Watsons is responsible for and committed to protecting your data. Our registered address is 1 Bank Plain, Norwich, Norfolk, NR2 4SF. We are an independent partnership firm, regulated by the Royal Institution of Chartered Surveyors (RICS).
Watsons respects the privacy of our customers and visitors to our website. With the new changes to UK privacy laws, The General Data Protection Regulation (GDPR) is a positive step towards giving you, the customer, full control over how your data is used and how you are contacted.
In this policy we will advise you how we collect, store and use your data, plus what controls you have over how the data is used. When we talk about sensitive personal data, we mean any information relating to an identified or identifiable living person e.g.
- Date of Birth
- National Insurance number
- Political Opinion etc.
It also includes information on how you may interact with our websites or web applications e.g.
- IP address
- Cookies, etc.
Please read the following policy carefully to understand our views and practices regarding your personal data and how we will treat it. For the purposes of data protection laws in the UK, the data controller is Watsons, meaning we are solely responsible for determining the purpose and means by which the data we hold is processed.
We are registered as a data controller with the Information Commissioner’s Office under number Z5615302.
Lawful basis for processing data
Your data will be processed under the ‘legitimate interest’ lawful basis (to process personal data for business and commercial purposes). This means we will continue to send marketing communications data based upon existing (or any new) relationships with our customers, but even so, we will not unfairly put our legitimate interests above what is best for you.
The new GDPR states, “the processing of personal data for direct marketing purposes may be regarded as carried out for a legitimate interest.”
- Legitimate Interest is the most flexible, lawful basis for processing data;
- Watsons have already conducted a Legitimate Interest Assessment (LIA) and have a record of this to ensure we can justify our decision;
- This is most likely appropriate where data is used in ways that customers may reasonably expect, with minimal privacy impact;
- Using this as our lawful basis for processing data means Watsons are taking on extra responsibility for considering and protecting our customer’s right and interests;
- This lawful basis sets out to provides a balance of benefits to both Watsons and individual customers.
Recording Phone Calls
We may record telephone calls you make to our offices to:
• check for mistakes
• train staff
• prevent, detect, investigate and prosecute fraud
We do this in the interests of offering a good service to our customers.
Your information will not be transferred outside of the European Economic area and the recording will not be shared with other organisations unless they have a legal right to it.
We will normally delete call recordings 2 months after the call was made.
The information you provide will be managed as required by general data protection regulations.
You have the right to receive a copy of the call recording subject to the terms of a Subject Access Request, that is available on request, and as long as we still have the call recording data available.
You also have the right to request that the call recording be deleted if you believe we are processing it for longer than necessary.
Why we collect data and what we use it for
Watsons will process personal information for certain legitimate business purposes, which include some or all of the following:
- Enhance, modify, personalise or otherwise improve our services and marketing communications for the benefits of our customers;
- To enhance the security of our network and information systems;
- To better understand how customers/users interact with our website and digital marketing;
- To provide email communications to existing or new customers we think will be of interest;
- To determine the effectiveness of promotional campaigns and advertising;
- To identify and prevent fraudulent activity.
How long do we keep your data?
We will keep your data only for as long as we need to. How long we need data depends on what we are using it for, whether that is to provide services to you, for our own legitimate interests (described above) or so that we can comply with the law.
We will actively review the information we hold and when there is no longer a legitimate interest in us holding the information, we will either delete it securely or in some cases anonymise it.
Controlling your personal information
You can opt out of receiving any marketing or communications from us at any time, simply by following the unsubscribe link on any of our email communications. This will automatically opt you out of receiving any further email marketing communications from us about our property services or other relevant information.
Please note that if you tell us that you do not wish to receive marketing communications emails, you may still receive service emails (for example, those which are necessary to confirm scheduled appointments or to update you on the status of your individual business with us). This is so we can fully meet any contracts we hold with you.
Should you wish to update or modify the personal information we hold on you, please contact us at any time requesting our Data Management & Amendment Form using the following contact email: firstname.lastname@example.org
Please note that once you ask us to stop sending marketing emails, we will keep a minimal note of your personal information and your request so that we can provide evidence that we are securely keeping a copy of this information, by law under the new GDPR rules.
Who has access to this information?
Your details will be kept within the Watsons organisation until such time as you ask for them to be removed or we decide that, in absence of any response, they should be removed. Your details will not be sold or otherwise disposed of to any third party except where we are legally obliged to do so or where we believe that such action will protect the interests of Watsons and/or the security of our staff.
How secure are your details?
When you register your details with us, we will take all reasonable steps to keep these details secure and free from unauthorised access.
Sharing information with third parties
Third party service providers
As required in accordance with how we use data, we will share your personal information with the third-parties that perform services for us, on our behalf, which may include providing email communication services, web platform services, digital marketing services, data analytics services, payment processing, web hosting, auditing and other similar services. Third parties are subject to confidentiality obligations and may only use personal data to perform the necessary functions and not for other purposes.
Third party affiliates
Third party websites
What are cookies?
A cookie is a small piece of data sent to a user’s web browser when they visit a website. It is used by the website to store useful information about the visitor, such as user preferences, and whether the user is logged in or not.
Some examples of how we use these cookies are:
- To collect information about which web pages visitors go to most often so we can improve the online experience;
- Error management to make sure that the website is working properly;
- Testing designs to help improve the look and feel of the website.
Cookies used on our website
Types of cookies we use on our website
These are cookies designed to enhancing a website’s functionality. These are not essential for the website or its functionality and we do not currently use them on https://watsonsproperty.org
Analytical cookies track data about what users do on our website. These are not essential for the website or its functionality.
These are the most commonly used type of track-ware – a small piece of data that identifies a certain user or a certain computer, with the help of a customer’s web browser configured to store cookies.
Using first party Google Analytics cookies allows us to see how customers engage and interact with our website, including data on how users first come to our website, which pages they have visited (and for how long) and what links they clicked and route they navigate, and their location (based on their IP address). Data collected by Google Analytics cookies is always anonymised and aggregated.
How to accept or reject cookies
To clear cookies that have previously been placed on your browser, you should select the option to ‘clear browsing history’ and ensure that the option to delete and/or clear cookies is included.
At any time, you can accept or reject cookies (e.g. blocking all third-party cookies) simply by adjusting your browser settings. If you do not know how to do this, the links below set out information about how to change your browser settings for some of the most commonly used web browsers:
- Manage cookies in Google Chrome
- Manage cookies in Mozilla Firefox
- Manage cookies in Microsoft Internet Explorer
- Manage cookies in Apple Safari
Some web browsers (Chrome and Firefox) do allow users to change settings and browse in ‘incognito’ mode. This limits the amount of data placed on personal machines and automatically deletes any persistent cookies placed on devices once the user has finished their browsing session.
Google Analytics Opt-out
You can opt-out of making your site activity available to Google Analytics by installing the Google Analytics Browser Add-On: https://tools.google.com/dlpage/gaoptout
However, using the Google Analytics Opt-Out browser add-on will not prevent Watsons from using other tools to measure our website analytics.
Using cookies for remarketing
Watsons use third-party cookies for remarketing purposes to reach people who have previously visited our website:
- We serve former web visitors adverts based on their prior engagement with our website;
- By adding a piece of web code (pixel) to our website, a third-party vendor tracks the cookie data and uses this to deliver advertising as users browse other websites.
- Users can opt out by following the instructions here: https://support.google.com/ads/answer/2662922?hl=en-GB
How to access, review, transfer and delete your personal data?
Any personal data can be made available to you for review, pursuant to a simple request (please send request to email@example.com).
If you tell us that the personal data we hold on you is incorrect, please contact us and request a Data Management and Amendment Form – Once we receive the completed form, we will correct, update or delete as appropriate. You also have the ability to request ‘Right to Erasure’ of all personal data, restrict processing and to object to processing, as well as the right to data portability.
What is data portability?
The right to data portability allows individuals to obtain and reuse their personal data for their own purposes across different services. It allows them to move, copy or transfer personal data easily from one IT environment to another in a safe and secure way, without affecting its usability.