building survey, structural survey, rics home condition report, rics, coventry, birmingham, warwickshire, worcestershire, northamptonshire, leicestershire
Orbit     Shared Ownership      Equity Loan     Help to Buy     Probate     Divorce     Mortgage     Homebuyers Report
Survey and Valuation     Midlands     Rugby     Warwickshire   Birmingham     Coventry     Chartered Surveyors     RICS Registered Valuers
Equity Loan Valuation   Stratford   Worcester   Warwick   Leamington Spa   Redditch   New build  Survey  Valuation   Probate  Inheritance Tax  
Ernest Hawk Chartered Surveyors is a trading style of Ernest Hawk Limited
Ltd Co No. 09751212
Registered Office: 27a Clifton Road, Rugby, Warks, CV21 3PY
Also at: Suite 2, Cavendish House, 359-361 Hagley Road, Edgbaston, B17 8DL
Orbit     Shared Ownership      Equity Loan     Help to Buy     Probate     Divorce     Mortgage     Homebuyers Report
Survey and Valuation     Midlands     Rugby     Warwickshire   Birmingham     Coventry     Chartered Surveyors     RICS Registered Valuers
Equity Loan Valuation   Stratford   Worcester   Warwick   Leamington Spa   Redditch   New build  Survey  Valuation   Probate  Inheritance Tax  
Main Office - 01788 565 701 
Contents
1.Introduction
2.Who we are
3.Companies and websites within scope
4.Collection of personal data
5.Lawful basis for the processing of personal data
6.Storage of personal data
7.Security measures
8.Your rights as a data subject
9.Contact us
10. Complaints

1. Introduction
The security of personal data is very important to us. This document explains how we collect, use and protect your personal data.
We will also explain what rights you have with regards to your personal data and how you can exercise those rights.

2. Who we are
Ernest Hawk Chartered Surveyors offer a comprehensive range of Survey and Valuation services for residential and commercial property throughout the Midlands. We have a central administrative base in Rugby, Warwickshire, and offices in Walsall and Edgbaston plus surveyors in Worcestershire, Birmingham and Leicestershire, allowing our team of dedicated and experienced Chartered Surveyors to deal with your requirements expertly and promptly, and offer you best value for money with a strong knowledge of the local area.
Ernest Hawk is regulated by RICS
Our registered office address is:
27A Clifton Road
Rugby
CV21 3PY
United Kingdom

If you have questions about how we process personal data, or would like to exercise your data subject rights, please email us at adam@ernesthawk.co.uk

3. Companies and websites within scope
The following Company and Website are within scope for this privacy notice:
Ernest Hawk Limited www.ernesthawk.co.uk

We consider this website to be UK based; see section 6 below for more information on non-EU data processing.
It includes personal data that is collected through our website, by telephone, any related social media applications.

4. Collection of personal data
Data we may collect:
1.Name
2.Address
3.Email
4.Telephone number
5.Utility bill
6.N.I number
7.Copy of Passport (employees only)
8.DBS Check (employees only)
Personal data submitted on our website will be used for the purposes specified in this privacy notice or in relevant parts of the website.
We collect personal data from you for one or more of the following purposes:
1. To initiate and complete commercial transactions with you, or the entity that you for      the purchase of our services;
2. To fulfil a contract that we have entered with you or with the entity that you;
3. To manage any communication between you and us;
4. administer the website;
5. send you email notifications which you have specifically requested;
6. provide third parties with statistical information about our users - but this information will not be used to identify any individual user.

We will not without your express consent provide your personal information to any third parties for the purpose of direct marketing.

The table in Section 5 below provides more detail about the data that we collect for each of these purposes, the lawful basis for doing so, and the period for which we will retain each type of data.

Technical information
In addition, and to ensure that each visitor to our website can use and navigate the site effectively, we collect the following:
"Technical information, including the Internet Protocol (IP) address used to connect your device to the Internet;
"Your browser type and version, time zone setting, browser plug-in types and versions;
"Operating system and platform;
"Information about your visit, including the Uniform Resource Locators (URL) clickstream to, through, and from our site.
Our cookies policy, which can be viewed from the home page of each of our web site, describes how we use cookies.
In Section 8 below, we identify your rights in respect of the personal data that we collect and describe how you can exercise those rights.

5. Lawful basis for the processing of personal data
The table below describes the various forms of personal data we collect and the lawful basis for processing this data. Our business architecture, accounting and systems infrastructure and compliance organisation means that all personal data is processed on common, Group-wide platforms. We have processes in place to make sure that only those people in our organisation who need to access your data can do so. Several data elements are collected for multiple purposes, as the table below shows. Some data may be shared with third parties and, where this happens, this is also identified below.
When we process on the lawful basis of legitimate interest, we apply the following test to determine whether it is appropriate:
The purpose test  is there a legitimate interest behind the processing?
Necessity test  is the processing necessary for that purpose?
Balancing test  is the legitimate interest overridden, or not, by the individuals interests, rights or freedoms?

Purpose of collectionInformation categoryData collectedPurpose for collectionLawful basis for processingData shared with?Retention period
1. To provide you with information/ services and fulfil contractsContact details1.Name
2.Address
3.Email
4.Telephone number
5.Proof of address (where applicable)
6.Copy of Passport (for employees only)
7.DBS checkTo provide appropriate online or email information about products and services that you have requested
Contractual fulfilmentInternally only
Maximum 8 years from the data the information is collected.
To fulfil contractual obligations under employment legislationContractual fulfilmentHMRC and Accountant
Telephone numberFollow-up to ensure requested information meets needs and identify further requirementsLegitimate interestInternally only
Personal contact information as provided through website forms General mailing list ConsentInternally only

6. Storage of personal data
Ernest Hawk is a UK-domiciled organisation whose primary offices are in the UK.
"Our website and web applications are hosted in the EU and are accessed only by our EU-based staff.
"Our customer relationship management, marketing and accounting systems for all our businesses are either EU-based or hosted by companies participating in the EU - U.S. Privacy Shield Framework.
"We use a wide range of Cloud Service Providers (CSPs) as part of our processing environment. Unless we specifically state otherwise, we are, in respect of all these CSPs, the data controller.
"Unless we specifically state otherwise all of the CSPs that we use utilise EU-located processing facilities.
"Our payment processors and banking arrangements are based in the EU and, for our US website, in the USA.
"We operate a data retention policy in respect of all data, whether paper-based or digital and those aspects of it which relate to personal data are contained in the table at 5, above.

7. Security measures
Payments are made on our website, via Paypal
We have appropriate security controls in place to protect personal data. Risk assessment, including assessing risks to the rights and freedoms of data subjects is of the highest importance. We do not, however, have any control over what happens between your device and the boundary of our information infrastructure. You should be aware of the many information security risks that exist and take appropriate steps to safeguard your own information. We accept no liability in respect of breaches that occur beyond our sphere of control.

8. Your rights as a data subject
As a data subject whose personal information we hold, you have certain rights. If you wish to exercise any of these rights, please email adam@ernesthawk.co.uk or use the information supplied in the Contact us section below. To process your request, we will ask you to provide two valid forms of identification for verification purposes. Your rights are as follows:
"The right to be informed
As a data controller, we are obliged to provide clear and transparent information about our data processing activities. This is provided by this privacy notice and any related communications we may send you.
"The right of access
You may request a copy of the personal data we hold about you free of charge. Once we have verified your identity and, if relevant, the authority of any third-party requestor, we will provide access to the personal data we hold about you as well as the following information:
"a) The purposes of the processing
b) The categories of personal data concerned
c) The recipients to whom the personal data has been disclosed
d) The retention period or expected retention period for that personal data
e) When personal data has been collected from a third party, the source of the personal data
"If there are exceptional circumstances that mean we can refuse to provide the information, we will explain them. If requests are unfounded or excessive, we reserve the right to refuse them. If answering requests is likely to require additional time or is likely to incur unreasonable expense (which you may have to meet), we will inform you.
"The right to rectification
If you believe we hold inaccurate or incomplete personal information about you, you may exercise your right to correct or complete this data. This may be used along with the right to restrict processing until it is corrected.
"The right to erasure (the right to be forgotten)
Where no overriding legal basis or legitimate reason continues to exist for processing personal data, you may request that we delete your personal data. This includes personal data that may have been unlawfully processed. We will take all reasonable steps to ensure erasure.
"The right to restrict processing
You may ask us to stop processing your personal data. We will still hold the data but will not process it any further. This right is an alternative to the right to erasure. If one of the following conditions applies you may exercise the right to restrict processing:
a) The accuracy of the personal data is contested
b) Processing of the personal data is unlawful
c) We no longer need the personal data for processing, but the personal data is required for part of a legal process
d) The right to object has been exercised and processing is restricted pending a decision on the status of the processing
"The right to data portability
You may request your set of personal data be transferred to another controller or processor, provided in a commonly used and machine-readable format. This right is only available if the original processing was on the basis of consent, the processing is by automated means and if the processing is based on the fulfilment of a contractual obligation.
"The right to object
You have the right to object to our processing of your data where
oProcessing is based on legitimate interest;
oProcessing is for the purpose of direct marketing;
oProcessing involves automated decision-making and profiling.

9. Contact us
Any comments, questions or suggestions about this privacy notice or our handling of your personal data should be emailed to adam@ernesthawk.co.uk
Alternatively, you can contact us at our registered office:
GDPR Compliance Manager
27A Clifton Road
Rugby
CV21 3PY
United Kingdom
Telephone: +44 (0)1788 565701
Fax: +44 (0) 1788 536772
Our office is open 9:00 am  5:30 pm GMT, Monday to Friday.

10. Complaints
Should you wish to discuss a complaint, please feel free to contact us using the details provided above. All complaints will be treated in a confidential manner.
Should you feel unsatisfied with our handling of your data, or about any complaint that you have made to us about our handling of your data, you are entitled to escalate your complaint to a supervisory authority within the European Union. For the United Kingdom, this is the Information Commissioners Office (ICO), who is also our lead supervisory authority. Its contact information can be found at https://ico.org.uk/global/contact-us/.