We will always seek to ensure any personal data we may hold about you is for legitimate business purposes, and that we are in compliance with the Data Protection Act 1998 (DPA), General Data Protection Regulations (GDPR), and Personal Electronic Communications Regulations (PECR).
The law requires that we take reasonable steps to ensure data is kept accurate and up to date. Personal data is stored by us as part of our requirement to undertake instructed property and energy assessments and related property services on behalf of its clients.
We will only obtain such personal data as is necessary for the above purpose and will remedy any inaccuracy without delay when it becomes known to us.
Personal data will be protected against unauthorised or unlawful processing and measures are taken to guard against accidental loss, destruction or damage. Appropriate technical and organisational security measures will be used to ensure the protection of personal data.
We may be provided with personal data by third parties in order to carry out the services as instructed by them. We will not provide or share your personal data with other third parties. Any information about third parties’ products or services provided to you by us would only take place in the event that you have indicated you are prepared to accept such information.
What information do we process?
From our website:
You may choose to provide personal information to us when you communicate with us via the website. You may be asked to provide certain information about yourself including your name, title, postal address, telephone number and/or email address.
We may collect information automatically about your usage of our websites using cookies and other technology. To that effect, we use your IP address (a series of numbers that identifies a computer on the internet) to collect, among other things, internet traffic data and data regarding your browser type and computer.
We use Google Analytics tools to understand how our visitors use the website and to collect standard internet log data and visitor behaviour patterns. Google allows us to understand things like the number of visitors we are getting and which parts of the site they are visiting. This analytical information is processed in a way that does not personally identify anyone.
For Property Services work:
If you seek an estimate of costs for property services work, are provided with initial advice, or become a customer, we will also need information to confirm your identity and about the services you require from us. We will also need contact information for you.
How Do We Use This Information?
We will use your information for the specific purpose(s) for which it has been provided to or collected by us which may include to provide information that you may request regarding the services that we offer e.g. to establish if we can assist you, to comply with statutory and regulatory obligations, to deal with your query or complaint and to contact you for your views on our services
We also use your information to administer, support, improve and develop our business generally and to enforce our legal rights.
Personal Data Use for Marketing Communications Purposes
We may use your personal data for appropriate, relevant and legitimate marketing communications purposes via email, telephone, SMS text and post.
Such marketing communications would relate to the same or similar products and services to which you or your appointed representative have previously instructed us to undertake for you; products previously purchased; products and services you have expressed an explicit interest in; relevant products and services that we feel you may be interested in; newsletters and promotional emails that you have expressly subscribed to or opted in to receiving.
You have the right to amend your communications preferences, unsubscribe and or opt out of receiving any marketing communications by email, text and or post at any time, whereby we will remove your personal data from the marketing communications database. You may re-subscribe and or opt back in at any time.
We will have a lawful basis for processing your information; this will vary on the circumstances of how and why we have your information but may include:
- the activities are within our legitimate interests as a business seeking to engage with and provide property services to clients and prospective clients
- we are carrying out necessary steps in relation to a contract to which you are party or prior to you entering into a contract
- you have given consent for us to process your information e.g. marketing activities
- the processing is necessary for compliance with a legal obligation to which we are subject
Protection of Your Information
We have in place administrative, technical and physical measures designed to guard against and minimise the risk of loss, misuse or unauthorised processing or disclosure of the personal information that we hold.
Where we transfer information to third parties to enable them to process it on our behalf, we ensure that the providers meet the relevant legal or regulatory requirements for transferring data to them and keeping it secure.
You have certain rights in relation to your personal information, although those rights will not apply in all cases or to all information that we hold about you. You have the right to request that we:
- provide you with a copy of your personal information that we hold
- update your personal information where it is out-of-date or incorrect
- delete personal information that we hold
- restrict the way in which we process your information
- consider any valid objections to our processing of your personal information
- provide information you have given to us to a third-party provider of services
Data Subject Access Requests
By law, you have the right to ask what information we hold about you and why and how that data is used by the company, and you can request that all your personal data is removed permanently from the company’s database. This is called a Data Subject Access Request (henceforth referred to as DSAR).
A DSAR from individuals should be made by email, addressed to the Data Controller: GDPR@vem.co.uk
The Data Controller can thereby supply a standard request form to you. Upon receipt of your DSAR, the Data Controller will aim to provide the relevant data within 14 days. The Data Controller will always verify the identity of anyone making a DSAR before handing over any information.
If the personal data we hold about you changes, please notify us by email, addressed to GDPR@vem.co.uk or by post to:
Vibrant Energy Matters, Unit 2, Foxes Lane, Blackwood, Gwent, NP12 4AB