Privacy Policy

BACKGROUND:

Complete Conveyancing Services Limited understands that your privacy is important
to you and that you care about how your personal data is used. We respect and value
the privacy of all of our clients and only collect and use personal data in ways that are
described here, and in a way that is consistent with our obligations and your rights
under the law.

1. Information About Us

Complete Conveyancing Services Limited.
registered in England under company number 006598812.
Registered address: 67 St Leonards Road, Windsor, SL4 3BX.
Data Protection Officer: Gavin Croxford.
Email address: [email protected].
Telephone number: 01628 260222.
We are registered with the Information Commissioners Office (ICO)

2. What Does This Notice Cover?

This Privacy Information explains how we use your personal data: how it is collected,
how it is held, and how it is processed. It also explains your rights under the law
relating to your personal data.

3. What Is Personal Data?

Personal data is defined by the UK GDPR and the Data Protection Act 2018
(collectively, “the Data Protection Legislation”) as ‘any information relating to an
identifiable person who can be directly or indirectly identified in particular by reference
to an identifier’.

Personal data is, in simpler terms, any information about you that enables you to be
identified. Personal data covers obvious information such as your name and contact
details, but it also covers less obvious information such as identification numbers,
electronic location data, and other online identifiers.

The personal data that we use is set out in Part 5, below.

4. What Are My Rights?

Under the Data Protection Legislation, you have the following rights, which we will
always work to uphold:

a) The right to be informed about our collection and use of your personal data.
This Privacy Notice should tell you everything you need to know, but you can
always contact us to find out more or to ask any questions using the details in
Part 11.
b) The right to access the personal data we hold about you. Part 10 will tell you
© Complete Conveyancing Services Limited. Privacy Notice 2
how to do this.
c) The right to have your personal data rectified if any of your personal data held
by us is inaccurate or incomplete. Please contact us using the details in Part
11 to find out more.
d) The right to be forgotten, i.e. the right to ask us to delete or otherwise dispose
of any of your personal data that we hold. Please contact us using the details
in Part 11 to find out more.
e) The right to restrict (i.e. prevent) the processing of your personal data.
f) The right to object to us using your personal data for a particular purpose or
purposes.
g) The right to withdraw consent. This means that, if we are relying on your
consent as the legal basis for using your personal data, you are free to
withdraw that consent at any time.
h) The right to data portability. This means that, if you have provided personal
data to us directly, we are using it with your consent or for the performance of
a contract, and that data is processed using automated means, you can ask
us for a copy of that personal data to re-use with another service or business
in many cases.
i) Rights relating to automated decision-making and profiling. We do not use
your personal data in this way.

For more information about our use of your personal data or exercising your rights as
outlined above, please contact us using the details provided in Part 11.
It is important that your personal data is kept accurate and up-to-date. If any of the
personal data we hold about you changes, please keep us informed as long as we
have that data.

Further information about your rights can also be obtained from the Information
Commissioner’s Office or your local Citizens Advice Bureau.

If you have any cause for complaint about our use of your personal data, you have
the right to lodge a complaint with the Information Commissioner’s Office. We would
welcome the opportunity to resolve your concerns ourselves, however, so please
contact us first, using the details in Part 11.

5. What Personal Data Do You Collect and How?

We may collect and hold some or all of the personal and non-personal data set out in
the table below, using the methods also set out in the table. We do not collect any
‘special category’ or ‘sensitive’ personal data or personal data relating to children and
data relating to criminal convictions and/or offences.

Data Collected How [We] OR [I] Collect the Data
Identity Information including Title, Name,
Address, Date of birth, gender
Data input by client.
Contact information including Address, email
address, telephone number
Data input by client.

6. How Do You Use My Personal Data?

Under the Data Protection Legislation, we must always have a lawful basis for using
personal data. Your data is used to produce the reports requested to facilitate our
service to you.

Conveyancing Searches require data on the address of the property to be purchased.
We do not collect personal data for this purpose.

AML and I.D Checks require personal data such as Full Name, Date of Birth, Address
and in the cases of a biometric check a scan of the clients face via a scan.
None of this data is held by our system and transfers immediately to the client who
has requested the data. We do not hold copies of any AML or I.D reports.
We will not use your personal data for marketing purposes, which may include
contacting you by email, telephone, text message or post. You will not be sent any
unlawful marketing or spam. We will always work to fully protect your rights and
comply with our obligations under the Data Protection Legislation and the Privacy and
Electronic Communications (EC Directive) Regulations 2003, and you will always
have the opportunity to opt-out. We will always obtain your express opt-in consent
before sharing your personal data with third parties for marketing purposes and you
will be able to opt-out at any time.

We use the following automated systems for carrying out certain kinds of checks. If at
any point you wish to query any action that we take on the basis of this or wish to
request ‘human intervention’ (i.e. have someone review the action themselves, rather
than relying only on the automated method), the Data Protection Legislation gives you
the right to do so. Please contact us to find out more using the details in Part 11.

The following automated method(s) may be used:

Automatic AML and I.D Biometric face scan mobile app.

The following automated profiling may take place:

The biometric AML ID App uses data provided by Creditsafe, GB

Group or other approved agents.

We will only use your personal data for the purpose(s) for which it was originally
collected unless we reasonably believe that another purpose is compatible with that
or those original purpose(s) and need to use your personal data for that purpose. If
we do use your personal data in this way and you wish us to explain how the new
purpose is compatible with the original, please contact us using the details in Part 11.
If we need to use your personal data for a purpose that is unrelated to, or
incompatible with, the purpose(s) for which it was originally collected, we will inform
you and explain the legal basis which allows us to do so.

In some circumstances, where permitted or required by law, we may process your
personal data without your knowledge or consent. This will only be done within the
bounds of the Data Protection Legislation and your legal rights.

7. How Long Will You Keep My Personal Data?

We will not keep your personal data for any longer than is necessary in light of the
reason(s) for which it was first collected.

8. How and Where Do You Store or Transfer My Personal Data?

We will only store your personal data in the UK. This means that it will be fully
protected under the Data Protection Legislation.

We will use specific approved contracts which ensure the same levels of personal
data protection that apply under the Data Protection Legislation. For further
information, please refer to the Information Commissioner’s Office.]

The security of your personal data is essential to us, and to protect your data, we take
a number of important measures, including the following:

• limiting access to your personal data to those employees, agents, contractors,
and other third parties with a legitimate need to know and ensuring that they
are subject to duties of confidentiality;

• procedures for dealing with data breaches (the accidental or unlawful
destruction, loss, alteration, unauthorised disclosure of, or access to, your
personal data) including notifying you and/or the Information Commissioner’s
Office where we are legally required to do so;

9. Do You Share My Personal Data?

We will not share any of your personal data with any third parties for any purposes,
subject to the following exception[s].

If we sell, transfer, or merge parts of our business or assets, your personal data may
be transferred to a third party. Any new owner of our business may continue to use
your personal data in the same way(s) that we have used it, as specified in this
Privacy Policy.

In some limited circumstances, we may be legally required to share certain personal
data, which might include yours, if we are involved in legal proceedings or complying
with legal obligations, a court order, or the instructions of a government authority.
If any of your personal data is shared with a third party, as described above, we will
take steps to ensure that your personal data is handled safely, securely, and in
accordance with your rights, our obligations, and the third party’s obligations under
the law, as described above in Part 8.

If any personal data is transferred outside of the UK, we will take suitable steps in
order to ensure that your personal data is treated just as safely and securely as it
would be within the UK and under the Data Protection Legislation, as explained
above in Part 8.

10. How Can I Access My Personal Data?

If you want to know what personal data we have about you, you can ask us for details
of that personal data and for a copy of it (where any such personal data is held). This
is known as a “subject access request”.

All subject access requests should be made in writing and sent to the email or postal
addresses shown in Part 11. To make this as easy as possible for you, a Subject
Access Request Form is available for you to use. You do not have to use this form,
but it is the easiest way to tell us everything we need to know to respond to your
request as quickly as possible.

There is not normally any charge for a subject access request. If your request is
‘manifestly unfounded or excessive’ (for example, if you make repetitive requests) a
fee may be charged to cover our administrative costs in responding.

We will respond to your subject access request within 30 days of receiving it.
Normally, we aim to provide a complete response, including a copy of your personal
data within that time. In some cases, however, particularly if your request is more
complex, more time may be required up to a maximum of three months from the date
we receive your request. You will be kept fully informed of our progress.

11. How Do I Contact You?

To contact us about anything to do with your personal data and data protection,
including to make a subject access request, please use the following details (for the
attention of The Data Protection Officer):

Email address: [email protected].
Telephone number: 01628 260222.
Postal Address: Bray Business Centre, Bray On Thames, SL6 2ED.

12. Changes to this Privacy Notice

We may change this Privacy Notice from time to time. This may be necessary, for
example, if the law changes, or if we change business in a way that affects personal
data protection.

Any changes will be made available at www.searchbureau.co.uk. This Privacy Notice
was last updated on 05/01/2022.

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