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CAAV Privacy Notice

General Data Protection Regulation (GDPR)

What this privacy notices covers

The Central Association of Agricultural Valuers (“CAAV”) is committed to protecting your personal information. In this notice, references to ‘we’, ‘us’ or ‘our’ mean CAAV. This notice explains how we collect and use the personal information about you.

Who we are

The CAAV is a private limited company by guarantee under registration number 00398155. The registered office is Harts Barn Farmhouse, Monmouth Road, Longhope, Gloucestershire, GL17 0QD.

The CAAV operates the website www.caav.org.uk (the “website”).

The CAAV is a data controller under data protection legislation. Contact details are shown at the end of this notice.

Information we gather – for members

We collect your information and store it on our central membership database, with basic contact data also being held by any CAAV Local Association of which you are a member. Only the Secretariat to the CAAV has access to the central CAAV membership database and is permitted to make alterations to any information held on that database.

Any data we have published on the CAAV website has been provided directly by you and, where supplied, includes your:

  • Name
  • Professional qualifications and job title
  • Business name and address
  • Business telephone number
  • Mobile telephone number
  • Business fax number
  • Business website
  • E-mail address
  • Local Association

If you do not want your details to appear on the website, please inform us in writing.

In addition, within our members' database we hold details of your personal correspondance address, membership status, to include membership number, membership history, gender and date of birth.

Your information is collected from:

  1. application and request forms by post and e-mail;
  2. any information entered on our website;
  3. email, post, fax and mail correspondence with the CAAV;
  4. contact via phone;
  5. CAAV social media channels;
  6. in-person contacts with CAAV officers, members, affiliates;
  7. information we gathered via events; and
  8. information we receive from external third parties, where relevant.

We will use your information to:

  1. administer your membership and send you subscription renewals;
  2. maintain relevant contact, including, but not limited to: sending you News Letters, AGM & Conference information, Local Association events, notification of your examination results, relevant publications and technical up-dates etc.;
  3. administer Council and Committees;
  4. maintain the accuracy of your information and communicate with you for any other reasons related to your membership;
  5. maintain the member directory;
  6. share with the Secretary & Adviser to the CAAV, Local Associations and Regional Examination Groups; and
  7. share with other regulatory authorities and any other party when sharing of information is required by law.

Information we gather – for non-members

Your information is collected from:

  1. application and request forms by post;
  2. any information entered on our website;
  3. email, post, fax and mail correspondence with the CAAV;
  4. contact via phone;
  5. CAAV social media channels;
  6. in-person contacts with CAAV officers, members, affiliates;
  7. information we gathered via events; and
  8. information we receive from external third parties.

We will use your information to:

  1. administer and develop our relationship with you, provide services and respond to your queries;
  2. investigate the issue/complainant against our members;
  3. contact you for any further information in relation to your queries and complaints as required, and keep you informed; and
  4. share with the Secretary & Adviser to the CAAV.

We will respond to your queries and investigate your concerns via email, phone and/or post. If you do not wish to be contacted by the CAAV by any particular means, please contact us to change your preferences.

What is the legal basis of processing your data

The legal basis of processing members’ data is ‘contract’ as defined by Article 6 of the General Data Protection Regulations where processing is necessary for the performance of a contract to which the data subject is party, in this case the contract for membership and, as appropriate for examinations. In other instances, we may rely on the ‘legitimate interest’, ‘legal obligation’ or ‘consent’ basis for lawful processing.

Who will have access to the information

We may share your information with the Secretary & Adviser to the CAAV, Local Associations, Regional Examination Groups (for examination candidates) and other affiliated bodies such as TEGoVA (only for REV membership purposes). We also share your information with third parties and data processors who may need to process your information for performing the purposes specified above.

We sometimes outsource some of the services set out above, to reputable third parties, including the purpose of ensuring the security of your data. We require third parties to comply strictly with our instructions and data protection laws and we will make sure that appropriate controls are in place where third parties have access to personal data. We enter into contracts with all of our data processors and regularly monitor their activities to ensure they are complying with the CAAV’s policies and procedures.

We take reasonable organisational and technical measures to protect your information against unauthorised access, modification or misuse. We use services provided by reputable security providers and your information is accessed on a needs-only basis.

Occasionally, if felt appropriate, your data may be provided to a relevant third party wishing to carry out a professional mail out around CAAV members. This data is provided unless you have specifically indicated that you do not want your details to be disclosed. The details provided to the third party includes names, professional qualifications and addresses, however e-mail addresses are not provided for this purpose. If you would prefer to have your details withheld from such third parties please inform us in writing.

How long will we keep your information

In the absence of any legal requirements, your personal data will be retained for as long as necessary for the purposes of processing listed above. This means your data will be deleted if you withdraw consent to processing or the data is no longer required or inaccurate. If you decide to cancel your membership or if your membership is lapsed/withdrawn, we will hold your information for a period which is deemed reasonable.

How to keep us updated with any changes to your information

We would like you to keep us updated if the personal data we hold on you is inaccurate or incomplete.

All requests to update your personal data must be sent in writing to the CAAV and the third parties above will be informed, where possible. You can keep us updated with any changes by writing to us or (when this function is available) logging into the Members Area on our website.

Failing to keep us updated with your personal data and contact details may mean you are not sent mailings, publications and annual subscription demands for members – an unpaid subscription would result in your membership being cancelled.

If you do not want to appear on the ‘Find a CAAV Member’ function on our website or to restrict certain processing, please notify us in writing. 

Use of cookies

We use cookies on our website to manage the operation and performance of our sites. Cookies are small data text files that are placed on your computer when you visit a website. Cookies help to make websites work efficiently and provide us with information about how our website is used.

When you visit www.caav.org.uk, we use cookies to enable us to collect standard internet log information and visit behavioural patterns. Cookies automatically identify your browser whenever you interact with our site. This helps us to make our site more responsive to your needs and to track and manage information relevant to your specific interests. In this way we can tailor our site to you, deliver a better and more personalised service and track the pages on our site that you are interested in.

We use a "persistent" cookie (which stays in the browser for long periods of time) to allow us to remember your identity following your first log-in if you have agreed to such use by ticking the "Remember Me" box. This type of cookie allows you to log-on automatically and have instant access to members' material each time you visit, unless the cookie is de-activated. If you do not wish to use this facility you must leave the "Remember Me" box unticked when you first log in. Please note that we would recommend that if you are using a public computer you leave the "Remember Me" box unticked to prevent unauthorised access to the Members' area of the website.

You should note that if you do not accept the cookies or subsequently choose to disable cookies, you may not be able to access all the services on our site. In that, one of the cookies we use is essential for parts of the site to operate and has already been set.

Your rights

You have the right to:

  1. Update us and have any inaccuracies in your data corrected. If you would like to update the details we hold about you, please contact us on the details set out at the end of this notice.
  2. Request a copy of the personal information we hold about you. We require you to prove your identity with two pieces of approved identification. Please submit your request in writing to contact details shown at the end of this notice. We will respond within one month, of receipt of your written request and confirmed ID. Please provide as much information as possible about the nature of your contact with us to help us locate your records. This request is free of charge unless the request is manifestly unfounded or excessive.
  3. Request that we delete your personal data so it is erased from our records.
  4. Have the data we hold about you transferred to another organisation.
  5. Object to certain types of processing such as direct marketing.
  6. Object to automated processing, including profiling.

Enquiries and Complaints

Please contact us if you have any enquiries arising from this privacy notice. Where possible, please raise all enquires in writing.

If you are unhappy with our handling of your data or something that we have done or failed to do, please inform us in writing. We will acknowledge receipt of all complaints and will endeavour to investigate the complaint as soon as reasonably practicable.

All complaints should be sent to:

The Central Association of Agricultural Valuers, Harts Barn Farmhouse, Monmouth Road, Longhope, Gloucestershire, GL17 0QD

Tel: 01452 831 815, Fax: 0800 124 4093, Email: enquire@caav.org.uk Website: www.caav.org.uk   

You may also complain directly to the Information Commissioner’s Office if you are concerned with how we are handling your personal information. Their contact details are shown below:

Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

Tel: 0303 123 1113 or 01625 545745, Website: www.ico.gov.uk

Review of CAAV Privacy Notice

This Notice was last reviewed in March 2018. The content of the policy may be reviewed and changed without prior notice, please visit the notice on our website for any changes. We may update the terms of this privacy notice at any time, so please do check it from time to time.

A copy of the Privacy Notice in relation to Marketing can be found here

© The Central Association of Agricultural Valuers (CAAV)

The text, graphics and information provided on the CAAV website is the copyright of the CAAV, unless expressly stated to the contrary. The CAAV grants permission for parts of the CAAV website to be downloaded and printed in hard copy provided it is only for personal, non-commercial use. Any other use of materials, including but not limited to the reproduction, incorporation or transmission of the whole or any part of the CAAV website in any form or by any means, whether photocopying, electronic media or any other form, is prohibited unless the prior written permission of the CAAV has been obtained. Such permission can be requested by contacting enquire@caav.org.uk

Terms & Conditions of Use

The following terms and conditions cover your use of the CAAV Website and the information contained therein. By continuing to use the CAAV Website you are indicating your agreement to these Terms and Conditions in their entirety and without change. The CAAV reserves the right to amend any of these Terms and Conditions and any such amendments will be notified on the CAAV Website.

  1. The information provided on the CAAV Website is intended as guidance only. None of the material provided on the CAAV Website is intended to be legal or professional advice and as such none of the information provided should be acted upon by users without them verifying the information and obtaining their own legal/ professional advice. Any of the information provided may be updated or altered without prior notice.
  2. The CAAV makes no warranties or representations of any kind regarding the CAAV Website or any of the information contained therein and expressly disclaims all such warranties or representations pertaining to suitability, accuracy or completeness for any purpose of any of the information in whatever form published on the CAAV website. The CAAV accepts no liability for any inaccuracies however they may have arisen and neither the CAAV nor any of its members, officers, employees or other representatives accept any liability for any damage or loss arising from or in connection with the use of the CAAV Website.
  3. Whilst the CAAV takes reasonable endeavours to prevent viruses being included within the CAAV Website, no guarantees can be made that the CAAV Website is virus free and the CAAV does not accept any liability, whether resulting indirectly or directly from use of the CAAV Website, for any sort of damage experienced by users
  4. No liability is accepted by the CAAV regarding any third party sites, and the contents of any such third party sites, which may be accessed via the CAAV Website.

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