GDPR & Data Protection Policy

1. Policy Statement

Kenny Relf Surveyors Ltd is committed to protecting the privacy and security of personal information. We process personal data fairly, lawfully and transparently in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and other applicable data protection legislation.

This policy sets out how personal data is collected, used, stored, shared and protected.

2. Scope

This policy applies to:

• Employees
• Directors
• Contractors and consultants
• Clients
• Prospective clients
• Suppliers
• Any third party processing personal data on behalf of the company

3. Data Protection Principles

The company will ensure that personal data is:

• Processed lawfully, fairly and transparently.
• Collected only for specified, explicit and legitimate purposes.
• Adequate, relevant and limited to what is necessary.
• Accurate and kept up to date.
• Retained only for as long as necessary.
• Protected against unauthorised access, loss, destruction or damage.
• Processed in a manner that demonstrates accountability.

4. Personal Data We Process

The company may process:

Client Information

• Names
• Postal addresses
• Email addresses
• Telephone numbers
• Property addresses
• Instructions and correspondence
• Payment information

Employee Information

• Contact details
• Employment records
• Payroll information
• Training records
• Pension information

Supplier Information

• Business contact details
• Payment details
• Contract information

5. Lawful Bases for Processing

The company processes personal data under one or more of the following lawful bases:

• Performance of a contract.
• Compliance with legal obligations.
• Legitimate business interests.
• Consent where required.
• Establishment, exercise or defence of legal claims.

6. Use of Personal Data

Personal data may be used to:

• Provide surveying and consultancy services.
• Prepare reports and professional advice.
• Manage client relationships.
• Arrange appointments and inspections.
• Process payments and invoices.
• Maintain business records.
• Comply with legal and regulatory obligations.
• Respond to complaints or claims.

7. Data Sharing

Personal data may be shared with:

• Professional indemnity insurers.
• Accountants and professional advisers.
• IT service providers.
• Software suppliers.
• Regulatory authorities where legally required.
• Contractors or specialists engaged in connection with property matters.

Any third party receiving personal data must maintain appropriate confidentiality and security arrangements. This aligns with provisions already referenced in your business documents.