Privacy Notice

Marr-Johnson & Stevens LLP values your privacy and cares about the way in which your personal data is treated. This policy describes what personal data we collect, how we obtain it, how we use it, on what basis, how long we keep it for, who we share it with, how we protect it, and your rights regarding its control and processing.

Marr-Johnson & Stevens LLP is regulated by the Royal Institution of Chartered Surveyors, and ‘personal data’ is defined as any information relating to an individual, whether it relates to their private, professional or public life. It can be anything from a name, a home address, photographs of their property, an email address, bank details or a computer’s IP address.

Personal data we collect about you: We may collect personal data from you in the course of our business, including through your use of our website, when you contact or request information from us, when you engage our services or as a result of your relationship with our staff.

The personal data that we process includes:

• Basic data, such as your name, the company you work for, your title or position and your relationship to a person;
• Contact data, such as your postal address, email address and phone number;
• Financial data, such as payment-related information;
• Identification and background data provided by you or collected as part of our business acceptance, employment or recruitment processes;
• Technical data, such as data from your visits to our website;
• Personal data provided to us by or on behalf of our clients or generated by us in the course of providing services to them and
• Any other data relating to you which you may provide to us or ask us to obtain on your behalf.

How we obtain your personal data: We collect data from you:

• As part of our business enquiry and acceptance processes and about you and others as necessary in the course of providing services;
• When you provide it to us, or interact with us directly, for instance engaging with our staff or contacting us via our website;
• When monitoring our technology tools and services, including our website and email communications sent to and from MJ&S ; and
• We may collect or receive data about you from other sources, such as keeping the contact details we already hold for you accurate and up to date using publicly available sources.

How we use your personal data: MJ&S collects and processes personal data about you in a number of ways, including through your use of our website and in the provision of services by us.  We use that data:

• To manage and administer our relationship with you and our clients;
• To provide and improve our services to you and to our clients, including handling the personal data of others on behalf of our clients;
• To provide data requested by you;
• To fulfil our legal, regulatory and risk management obligations, including establishing, exercising or defending legal claims; and to provide and improve our website, including auditing and monitoring its use;
• For the purposes of employment and recruitment.
• To check for a conflict of interest

Use of our website: Some facilities on our website invite you to provide us with personal data, such as the contact us facility.  The purpose of this is clear and we only use that data to respond to you. 

Marketing:We do not send marketing emails. 

Professional services: We collect, create, hold and use personal data in the course of and in connection with the services we provide to our clients.  We will also process personal data provided to us by or on behalf of our clients for the purposes of the work we do for them.  The data may be disclosed to third parties to the extent reasonably necessary in connection with that work, for example in relation to Tribunal work.

On what basis we use your personal data: We use your personal data on the following bases:

• To perform a contract, such as engaging with an individual to provide services;
• For legitimate business purposes. 
• To comply with legal and regulatory obligations;
• For the establishment, exercise or defence of legal claims or proceedings; and
• To check for a conflict of interest

How long we keep your personal data: The personal information you provide to us will be retained only for as long as necessary to fulfil the purposes for which the information was collected or as required by law.  We do not share personal information with third parties except as necessary to carry out our business or your request or as required by law or other legal processes, and we never sell your personal information.

Who we share your personal data with: We may share your personal data with certain trusted third parties in accordance with contractual arrangements in place with them, including:

·Our professional advisers and auditors;

·IT service providers;

• Third parties engaged in the course of the services we provide to clients and with their prior consent, such as barristers, architects, planners, building surveyors or other professionals

Where necessary, or for the reasons set out in this policy, personal data may also be shared with regulatory authorities, courts, tribunals, government agencies and law enforcement agencies.  While it is unlikely, we may be required to disclose your data to comply with legal or regulatory requirements. We will use reasonable endeavours to notify you before we do this, unless we are legally restricted from doing so.

We do not sell, rent or otherwise make personal data commercially available to any third party.

How we protect your personal data: We use appropriate security measures to prevent your personal data from being lost, used or accessed in an unauthorised way, altered or disclosed. We have procedures to deal with any suspected personal data breach and will notify you and any applicable regulator of a breach where we are legally required to do so.

How we use cookies: A cookie is a small file which asks permission to be placed on your computer's hard drive. Once you agree, the file is added and the cookie helps analyse web traffic or lets you know when you visit a particular site. Cookies allow web applications to respond to you as an individual. The web application can tailor its operations to your needs, likes and dislikes by gathering and remembering information about your preferences.

We use traffic log cookies to identify which pages are being used. This helps us analyse data about web page traffic and improve our website in order to tailor it to customer needs. We only use this information for statistical analysis purposes and then the data is removed from the system or stored securely.

Overall, cookies help us provide you with a better website, by enabling us to monitor which pages you find useful and which you do not. A cookie in no way gives us access to your computer or any information about you, other than the data you choose to share with us.

You can choose to accept or decline cookies. Most web browsers automatically accept cookies, but you can usually modify your browser setting to decline cookies if you prefer. This may prevent you from taking full advantage of the website.

Your rights regarding your personal data: The European Union’s General Data Protection Regulations and other applicable data protection laws provide certain rights for data subjects.

You are entitled to request details of the data we hold about you and how we process it.  You may also have a right in accordance with applicable data protection law to have it amended or deleted, to restrict our processing of that data, to stop unauthorised transfers of your personal data to a third party and, in some circumstances, to have personal data relating to you transferred to another organisation. You may also have the right to make a complaint in relation to our processing of your personal data with the Information Commissioner’s Office.

If you object to the processing of your personal data we will respect that choice in accordance with our legal obligations.

Your objection (or withdrawal of any previously given consent) could mean that we are unable to perform the actions necessary to achieve the purposes set out above (see ‘How we use your personal data’) or that you may not be able to make use of the services offered by us.  Please note that even after you have chosen to withdraw your consent we may be able to continue to process your personal data to the extent required or otherwise permitted by law, in particular in connection with exercising and defending our legal rights or meeting our legal and regulatory obligations.

We must ensure that your personal data is accurate and up to date. Therefore, please advise us of any changes to your data as soon as possible.

Enquiries, complaints & requests: MJ&S has a Data Protection Officer (‘DPO’). All enquiries, complaints and requests relating to personal data should be directed to the firm’s DPO by emailing info@m-js.co.uk. 

Data controller: The firm’s IT systems are located within the EEA and controlled by MJ&S. MJ&S is the data controller in relation to your personal data.

Policy updates: This policy was last updated on 24th May 2018. Any changes to this policy will be notified to you as promptly as possible in accordance with our legal obligations.