Privacy and Cookie Policy

GIA Surveyors’ Privacy Notice 2020

At GIA Surveyors, (“we”, “us” or “our” for short) and our group companies are committed to protecting your personal information. Your personal information (also called ‘personal data’) is the information which identifies you as an individual that we get from you and others in various ways. This policy has been updated to ensure compliance with the new General Data Protection Regulation and the UK Data Protection Act 2018.

The aim of this Privacy Policy is to let you know what personal information we collect from you when you apply for a job with us, when you use our website and when you contact us, how we store and use it, and how you can access and manage this information.

Your personal information may be stored online and therefore we take steps to ensure that our systems are well protected.

What personal information do we collect about you?

We collect client information which enables us provide services upon client approval. We also collect necessary information on employees as an employer. We collect personal information including but not limited to:

  • Full name and contact details;
  • Identification information, government issued IDs;
  • Information about past and current employmentEducation, qualifications and evidence of right to work (RTW);
  • Next of kin & emergency contact details;
  • References Links to your professional profiles available in the public domain and on social media (e.g. LinkedIn, Land Reg etc).

We may also collect sensitive personal data about you, in the form of health or medical information (including details of any special assistance you may need, or any sick leave taken during previous roles), racial or ethnic origin, political opinions, religious beliefs, trade union membership and biometric data.  We only collect sensitive personal data from you, and further process this data, where you have given your explicit consent.

Where do we collect personal data about you from?

The following are the different sources from which we may collect personal data:

  • Our website including application and contact forms together with any comments or remarks that you may provide in free text fields (such as personal statements) or CVs (where applicable);
  • Directly from you – This covers the information you provide us whether searching for a new opportunity, during the various stages of a recruitment process or at a recruitment or networking event, and once we offer employment. Also, the information you provide while doing business with us;
  • Publicly available sources – including social media and networking sites, job boards and corporate websites;
  • Referrals / references – for example, a recommendation from a colleague or friend, recruitment agency, a former employer or a current employer;
  • We also monitor site traffic, and like most websites, we use a Unique Visitor Cookie.

We will (unless it’s impractical) tell you if we obtain and store information from any other source and how we intend to use it in accordance with this Privacy Policy.

Making sure your personal data is secure

Whilst we take steps to protect user privacy, no data transmission over the internet can be entirely secure. We therefore do not guarantee the security of personal information that you send to us, or your use of the site. Any personal information you do send is at your own risk but once we receive it, we use strict procedures to safeguard it.

How do we use your personal information?

In connection with a contract between you and us or an employer:

We may use and process your personal information where it is necessary for us to do so in connection with or anticipation of a contract between you and us or an employer.

  • to process your job application and otherwise manage the recruitment process;
  • help potential employers only within our sister companies assess and process your job application;
  • help us check and confirm the references that you provide as part of your job application;
  • check with any necessary regulatory, industry and/or security authorities relevant to the position that you have applied for.

Our Legitimate Business Interest:

We may use and process your personal information where it is necessary for us to pursue our legitimate interests as a business for the following purposes:

  • help us identify you, so we know who we are talking to;
  • help prevent and detect fraud or loss;
  • to contact you with information about opportunities that you might be interested in from time to time via phone or post;
  • to provide and personalise our service and to detect and prevent fraud;
  • to communicate with you. We may use your information to send you news about GIA Surveyors’ products and services. We may contact you by post, email or telephone for these purposes;
  • To train staff and monitor our services. This may mean that we record our conversations or our correspondence with you to make sure we are providing you with a good service and to make sure we keep to our legal and regulatory obligations.

Where you have provided consent:

We may use your personal information where you have consented for us to do so:

  • to contact you by email or other electronic means about opportunities and/or new products or services that you might be interested in from time to time;
  • Unless otherwise stated, we will hold data processed through contractual and legitimate interests indefinitely for records and historic purposes. Any personal and sensitive data will subject to a retention period.

Storing Your Personal Data:

Information that we collect may on occasion be transferred and stored outside of the European Union for supplying our goods or services to you. By submitting your personal data, you agree to this transfer, storing or processing. We will always take all reasonable precautions to make sure that your data remains secure and is handled in accordance with this Privacy Policy. Data that is provided to us is stored on our secure servers.

The transmission of information via the internet is not completely secure and therefore we cannot guarantee the security of data sent to us electronically and transmission of such data is therefore entirely at your own risk. Where we have given you (or where you have chosen) a password so that you can access certain parts of our site, you are responsible for keeping this password confidential.

Disclosing Your Information

We will never pass your personal information to anyone else, except where we are required or permitted to do so by law. We may also use and disclose information in aggregate (so that no individuals are identified) for marketing and strategic development purposes.

You may find links to third party websites on our website. These websites should have their own privacy policies which you should check. We do not accept any responsibility or liability for their policies whatsoever as we have no control over them.

How can you find out what personal information we hold about you?

You are entitled to see the personal information that we hold about you at any time. (If you write to, email or phone us and ask to see this information, it is known as a ‘subject access request’ or ‘SAR’ for short). You can do so by:

  • Writing to Louise Parkin, DPO, GIA Surveyors, The Whitehouse, 9a Belvedere Road, London SE1 8GA;
  • e-mailing us at mail@gia.uk.com inserting the words ‘Data Request’ in the heading or;
  • contact us at 0207 202 1400.

Even if you don’t want a copy of your personal information, you can still contact us to check that the personal information that we hold is accurate or to let us know of any changes to your personal information. We always try to ensure that the information we hold is accurate, up to date and relevant and we’ll be more than happy to make changes or to correct any inaccuracies.

You have the following rights when it comes to your data:

  • to object to any ‘legitimate business interests’ processing;
  • to withdraw consent (only in respect of any processing which depends on consent);
  • to ask for your data to be updated or corrected (where it is inaccurate);
  • if we have carried out any automated decision making as part of recruitment practices, contest any such decision and ask for a human intervention;
  • ask for us to stop processing your data or exercise your right to be forgotten;

What if we update our Privacy Policy?

We do keep our privacy policies under regular review so please do check each time you use the site. You’ll be able to read about any updates on this page – as soon as they happen.

If you have any questions or if you feel that we are not complying with the terms of this Privacy Policy, please contact us by e-mailing us at the following address, mail@gia.uk.com, inserting the words ‘Privacy Policy Grievance’ in the heading.

GIA Surveyors’ ICO registration number is Z1609199 and its registered address is THE WHITEHOUSE, 9a BELVEDERE ROAD, LONDON SE1 8GA 

Whilst GIA Surveyors are the Data Controller for the business, the Partnership have appointed the Office and Facilities Manager as Data Protection Officer (“DPO”) who will endeavour to ensure that all personal data is processed in compliance with this policy.

Last Amended: 2 July 2020