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Privacy Policy

myleasehold Chartered Valuation Surveyors

myleasehold|Privacy Policy

This Privacy Policy explains when and why we collect personal information about individuals who visit our website or communicate with us via phone, email, or other online services, how we use that information, the conditions under which we may disclose it to others, and how we keep it secure.

VERSION 3 – DECEMBER 2024

At myLeasehold ltd, we are committed to protecting and respecting your privacy.

Why do we have this Privacy Policy?

Since May 25, 2018, the General Data Protection Regulation (GDPR) has been in force across Europe. This policy outlines how and why we collect personal data, how we use it, under what circumstances we may share it with others, and how we keep it secure.

We may update this policy from time to time, so please review it periodically to ensure that you are satisfied with any changes. Significant changes will be communicated via email or notifications on our website.

Who Are We?

We are myLeasehold ltd, a firm of Chartered Valuation Surveyors, regulated by the Royal Institute of Chartered Surveyors (RICS).

Company registration number: 5038582.

Registered address: 14 David Mews, London, W1U 6EQ, England and Wales.

Data Controller: Mark Wilson (mark@myleasehold.co.uk, 020 7034 3435).

Why don’t we have a Data Protection Officer (DPO)?

Under GDPR, appointing a DPO is mandatory if:

  • You are a public authority (except courts acting in their judicial capacity).
  • Your core activities require large-scale, regular, and systematic monitoring of individuals (e.g., online behavior tracking).
  • You process large volumes of special categories of data or data related to criminal convictions and offenses.

Since myLeasehold’s activities do not involve large-scale data processing, we have opted not to appoint a dedicated DPO. However, our Data Controller is available for any privacy-related queries.

How Do We Collect Information?

We collect personal information through the following methods:

  • When you visit our website.
  • When you contact us via email, phone, or other communication channels.
  • When you subscribe to our newsletters or other communications.
  • Through cookies and similar technologies when you browse our website (see Cookies and Tracking Technologies below).
  • What is the Lawful Basis for Processing Your Data?

Under GDPR, there are six lawful bases for processing personal data. At MyLeasehold, we rely on Article 6(1)(b) of GDPR, which allows data processing necessary for the performance of a contract, or to take steps at the request of the individual prior to entering into a contract. This includes providing information on our services, estimates, and quotes.

What Information Do We Collect?

The personal data we collect may include:

Name, address, email address, and phone number.

Property-related information (e.g., price paid, lease term), which we may obtain from public sources such as the Land Registry.

Payment information, processed securely by third-party processors, not stored by us.

Technical information, including IP address, browser type, and browsing behavior, collected via cookies (see Cookies and Tracking Technologies below).

How Is Your Information Used?

We may use your information to:

  • Process orders and provide services.
  • Fulfill our contractual obligations to you (e.g., keeping you informed about a valuation or negotiation).
  • Seek your feedback on the services provided.
  • Notify you of service changes or updates.
  • Send marketing communications, with your prior consent.
  • Manage job applications or recruitment processes.
  • Cookies and Tracking Technologies

Our website uses cookies to collect information about visitor behavior and preferences. Cookies are small text files that are placed on your device. We use:

  • Essential Cookies: Necessary for the operation of the website.
  • Analytics Cookies: Used to track and analyze user activity, helping us improve the website’s functionality (e.g., Google Analytics and Clicky).

You can control your cookie preferences through your browser settings or by using the cookie consent banner on our website.

For more details, refer to the privacy policies of:

Google Analytics

How Long Do We Keep Your Information?

Enquiries: Stored for 12 months to locate previous correspondence. After this period, it will be removed.

Customers: Retained for a minimum of 6 years, as advised by RICS, and potentially up to 15 years in line with the Limitation Act 1980 for professional negligence claims.

Legal Requirements: Certain information must be retained to comply with statutory obligations (e.g., anti-money laundering regulations).

We review our retention practices periodically to ensure data is only kept as long as necessary.

Who Has Access to Your Information?

We do not sell or rent your information to third parties.

We do not share your information for marketing purposes without your explicit consent.

We may, however, pass your information to third-party service providers (e.g., digital signature platforms, mailing services) as necessary to fulfill our contractual obligations. These third parties are required to protect your data under strict confidentiality agreements.

Data Breach Notification

In the event of a data breach that poses a high risk to your rights and freedoms, we will:

  • Notify the relevant supervisory authority (e.g., the ICO) within 72 hours.
  • Inform affected individuals promptly if there is a risk to their privacy.

International Data Transfers

In certain circumstances, personal data may be transferred outside the EU or UK. We ensure such transfers are made with adequate security measures in place to protect your rights under data protection laws.

Your Rights & Choices

You have the right to:

  • Access: Request a copy of the personal data we hold.
  • Correction: Ask us to correct any inaccurate or outdated data.
  • Deletion: Request erasure of your data (subject to legal and contractual obligations).
  • Objection: Object to or restrict the processing of your data.
  • Data Portability: Request a copy of your data in a structured, commonly used, and machine-readable format.
  • Withdrawal of Consent: Withdraw consent for marketing communications.

Requests for data access or corrections will be fulfilled within one month. No fees will be charged.

Children’s Privacy

We do not knowingly collect data from individuals under the age of 18. If you believe we have inadvertently collected such data, please contact us to ensure its deletion.

Complaints

If you wish to file a complaint, you may contact:

Our Data Controller: mark@myleasehold.co.uk.

Supervisory Authority: The Information Commissioner’s Office (ICO) via this link.

Disclaimer

This Privacy Policy is provided for information purposes and does not constitute a legally binding contract. By using our services, you agree to the collection and use of information as outlined in this policy.