Privacy Policy and Complaints Procedure

Privacy Policy

This Privacy Policy sets out how we, Jas Martin & Co, obtain, store and use your personal information when you interact with us, visit our website (www.jasmartin.co.uk), or where we otherwise obtain or collect your personal information.

Our Details

Jas Martin & Co is what is known as the ‘Controller’ of the personal data you provide to us. We can be contacted at 8 Bank Street, Lincoln, LN2 1DS, telephone 01522 510234 or email mailbox@jasmartin.co.uk

How we collect or obtain personal information about you

We collect information about you from different places including:

  • directly from you
  • from a third party acting on your behalf e.g. an intermediary or broker
  • from publicly available sources
  • when we generate it
  • from other organisations

Personal information we collect or obtain about you

  • name and contact details, such as address, email and telephone number
  • employment and payroll history
  • taxation information and history
  • information about your circumstances and the matter you have asked us to deal with
  • financial information such as bank details, bank statements and details of investments

How is your personal information used

We will use the information to fulfil a contractual service or other business relationship, to meet legal obligations, or for other purposes:

  • to confirm your identity and address
  • to carry out your instructions
  • to improve our services
  • to offer other services we believe may benefit you unless you ask us not to 

How long we store your personal information

We will keep your information for as long as you have a relationship with us. If you disengage as a client we are required under UK tax law to keep your basic personal data (name, address, tax details) for a period of time, and we will do this for a minimum of seven years after which time it will be destroyed. The information we use for marketing purposes will be retained until you notify us that you no longer wish to receive communications from us.

How we secure your personal information

We have a Data Protection regime in place to oversee the effective and secure processing of your personal data.

Your rights in relation to your personal information

You have a number of rights relating to your information:

  • The right to be informed about the processing of your personal data;
  • The right to have the personal data corrected if it is inaccurate and to have incomplete personal data completed;
  • The right to object to processing of your personal data;
  • The right to restrict processing of your personal data;
  • The right to have your personal data erased (the “right to be forgotten”);
  • The right to request access to your personal data and information about how we process it; and
  • The right to move, copy or transfer your personal data (“data portability”).

Changes to your information and how to complain

If at any point you believe the information we process about you is incorrect you can request to see this information and have it corrected or deleted (subject to our legal responsibilities). If you wish to raise a complaint on how we have handled your personal data, you can contact our Complaints Handling Officer who will investigate the matter. Our Complaints Handling Officer is R.D Spurrier and you can contact him at mailbox@jasmartin.co.uk if you are not satisfied with our response or believe we are processing your personal data not in accordance with the law, you can complain to the Information Commissioner’s Office (ico.org.uk).

Complaints Procedure

If you have a complaint, then this note sets out the procedure which we will follow in dealing with that complaint.

  1. A person has been appointed in this office to deal with complaints, and you should not hesitate to contact the relevant person. Details are set out below: –

Mr R D Spurrier MA MRICS
Jas. Martin & Co.
8 Bank Street
Lincoln
LN2 1DS
Tel: 01522 510234

  1. Where the complaint is initially made orally, you will be requested to send a written summary of your complaint to Mr Spurrier.
  2. Once we have received your written summary of the complaint, we will contact you in writing within seven days to inform you of our understanding of the circumstances leading to your complaint. You will be invited to make any comments that you may have in relation to this.
  3. Within twenty-one days of receipt of your written summary, the person dealing with your complaint will write to you, in order to inform you of the outcome of the investigation into your complaint and to let you know what actions have been or will be taken.
  4. If the complaint has still not been resolved to your satisfaction, we agree to refer consumer complaints to the The Property Ombudsman, Milford House, 43-55 Milford Street, Salisbury, Wiltshire, SP1 2BP from whom details of the scheme may be obtained. Commercial complaints will be referred to CEDR – the Centre for Effective Dispute Resolution as provider of ADR Consumer Redress Services for RICS-Regulated Firms.

Review of this Policy

We keep this Policy under regular review and it was last updated in June 2019.