Hay Associates Limited is committed to ensuring that your privacy is protected. Should we ask you to provide certain information by which you can be identified when using our services and website, then you can be assured that it will only be used in accordance with this privacy policy.

This privacy policy sets out how Hay Associates Limited uses and protects the information you may give us. The purpose of this policy is to comply with Data Protection Acts including the General Data Protection Regulation (GDPR) effective from 25 May 2018.

Hay Associates Limited may change this policy from time to time by updating it. You should regularly check this policy to ensure you are happy with any changes. The date at the foot of this policy will always indicate when it was last updated.

What information we collect?

We may collect the following information:

-Name and job title.

-Contact information including email address.

-Demographic information such as postcode, preferences and interests.

-Details of your property and land ownership.

-Any other information relevant to your project.

What we do with the information we gather?

-We require this information to understand your needs and provide you with a better service, and in particular for the following reasons:

-For internal record keeping.

-We may use the information to improve our products and services.

-To conduct our legitimate business interests with you.

-Necessary for the performance of a contract with you.

How long do we keep this information about you?

We will only keep your personal data for as long as necessary to fulfil the purposes we collected it for, including for the purposes of satisfying any legal, accounting, or regulatory requirements.

At the end of that retention period, your data will either be deleted or anonymised (so that it can no longer be associated with you) for research or statistical purposes. In all cases our need to use your personal data will be reassessed on a regular basis and information which is no longer required will be disposed of.

To determine the appropriate retention period for personal data, we consider the amount, nature, and sensitivity of the personal data, the potential risk of harm from unauthorised use or disclosure of your personal data, the purposes for which we process your personal data and whether we can achieve those purposes through other means, and the applicable legal requirements.

In some circumstances you may be entitled to ask us to delete your data: see ‘Your rights’ below for further information.

Security

We are committed to ensuring that your information is secure. In order to prevent unauthorised access or disclosure, we have put in place suitable physical, electronic and managerial procedures to safeguard and secure the information we collect online.

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.

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.

Links to other websites

Our website may contain links to other websites of interest. However, once you have used these links to leave our site, you should note that we do not have any control over that other website. Therefore, we cannot be responsible for the protection and privacy of any information which you provide whilst visiting such sites and such sites are not governed by this privacy statement. You should exercise caution and look at the privacy statement applicable to the website in question.

Controlling your personal information

We will keep the information about you confidential and we will only disclose your information with other third parties with your express consent with the exception of the following categories of third parties.

-  insurance companies, loss assessors, regulatory authorities and other fraud prevention agencies for the purposes of fraud prevention and to comply with any regulatory issues and disclosures;

- where we are under a duty to disclose or share your personal data in order to comply with any legal obligation (for example, if required to do so by a court order or for the purposes of prevention of fraud or other crime);

-  anyone to whom we may transfer our rights and duties under any agreement we have with you.

You may request details of personal information which we hold about you under the Data Protection Act 1998. If you would like a copy of the information held on you please write to us 1 The Holmes, Skipwith, North Yorkshire YO8 5SL.

Accuracy of Information

In order to provide the highest level of service possible, we need to keep accurate personal data about you. We take reasonable steps to ensure the accuracy of any personal or sensitive information we obtain. We ensure that the source of any personal data or sensitive information is clear and we carefully consider any challenges to the accuracy of the information. We also consider when it is necessary to update the information, such as name or address changes and you can help us by informing us of these changes when they occur.

If you believe that any information we are holding on you is incorrect or incomplete, please write to us at 1 The Holmes, Skipwith, North Yorkshire YO8 5SL or email us at info@thehayassociates.co.uk  We will promptly correct any information found to be incorrect.

Important information

Your rights:

The General Data Protection Regulation grants you the right to access particular personal data that we hold about you.

Right to access:

At any point you can contact us to request details concerning the information we hold about you, why we have that information, who has access to the information and where we got the information. In most cases you may be entitled to copies of the information we hold concerning you. Once we have received your request we will respond within one month from the point of receiving the request.

Right to rectification:

If the data we hold about you is out of date, incomplete or incorrect, you can inform us and we will ensure that it is updated.

Right to erasure:

If you feel that we should no longer be using your data or that we are illegally using your data, you can request that we erase the data we hold. When we receive your request, we will confirm whether the data has been deleted or tell you the reason why it cannot be deleted.

Right to restrict of processing:

Subject to exemptions, you have the right to obtain from us restriction of processing where one of the following applies:

a)      the accuracy of the personal data is contested by you and is restricted until the accuracy of the data has been verified;

b)      the processing is unlawful and you oppose the erasure of the personal data and instead request the restriction on its use;

c)      we no longer need the personal data for the purposes of processing, but it is required by us for the establishment, exercise or defence of legal claims;

d)      you have objected to processing of your personal data pending the verification of whether there are legitimate grounds for us to override these objections.

Right to data portability:

You have the right to receive your personal data, which you have provided to us, in a structured, commonly used and machine-readable format and have the right to transmit this data to another controller, without hindrance from us.

Right to object:

You have the right to object, on grounds relating to your particular situation, at any time to the processing of personal data concerning you, including any personal profiling; unless this relates to processing that is necessary for the performance of a task carried out in the public interest or an exercise of official authority vested in us. We shall no longer process the personal data unless we can demonstrate compelling legitimate grounds for the processing, which override the interests, rights and freedoms of you or for the establishment, exercise or defence of legal claims.

Right to not be subject to decisions based solely on automated processing:

We do not carry out any automated processing, which may lead to an automated decision based on your personal data.

If you have a complaint:

If you have a complaint regarding the use of your personal data or sensitive information then please contact us by writing to us at 1 The Holmes, Skipwith, North Yorkshire YO8 5SL or email us at info@thehayassociates.co.uk or to the data protection supervisory authority – in the UK, this is the Information Commissioner’s Office, at https://ico.org.uk/.

Questions and queries:

If you have any questions or queries which are not answered by this Privacy Policy, or have any potential concerns about how we may use the personal data we hold, please write to us at 1 The Holmes, Skipwith, North Yorkshire YO8 5SL or email us at info@thehayassociates.co.uk

Policy changes:

This Privacy Policy is regularly reviewed. This is to make sure that we continue to meet the highest standards and to protect your privacy. We reserve the right, at all times, to update, modify or amend this Policy. We suggest that you review this Privacy Policy from time to time to ensure you are aware of any changes we may have made, however, we will not significantly change how we use information you have already given to us without your prior agreement.

Any changes we may make to our privacy policy in the future will be posted on our Websites and, where appropriate, notified to you by e-mail.

Date issued: 24 May 2018.

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