Individuals have the right to be informed about the collection and use of their personal data. This is a key transparency requirement under the General Data Protection Regulations (GDPR). Geo-Serv Limited (GSL) is committed to ensuring that your personal data is protected.
WHO WE ARE?
Geo-Serv Ltd are based in London NW2 and we specialise in investigating subsidence damage to domestic and commercial properties. Most of our work is undertaken on behalf of the buildings' insurer and is subject to commercial service contracts between us and the insurer or their appointed claims-handler / loss-adjuster. Occasionally, we will work directly for the property owner or for a third party appointed by the property owner, such as an Engineer or solicitor, in which case the work will be subject to our standard Terms & Conditions or an agreed letter of instruction.
WHAT PERSONAL DATA DOES GEO-SERV LTD COLLECT?
To enable us to undertake our work efficiently, PII is commonly supplied to us by: (i) the buildings insurer or their appointed claims-handler / loss-adjuster, and (ii) by the property owner or their appointed engineer/solicitor.
GSL processes a limited and defined range of information provided directly or indirectly by the buildings' insurer. This includes;
- The name, address and contact details of the policyholder, including email address and telephone numbers, date of birth and gender
- The name, address and contact details of the property owner, including email address and telephone numbers, date of birth and gender
- Details of any other person named and appointed by the policyholder to act as his or her representative and on his or her behalf
- The terms and conditions of the insurance policy, to ensure claims are handled fairly.
HOW DOES GEO-SERV LTD USE PERSONAL INFORMATION?
We use the PII supplied to us to: (i) make contact with the property owner / policyholder with a view to arranging access to the property; (ii) to verify the identity of the policyholder or any nominated representative when they make contact with us; and (iii) to ensure that the correct details are included in any documents supplied by us to the policyholder or the insurer or their appointed claims-handler / loss-adjuster.
WHAT LEGAL BASIS DO WE HAVE FOR PROCESSING PII?
The legal basis that allows GSL to process personal information is the contractual agreements we have with our clients, typically insurance companies or their appointed claims-handler / loss-adjuster. PII is not used for any other purposes and, in particular, is not disclosed to any third parties unless explicitly authorised by the policyholder.
We do not process any PII other than the information that is described in this policy and all PII is supplied securely to us by our clients.
WHEN DO WE SHARE PERSONAL DATA?
We may occasionally share personal data (Name, Address and Contact Details) with an appointed subcontractor (for example a drainage specialist or repair supplier), if required to do so by the policyholder, the insurer or their appointed claims-handler / loss-adjuster.
This information is supplied via secure email.
Each of our appointed suppliers have signed a Data Protection Agreement that describes the purpose of them being supplied with personal data and they have agreed to keep this data secure and to use it only for the purposes intended in the contractual agreement with GSL.
WHERE DO GSL STORE AND PROCESS PERSONAL DATA?
All personal data is stored and processed using our bespoke Data Management System (DMS) which can be accessed only from our main office or via a secure, cloud-based platform.
Following completion of the instructed works, any relevant information including PII is stored securely on our Data Management System for a further period of 6 years, or any other retention period required by our clients as part of our contractual agreement with them.
At the end of the retention period all PII is destroyed and the job details on our DMS anonymised.
HOW DO WE SECURE PERSONAL DATA?
All PII held by GSL is in electronic format and is stored on servers based in our main office and backed up on a secure cloud-based platform.
In line with our in-house data protection policy, we have robust processes in place to:
- protect data against accidental loss
- prevent unauthorised access, use, destruction or disclosure
- ensure business continuity and disaster recovery
- to restrict access to personal information
- conduct privacy impact assessments in accordance with legal requirements and service contracts
- train staff and subcontractors on data security
- manage third party risks, through use of contracts and security reviews
HOW LONG DO WE KEEP PERSONAL DATA FOR?
Unless our clients advise otherwise, all PII is securely retained for a period of 6 years. This is based on the guidance provided by the European Data Retention Guidelines.
INDIVIDUAL'S RIGHTS IN RELATION TO PERSONAL DATA
GSL respects the right of data subjects to access and control the use of their personal data. Under the terms of GDPR, the individual has the right to (i) access personal information held by GSL; (ii) request correction and/or deletion of information held by GSL; and (iii) request GSL to restrict processing or to object to GSL processing information.
Please note that any queries relating to data portability may be the responsibility of the insurance provider and they should be contacted directly in respect of the individual's rights under these clauses of GDPR.
Individuals have a right to lodge a complaint with the Information Commissioner's Office (ICO) if they feel their data has been misused or that GSL has not kept it secure. Contact details for the ICO are as follows:
Telephone: 0303 123 1113 (Monday - Friday, 9am to 4:30pm)
Textphone: 01625 545860
The Information Commissioner's Office,
Wycliffe House Water Lane,
USE OF AUTOMATED DECISION-MAKING AND PROFILING
GSL does not use profiling or automated decision making.
HOW TO CONTACT US?
If you need to contact us you can do so by:
Telephone: 0208 208 0343 (Monday - Friday, 9am to 5:00 pm)
The Office Manager
17 Hoveden Road