Privacy Policy

At Duncan Bailey Kennedy LLP we’re committed to respecting and protecting your privacy. This Privacy Policy explains when and why we collect personal information about our customers and people who contact us, how we use it, the conditions under which we may disclose it to others and how we keep it secure.

If you do not want Duncan Bailey Kennedy LLP to process your personal information as described in this Privacy Policy, please do not provide information to info@dbk.co.uk or submit your details on our website www.dbk.co.uk.

For questions relating to this Privacy Policy, please contact us at info@dbk.co.uk or The Mews, 20 Amersham Hill, High Wycombe, Bucks, HP13 6NZ.

Duncan Bailey Kennedy LLP
Duncan Bailey Kennedy LLP (registered number OC417099) is a firm of chartered surveyors and commercial property agents. Our registered office is: The Mews, 20 Amersham Hill, High Wycombe, Bucks, HP13 6NZ.

How do we collect personal information about you?
We obtain personal information about you that you provide to us through our emails, phone conversations, documents you provide to us or when you visit our office, for example when you:

Enquire about specific properties for sale or for rent
Send us your property requirements

What type of personal information is collected?
The information we collect from you might include (but is not limited to) your name, address, email address, and phone number and any other information you choose to provide to us.

How long do we retain your personal information?
We review our retention periods for personal data on a regular basis. The length of time we hold your information for will vary dependent on the lawful basis for collecting and processing the data. We will hold data supplied where there is a legitimate interest in doing so (such as where a client or customer has registered with us, expressing an interest in any of our services such as buying, selling, or letting through us) for a period of 7 years.

Where a transactional relationship has been entered into and there is a contractual necessity to do so, or where there is a requirement to comply with regulatory or legal obligations (for example in order to comply with the requirements of The Property Ombudsman and HM Revenue and Customs Anti Money Laundering Regulations 2017) we will keep all personal information for a period of 15 years.

How do we use your personal information?
We may use the information that you directly provide to us in the following ways:

We may use your name, address and contact details for the purpose of carrying out our obligations arising from any contracts entered into by you and Duncan Bailey Kennedy LLP such as providing you with products and services you have requested, visiting and arranging viewings of your property. Our legal basis for this use is that it is necessary for the performance of a contract to which you are party.
We may use your name, email address and postal address to provide you with information, you have requested from us, respond to enquiries or requests from you, communicate with you in relation to those enquiries or requests and arranging visits to your property by our staff. Our legal basis for this use is our legitimate interest, namely carrying out activities in the course of Duncan Bailey Kennedy LLP’s business in response to customer enquiries or requests.
We may use your name, email address and postal address to provide you with information regarding similar goods and services to those you have already enquired about or purchased. Our legal basis for this use is our legitimate interest, namely the ongoing marketing of our goods and services to individuals with whom we have an existing relationship in connection with our goods and services and/or who have expressed an interest in those goods and services.
We may use your name, email address and postal address to send you marketing communications, if you have chosen to receive these. These may include information about properties for rent or for sale. Our legal basis for this use is consent.
We may use your name, postal address, passport or driving licence details or utility bills to verify your identity where you are selling or purchasing a property through Duncan Bailey Kennedy LLP. Our legal basis for this use is compliance with a legal obligation, namely ensuring the security of our systems, network and information and those of third parties.

Who has access to information?
We will not sell or rent your information to third parties.

We may disclose your personal information to our insurers and/or professional advisers insofar as reasonably necessary for the purposes of obtaining and maintaining insurance coverage, managing risks, obtaining professional advice and managing legal disputes.

We may transfer your personal information to a third party as part of a sale of some or all of our business and assets, or as part of any business restructuring or reorganisation, or if we’re under a duty to disclose or share your personal data in order to comply with any legal obligation or to enforce or apply our terms of use or to protect the rights, property or safety of our customers. However, we will take steps with the aim of ensuring that your privacy rights continue to be protected.

In addition to the specific disclosures set out in this section, we may disclose your personal information where such disclosure is necessary for compliance with a legal obligation to which we are subject, or in order to protect your vital interests or the vital interests of another natural person, or for the establishment, exercise or defence of legal claims, whether in court proceedings or in an administrative out-of-court procedure.

Transactional / Comparable Criteria
As is customary in our profession, we may disclose comparable/transactional information to other surveyors and property research organisations, such as EGi and CoStar. This information will typically include the rent/price paid, lease term, and name of tenant/landlord, such information is available in the public domain.

Your rights
In this section we have summarised the rights that you have under data protection law. Some of the rights are complex, applying only in certain circumstances and subject to certain exceptions, and in the interests of keeping this policy concise, not all of the details have been included in our summaries. Accordingly, you should read the relevant laws and guidance from the regulatory authorities for a full explanation of these rights.

You have the right:

To object to us processing your personal information for marketing purposes. If you object, we will stop processing your personal information for this purpose. When we collect your data, you can choose whether you wish to receive marketing communications from us. If you wish to stop receiving marketing communications, you can opt out at any time by sending us an email or calling our office.
To access the information, we hold about you and certain information about our processing of it and your rights in relation to it.
To rectification of the information we hold about you.
In certain circumstances, to restrict our processing of your personal information or object to us processing it. If you object, we will stop processing your personal unless certain exceptions apply.
Where our legal basis for processing your personal information is your consent or the performance of a contract and we process it by automated means, to be provided with the personal information we hold about you in structured, commonly used and machine-readable format and to transmit the information to another controller.
To not be subject to a decision based solely on automated processing, including profiling, that produces legal effects concerning you or similarly affecting you, subject to certain exceptions.
Where our processing of your personal information is based on your consent, to withdraw that consent at any time. If you withdraw your consent, we will stop the relevant processing, but it will not affect the lawfulness of our processing before the withdrawal.

To exercise any of these rights, email us at info@dbk.co.uk or write to us at The Mews, 20 Amersham Hill, High Wycombe, Bucks, HP13 6NZ. In addition, you can exercise your right to object to direct marketing at any time by email.

If you consider that our processing of your personal information infringes data protection laws, you have the right to lodge a complaint to a supervisory authority responsible for data protection. You may do this in the EU member state of your habitual residence, your place of work or the place of the alleged infringement. More information about lodging a complaint with the Information Commissioner’s Office (the relevant UK supervisory authority) can be found at https://ico.org.uk/concerns/.

Security precautions in place to protect your information
We take appropriate technical and organisational precautions to secure your personal information and prevent its loss, misuse or alteration. All information you provide to us is stored on our secure servers.

The transmission of unencrypted (or inadequately encrypted) data over the internet is inherently insecure, and for this reason we cannot guarantee the security of data sent between us over the internet.

Review of this Policy
We keep this Policy under regular review. This Policy was last updated on 17th May 2019.

If we change our Privacy Policy we will post the changes on this page and may place notices on other sections of the website and/or notify you by email.

Further information
You can obtain further information about data protection laws by visiting the Information Commissioner’s Office website at www.ico.org.uk.

High Wycombe

01494 450951