data Protection Regulation (GDPR), the lawful bases we rely on for processing this information are:

Your consent. You are able to remove your consent at any time. You can do this by contacting Simon Hollis Limited via email at surveying@simonhollis.com.
We have a contractual obligation.
We have a legitimate interest.

How We Store Your Personal Information

We keep your information securely stored in a password-protected computer which is also backed up on an external hard drive, NAS drive and cloud storage.

We keep information indefinitely to allow us to undertake conflict of interest checks that are required by the Royal Institution of Chartered Surveyors. If you would like us to delete your file, please contact us to discuss this so we can agree on what can and cannot be deleted for us to remain compliant with our professional body requirements – surveying@simonhollis.com.

Your Data Protection Rights

Under data protection law, you have rights including:

Your right of access - You have the right to ask us for copies of your personal information. This is information that can be used to identify you. Where other people's details are contained within this information, we will require their express permission to send copies of this correspondence to you.

Your right to rectification - You have the right to ask us to rectify personal information you think is inaccurate. You also have the right to ask us to complete information you think is incomplete.

Your right to erasure - You have the right to ask us to erase your personal information in certain circumstances. See comments above on data retention.

Your right to restriction of processing - You have the right to ask us to restrict the processing of your personal information in certain circumstances.

Your right to object to processing - You have the right to object to the processing of your personal information in certain circumstances.

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, in certain circumstances.

You are not required to pay any charge for exercising your rights. If you make a request, we have one month to respond to you.

All requests and any information required will only be dealt with electronically. Please contact us at surveying@simonhollis.com if you wish to make a request.

How to Complain

If you have any concerns about our use of your personal information, in the first instance, we would be grateful for the opportunity to deal with any issues that may have arisen on an informal basis. Please do contact us by email at surveying@simonhollis.com or by telephone on 07947 255 270.

If we are unable to resolve matters informally, clients have the ability to raise a complaint formally – this is a two-stage process.

Stage One allows Simon Hollis Limited to review and consider a complaint in full. Simon Hollis Limited will try to resolve the complaint to the complainant's satisfaction. If the complainant is not happy with the outcome, they will have the opportunity to take their complaint to Stage Two. Stage Two gives the client the opportunity to have their complaint reviewed and considered by an independent third party – The Information Commissioner’s Office.

Stage One

Once it has been established that Simon Hollis Limited cannot resolve the matter informally, we ask that the complaint be put in writing to us so that we have a full understanding of the matter. It would be helpful if the complaint detailed the complainants' understanding of what has gone wrong, a summary of any discussions that have taken place to date together with the outcome of these and the desired outcome of the complaint for the complainant. Please take this opportunity to advise us if there are any special requirements or needs that we need to consider when investigating or responding to the complaint.

Clients can raise their complaints via email to surveying@simonhollis.com or post to 156 Murray Road, Sheffield S11 7GH.

Your complaint will be acknowledged within 7 days and dealt with by the Director of Simon Hollis Limited – Simon Hollis. We aim to respond to formal complaints within 28 days; however, this may not be possible at all times. If we require any further information from you, we will request this via email.

Clients wishing to raise a complaint must act in a reasonable manner (determined at the sole discretion of Simon Hollis Limited), aggressive/unreasonable behaviour including threats and bad language will not be tolerated either verbally or in writing. Complaints that are considered to be trivial or malicious will not be responded to under this Formal Complaints Procedure.

Stage Two

If we are unable to agree on how to resolve your complaint, you have the opportunity to take your complaint to the Information Commissioner’s Office, their details are below:

The ICO’s address:

Information Commissioner’s Office

Wycliffe House

Water Lane

Wilmslow

Cheshire

SK9 5AF

Helpline number: 0303 123 1113

ICO website: https://www.ico.org.uk

ICO Registration: 00019245442

This Privacy Policy is copyright of Simon Hollis Limited and must not be copied under any circumstances.

Simon Hollis Limited’s contact information must not be scraped from this document to use for any other purpose other than to contact us about individual privacy-related matters.

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