Penman Sedgwick is committed to ensuring that your privacy is protected in accordance with the law, and all personal information shall be held and used in accordance with the Data Protection Act 1998 (as may be amended from time to time).
Further details of which are available from the Information Commissioner’s website here.
Penman Sedgwick is registered as Data Controller of your Information, Registration Number Z5596406
1. The information we collect and how we use it
When you require a service provided by Penman Sedgwick you will provide us with certain personal information, such as your name and contact details. This information may be provided online through our site, by telephone, by electronic communications or via direct contact with our employees.
We may also collect information from you if we contact you regarding your enquiry, including personal information such as:
- Your address and property postcode
- The type of property and main features
- Your card payment details
This information will be stored on our computer systems and in our manual records.
The information that you provide will allow us to process your registration, confirm your identity and communicate with you to provide the services to suit your needs. The relevant information is then used by us, our agents and sub-contractors to communicate with you on any matter relating to your relationship with Penman Sedgwick in general.
Some of the services provided by Penman Sedgwick may be supplied by third parties and therefore we will pass on to the relevant party the information it requires in order to fulfil your needs. In order that we are able to monitor supplier performance and customer satisfaction these third parties will pass certain information such as fulfilment and complaints data back to us. Your information will be handled in accordance with the relevant data protection legislation at all times.
Information we collect about you is different to “information you give us” because it relates to technical data that we collect.
We may also collect personal information from you, and those supplying references and verification information, if you decide to apply for a job with us, including:
- Date of birth
- Marital status
- National Insurance Number
- Proof of eligibility to work in UK
- Start date of employment
- Job related disabilities (if applicable)
- Driving Licence number (if applicable)
- Emergency Contact Details (Name / Relationship / Contact Number)
- Employee Attendance Record (including holiday record and sick leave record)
- Personal e-mail address (if applicable)
- Qualifications (if applicable)
- Phone number
- Panel information
2. What do we do with the information we receive?
Your information will enable us to provide you the services you have requested. It will also enable us to bill you and to contact you when necessary concerning your orders. We will also use and analyse the information we collect so that we can administer, support, improve and develop our business.
3. How we protect your information
The personal information you provide will be retained by us in accordance with applicable laws and our internal Retention Policy. We will take reasonable steps to destroy or de-identify personal information we hold if it is no longer needed for the purposes set out above. The Information that we collect is stored in a secure facility with restricted physical access. We also use strict procedures and a number of security measures to prevent unauthorised access.
Where you are tenant we will keep the information we receive about you throughout the life of the tenancy process and for a period of seven years after the end of the tenancy. We will retain if it is needed to deal with any outstanding query or challenge.
4. Disclosure of information
The information you provide to us will be held and processed on computers within the UK and will not be transferred outside of the European Economic Area.
We may disclose your information to the third parties listed below for the following purposes:
- Third parties as necessary in the event of a claim or dispute relating to the use or our services.
- Service providers who need to know the information in order to provide us or you with a product or service.
- Law enforcement bodies and/or other regulatory entities in order to comply with any legal obligation or court order.
- Third parties we work with as part of providing our services, including (but not limited to) IT administrators, service providers and payment processing providers. We expect such third parties to process any data disclosed to them in accordance with applicable law, including with respect to data confidentiality and security and have appropriate services agreements in place with each.
- Analytics and search engine providers that assist us in the improvement and optimisation of our site.
- Credit reference agencies for the purpose of assessing your credit score where this is a condition of us entering into a contract with you.
If our business enters into a joint venture with or is sold to or merged with another business entity, your personal information may be disclosed to our business partners or owners.
5. Your Rights
Penman Sedgwick takes reasonable steps to help ensure that the Personal Information we collect from you is accurate, complete and current. You may request access to your Personal Information and request that erroneous or inaccurate Personal Information be updated.
No fee usually required. You will not have to pay a fee to access your personal data (or to exercise any of the other rights). However, we may charge a reasonable fee if your request is clearly unfounded, repetitive or excessive.
We try to respond to all legitimate requests within one month. Occasionally it may take us longer than a month if your request is particularly complex or you have made a number of requests. In this case, we will notify you and keep you updated.
Your Legal Rights
You have the right to:
- Request access to your personal data (commonly known as a “data subject access request”). This enables you to receive a copy of the personal data we hold about you and to check that we are lawfully processing it.
- Request correction of the personal data that we hold about you. This enables you to have any incomplete or inaccurate data we hold about you corrected, though we may need to verify the accuracy of the new data you provide to us.
- Request erasure of your personal data. This enables you to ask us to delete or remove personal data where there is no good reason for us continuing to process it. You also have the right to ask us to delete or remove your personal data where you have successfully exercised your right to object to processing (see below), where we may have processed your information unlawfully or where we are required to erase your personal data to comply with local law. Note, however, that we may not always be able to comply with your request of erasure for specific legal reasons which will be notified to you, if applicable, at the time of your request.
- Object to processing of your personal data where we are relying on a legitimate interest (or those of a third party) and there is something about your particular situation which makes you want to object to processing on this ground as you feel it impacts on your fundamental rights and freedoms.
- Request restriction of processing of your personal data. This enables you to ask us to suspend the processing of your personal data in the following scenarios:
(a) if you want us to establish the data’s accuracy;
(b) where our use of the data is unlawful but you do not want us to erase it;
(c) where you need us to hold the data even if we no longer require it as you need it to establish, exercise or defend legal claims;
or (d) you have objected to our use of your data but we need to verify whether we have overriding legitimate grounds to use it.
- Request the transfer of your personal data to you or to a third party. We will provide to you, or a third party you have chosen, your personal data in a structured, commonly used, machine-readable format. Note that this right only applies to automated information which you initially provided consent for us to use or where we used the information to perform a contract with you.
- You can withdraw consent at any time where we are relying on consent to process your personal data. However, this will not affect the lawfulness of any processing carried out before you withdraw your consent. If you withdraw your consent, we may not be able to provide certain products or services to you. We will advise you if this is the case at the time you withdraw your consent.
If you have any questions or comments about our Privacy Notice or if your wish to exercise your right to access, correction or erasure or your right to ask us to stop processing your information mentioned above please feel free to visit us at:
5 George Street
Or contact us at:
01923 225 212
Penman Sedgwick's opening hours:
Monday to Friday, 9.00am – 5.30pm