1. Who we are
This notice explains how Assessment Hive Limited (“we”, “us”) collects and uses personal information when you use our services, contact us or visit our website. We are the data controller for this information and are registered with the Information Commissioner’s Office.
Contact: Andrew Andreou, Chief Compliance Officer, Assessment Hive Limited, Lucas End Farm, Crouch Lane, Goffs Oak, Waltham Cross, Hertfordshire, EN7 6TH. Telephone 020 3745 1093. Email [email protected].
2. What we collect
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- Contact details: your name, address, email address, phone number and, for business customers, company name and job title
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- Property information: the property address, plans and specifications you send us, and photographs, measurements and notes taken during a visit
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- Order details: the services you order, your reports, certificates and searches, and our correspondence with you
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- Search details: buyer and seller names and property details needed to order searches
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- Payment details: invoices and payments (we do not store card details)
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- Website data: how you use our website, collected through cookies if you agree (see Cookies below)
If you give us information about someone else, such as an occupier or tenant, please make sure they know you are sharing it with us.
3. How we use it
| Purpose | Lawful basis |
|---|---|
| Providing quotes, booking visits, carrying out and delivering the services you order, and invoicing | Performing our contract with you |
| Lodging certificates and keeping evidence our accreditation schemes and the law require | Legal obligation |
| Answering queries and complaints, and keeping records | Legitimate interests |
| Reminding you when a certificate is due to expire, and sending news about similar services | Legitimate interests (existing customers), or your consent |
| Understanding how our website is used | Your consent |
4. Who we share it with
We only share your information where needed to provide our services, where the law requires it, or with your agreement. We never sell it. Depending on the service, we share it with:
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- our property search compilers, all registered with the Property Codes Compliance Board, and through them local authorities, water companies and other data holders
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- Elmhurst Energy and Quidos, our accreditation schemes, for lodging and quality checks
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- the government EPC register: EPCs are publicly available by law
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- HM Land Registry, for plans and title information
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- service providers who support our business, such as our IT provider, Microsoft 365, our case management system, our email marketing service and any website analytics provider we use
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- anyone working on our behalf to carry out your order
Some of our service providers may store information outside the UK. Where they do, it is protected by safeguards recognised under UK law.
5. How long we keep it
We keep your information only as long as we need it. Search records are kept for at least 6 years, energy and plan records for as long as our accreditation schemes require, complaint records for 7 years and accounting records for 6 years. Enquiries that do not lead to an order are deleted after 2 years. Information is then deleted securely.
6. How we protect it
We use secure, professionally managed systems with encryption, multi-factor authentication and daily backups. Access is limited to the people who need it, and everyone who works for us is trained in data protection.
7. Your rights
You have the right to ask for a copy of your information, to have it corrected or deleted, to restrict or object to how we use it, to receive it in a portable format, and to withdraw consent at any time. Contact us using the details under Who we are. We will respond within one month, free of charge. Certificates lodged on a public register cannot be removed by us.
8. Marketing
We only send marketing emails with your consent or, if you are a customer, about similar services. Every email includes an unsubscribe link, and you can opt out at any time by contacting us.
9. Cookies
Cookies are small files placed on your device when you visit a website. Our website uses:
| Type | What it does | Your choice |
|---|---|---|
| Strictly necessary | Make the website work, for example remembering your cookie choices | Always on |
| Analytics | Tell us how visitors use the website so we can improve it | Only with your consent |
| Third party | Placed by services embedded in our pages, such as maps or videos | Only with your consent |
When you first visit our website, you can accept or decline non-essential cookies, and change your choice at any time through the cookie settings link. You can also block or delete cookies in your browser settings, although some parts of the website may not work properly.
10. Complaints
If you have a concern about how we use your information, please contact us first so we can put it right. You also have the right to complain to the Information Commissioner’s Office at ico.org.uk or on 0303 123 1113.
11. Changes to this notice
We review this notice every year and update it when our services or the law change.
