The Ethical Property Foundation (EPF) is committed to protecting and respecting your privacy. This Policy explains how we collect personal data, how we use it and who we might share it with.
Who are we?
The Ethical Property Foundation was set up in 2004 as a registered UK charity (No.1101812) and a Company limited by guarantee (No.4756158). We support non-profits across England and Wales with expert property advice, consultancy support and education in partnership with the property industry, since 2015 as sole referral partner with the Charity Commission for land and property advice. In 2014 we launched the fairplace Award® to deliver our vision for ethically managed workplaces and developed our research and advocacy capacity through the Charity Property Matters Survey and membership of the Charity Finance Group Policy Forum. Find out more: http://www.ethicalproperty.org.uk
How do we collect information from you?
We collect information from you in the following ways:
- Through our websites;
- Email, post, fax and mail correspondence with us;
- Contact via phone;
- Our social media channels;
- Application and request forms by post;
- In-person contacts with EPF employees, register members and affiliates;
- Information we gathered via events; and
- Information we receive from external 3rd parties.
How you send information to us is your choice but please be aware that some methods are not secure. If you are unsure how you should send confidential data to us please contact us and we may be able to help you.
What type of information do we collect from you?
We will collect different kinds of information from you depending on our relationship with you:
- We will collect the data we need to administer memberships.
- To protect the public and to carry out our regulatory duties effectively, we will collect information about members and firms relating to their working practices. It may be necessary to do this without informing members or firms in certain circumstances.
- We will collect the information we need to provide you with the products and services you have requested from us.
- We will collect information we need to arrange events and the administration of events. This is likely to include dietary requirements and any other pertinent information related to your requirements.
- If we receive a complaint or query from members, registered firms or members of the public, we will collect the data required to consider the complaint or query effectively.
- If you apply for a job at EPF we will collect enough data to process your application.
How is your information used?
The following activities we will carry out only with your opt-in consent:
- Sharing your contact details with third parties for general marketing purposes.
- Using your contact details to send you marketing data, if you haven’t bought a product or service from us.
- Using your contact details to tell you about register member opportunities. For example, if you are a surveyor we may send you details about joining our register.
We may use your data in the following ways unless you opt-out:
- To send you marketing messages about changes to our services, if you have received or bought a service/ product from us.
- To send you surveys and other research material carried out in the legitimate interest of EPF (e.g. to improve the services we offer).
- To contact you about other types of research such as our bi-annual Charity Property Matters Survey.
Should you provide personal data to us, there are circumstances when we will use it whether you provide us with consent or not. This is likely to be the case where we need to use your data to provide you with services you have requested from us (such as processing payments or delivering services), where we need to process the data for regulatory purposes or any other legal reason. The below lists some of the ways we may use data without your consent:
- Publishing the results of formal disciplinary hearings in the public domain.
- Using the personal data of register members and individuals registered on our website to administer their accounts and membership.
- Sending information to register members about the running of EPF (e.g. register member updates).
- Register member data to maintain EPF's register member directory.
- Sharing the personal data of our register members, clients or organizations with other regulatory or public bodies where there is a legal basis to do so.
- Sharing the personal data of our register members with their employers in circumstances where it will support regulatory activity, the enforcement of professional standards or the effective management of membership.
- Sharing personal data with a third party if required to do so by law.
- If you make a complaint we will process your data to address any concerns effectively. We may need to do this even if you change your mind where we have a responsibility to protect the public.
- If you contact us and provide us with your personal data as part of a query we will keep a record of those details.
- If you are a member of the board or panel associated with EPF we will process your data to ensure the effective running of the board or panel.
Who has access to your information?
Employees of EPF will have access to your personal data where it is needed to carry out a specific task.
On occasion we may use third parties to process personal data on our behalf (data processors), if we do this we will use carefully selected data processors and ensure we have appropriate contracts in place to protect your data. For example, we outsource some of our recruitment activities to a payroll company.
In the ‘How is your information used?’ section it describes circumstances in which other parties may be given access to your data, this includes other regulatory bodies and public authorities such as the police, HMRC and the insolvency service. We may also share your data with third party experts when getting an opinion as part of a regulatory investigation or as part of a dispute resolution service.
Your choices and rights
You have a right to access the personal data we hold about you and you may ask us to rectify or erase this personal data or to restrict the processing we carry out. You can also object to the way we are processing your personal data.
In some cases, we may not fully comply with your request. For example, if you request access to your personal data in relation to an ongoing investigation we may not provide it to you. This is because it could affect the outcome of the case.
To submit a question about the way we process your data or to enforce your above rights please contact firstname.lastname@example.org with your request.
We ask that you contact us first if you have any complaints about the way we are processing your personal data. If you have contacted us and you are still unhappy about the way we are using your data, you can submit a complaint to your national data protection authority.
How you can access and update your information
If you have a digital account with EPF you may be able to access our online portal to view and change some of your details. You will also be able to change your preferences regarding marketing messages.
If you wish to access data about you that isn’t available through our online portal you can submit a request for access to email@example.com
We take the security of your data seriously. We have information security management systems in place to protect your information.
Where is your personal data processed?
EPF has its headquarters in the UK and this is where most of your personal data is likely to be processed, in addition to the country you reside in.
The products and services provided by EPF are intended for individuals over the age of 16. If you are aged 16 or under‚ please get your parent/guardian's permission before you provide us with personal information.