Evo Lake LLP customer privacy notice
Registered name: Evo Lake LLP
This privacy notice tells you what to expect us to do with your personal information.
- Contact details
- What information we collect, use, and why
- Lawful bases and data protection rights
- Where we get personal information from
- How long we keep information
- How to complain
Contact details
Post
Evo Lake LLP, 7 Pancras Square, LONDON, N1C 4AG, GB
What information we collect, use, and why
We collect or use the following information to provide and improve products and services for clients:
- Names and contact details
- Addresses
- Gender
- Pronoun preferences
- Occupation
- Date of birth
- Marital status
- Third party information (such as family members or other relevant parties)
- Payment details (including card or bank information for transfers and direct debits)
- Financial data (including income and expenditure)
- Transaction data (including details about payments to and from you and details of products and services you have purchased)
- Usage data (including information about how you interact with and use our website, products and services)
- Employment details (including salary, sick pay and length of service)
- Video recordings
- Audio recordings (eg calls)
- Records of meetings and decisions
- Account access information
- Website user information
We collect or use the following personal information for information updates or marketing purposes:
- Names and contact details
- Addresses
- Marketing preferences
We collect or use the following personal information for research or archiving purposes:
- Names and contact details
- Addresses
- Purchase or client account history
We collect or use the following personal information to comply with legal requirements:
- Any other personal information required to comply with legal obligations
We collect or use the following personal information to protect client welfare:
- Names and contact information
We collect or use the following personal information for recruitment purposes:
- Contact details (eg name, address, telephone number or personal email address)
- Date of birth
- National Insurance number
- Copies of passports or other photo ID
- Employment history (eg job application, employment references or secondary employment)
- Education history (eg qualifications)
- Right to work information
- Details of any criminal convictions (eg Disclosure Barring Service (DBS), Access NI or Disclosure Scotland checks )
- Security clearance details (eg basic checks and higher security clearance)
We collect or use the following personal information for dealing with queries, complaints or claims:
- Names and contact details
- Address
- Payment details
- Account information
- Purchase or service history
- Video recordings of public areas
- Audio recordings of public areas
- Witness statements and contact details
- Photographs
- Relevant information from previous investigations
- Customer or client accounts and records
- Financial transaction information
- Information relating to health and safety (including incident investigation details and reports and accident book records)
- Correspondence
- Telematics data and connected car information
- Location data
Lawful bases and data protection rights
Our lawful bases for the collection and use of your data
Our lawful bases for collecting or using personal information to provide and improve products and services for clients are:
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We collect the corporate contact information of potential client entities to enable us to understand their commercial requirements and better serve them.
Our lawful bases for collecting or using personal information for information updates or marketing purposes are:
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We collect the corporate contact information of potential client entities to enable us to understand their commercial requirements and better serve them.
Our lawful bases for collecting or using personal information for research or archiving purposes:
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information to comply with legal requirements:
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- It is conceivable that we will need to keep personal information for legal requirements in accordance with the RICS or relevant FCA regulations.
Our lawful bases for collecting or using personal information to protect client welfare are:
- Legitimate interests – we’re collecting or using your information because it benefits you, our organisation or someone else, without causing an undue risk of harm to anyone. All of your data protection rights may apply, except the right to portability. Our legitimate interests are:
- We will use contact details to ensure that we provide a good service to the assets of the client.
Our lawful bases for collecting or using personal information for recruitment purposes are:
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Our lawful bases for collecting or using personal information for dealing with queries, complaints or claims are:
- Legal obligation – we have to collect or use your information so we can comply with the law. All of your data protection rights may apply, except the right to erasure, the right to object and the right to data portability.
Where we get personal information from
- Directly from you
- Publicly available sources
- Suppliers and service providers
How long we keep information
Record Type | Retention Period | Legal Basis/Reason | Disposal Method |
Client Contracts | 6 years after contract ends | Limitation Act 1980 | Secure shredding/deletion |
Property Transaction Documents | 6 years after transaction completes | Limitation Act 1980 (for claims) | Secure shredding |
Title Deeds & Leases | Permanently | Business Need (Proof of Ownership/Legal Documents) | N/A |
Correspondence (relating to transactions) | 6 years after transaction completes | Limitation Act 1980 | Secure shredding/deletion |
Financial Records (e.g., Invoices, Receipts) | 6 years | Companies Act 2006, VAT Act 1994 | Secure shredding/deletion |
Employee Records (HR) | 6 years after termination | Limitation Act 1980, Employment Law | Secure shredding/deletion |
Payroll Records | 3 years | HMRC requirements | Secure shredding/deletion |
Health and Safety Records | 3 years after date of incident | Health and Safety at Work Act 1974, RIDDOR | Secure shredding |
Client Personal Data (non-transactional) | 2 years after relationship ends | UK GDPR, Data Protection Act 2018 | Secure deletion |
Marketing Data (with consent) | Until consent withdrawn or 2 years if inactive | UK GDPR | Secure deletion |
CCTV Footage (if applicable) | 30 days | Data Protection Act 2018 | Automatic deletion |
AML (Anti-Money Laundering) Documents | 5 years after transaction ends | Money Laundering Regulations 2017 | Secure shredding/deletion |
Pension Records | 6 years after pension ends | Pension Act 1995 | Secure shredding |
Supplier Invoices and Contracts | 6 years | VAT Act 1994, Companies Act 2006 | Secure shredding |
How to complain
If you have any concerns about our use of your personal data, you can make a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Website: https://www.ico.org.uk/make-a-complaint
Last updated
12 September 2024