Privacy Policy - Neaves Lease Consultancy

Neaves Lease Consultancy is committed to meeting its Data Protection obligations and ensuring the protection and security of all personal information within our control. This Privacy Policy has been published online to explain how we use the personal information that we collect and process as a business and outline the procedures which are in place to safeguard your privacy.

Should we ask you to provide any information by which you can be identified when attending an event, making an e-mail enquiry, or visiting our website, or through a relationship with us, you can be assured that it will only be used in accordance with this privacy statement.

Regarding our business, the operation of this website, and our e-marketing and other associated marketing activities, Neaves Lease Consultancy will continue to manage our client data and be compliant with General Data Protection Regulations (GDPR).

Neaves Lease Consultancy is a data processor, and we are registered with the Information Commissioner. We can be contacted on ed@neaveslc.co.uk

What types of data do we collect and hold?

The personal data that we hold about you will be specific to your relationship with Neaves Lease Consultancy, but may include some or all the following:

Personal identifiers: such as your name, gender, and title;
Contact information: such as your work address, work email, work telephone number;
Business information including current and previous employers where we have a long-term relationship with you;
Information to assist us to verify your identity;
Information you provide to us as part of our services, or when you contact us directly;
Personal contact information for our private clients;

Information about your visits to our website, and engagement with our online information services.

How do we collect this personal data?

We collect most of our information from you directly when you contact us and when you meet our personnel at business or networking events.

We are occasionally passed your information from our business contacts which may be someone with whom we already have a relationship, or a trusted mutual third party.

In providing services to our clients, we may also collect personal information about tenants or other third parties at premises that we are instructed to deal with.

Sometimes we combine information that you provide to us, with publicly available information from a company website, news article or other multi-media sources. We do not intend to collect special categories of personal data that are more sensitive (including information relating to race or ethnic origin; political opinions, trade union membership; religious or political beliefs; physical or mental health; criminal records, genetic or biometric data or information relating to your sexual health). We would ask you to assist us, by not volunteering this information.

What do we use personal data for?

Our primary use of personal information is to enable us to deliver services to our clients and their customers. Where we have a contract with you, or your employer it is necessary for us to process certain personal data to deliver that contract and provide our services.

We also use personal information for our legitimate business interests in monitoring, developing and promoting our products and services. To do this we perform a number of administrative tasks including confirming identity of those we are contracting with; dealing with feedback or complaints; managing invitations and registrations for corporate events, publicising our services; supporting quality and risk management reviews; administrating our website and reviewing the efficacy of our online services and communications, and to monitor or enforce our terms and conditions or user policies.

We may contact you by email, post or via the telephone to. If you do not wish to receive these communications, please let us know by contacting ed@neaveslc.co.uk.

We rely on one or more of the following lawful conditions to process your personal identifiable data:

To perform our obligations under a client engagement that we have with you;
To satisfy a legal or regulatory obligations that we are obliged to meet; and
To deliver our legitimate business interests in the effective performance of our services; and developing new contacts for marketing and business development (and we will take steps to mitigate the impact on an individual’s privacy in pursuing these interests).

We may process your personal data for more than one lawful reason at a time, depending on the specific purpose for which we are using your data. Where there are no other lawful conditions, we may process information with your consent.

Sharing personal data with third parties

Neaves Lease Consultancy does not sell, trade, or rent any personal information to other organisations.

Most of our business activities are conducted inhouse. Where we work with external suppliers (such as Dropbox or Microsoft OneDrive), we ensure that we have a contract in place to require our suppliers to treat your personal data appropriately. We check that our suppliers have appropriate policies and procedures, keep your information confidential, only use it in accordance with our instructions.

We may disclose personal information to third parties in the following circumstances:

When explicitly requested by you;
For our regulatory compliance purposes;
We may also disclose your personal information to law enforcement, regulatory and other government agencies and to professional bodies and other third parties, as required by and/or in accordance with applicable law or regulation, or where our assets are acquired by a third party.

Artificial Intelligence (AI)

AI refers to the use of computer systems, software, or applications that are designed to perform tasks that would normally require human intelligence.

This includes, but is not limited to, capabilities such as learning, reasoning, problem-solving, perception, language understanding, and interaction.

We may use AI tools to assist with the provision of our services, including checking documentation and marketing content.

Any AI tools we employ are used in compliance with applicable data protection laws, including the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018, and the Data (Use and Access) Act 2025.

When using AI tools, we ensure:

Personal data is processed lawfully, fairly, and transparently.
Data minimisation principles are upheld, meaning we only provide AI tools with the information strictly necessary for the intended purpose.
Robust security measures are in place to protect your personal data during any processing involving AI tools.
When using AI tools, we ensure that personal data is retained only for as long as necessary to fulfil the purposes outlined in our policy, after which it is securely deleted or anonymised.

Human Oversight: We maintain human oversight of our AI tools, particularly where their outputs may significantly affect individuals. All AI-generated outputs are reviewed by a qualified member of staff before being acted upon. We are committed to ensuring that decisions with significant consequences for individuals are not made solely by automated systems without meaningful human involvement.

Bias and Fairness: We are committed to ensuring that our use of AI tools does not result in unfair, discriminatory, or biased outcomes. We take steps to monitor and, where necessary, mitigate algorithmic bias in the AI tools we use, in compliance with our obligations under the UK GDPR and the Equality Act 2010.

We have listed below the specific AI tools we are using within our business, the purpose, the types of data we are collecting and our legal basis for this processing.

AI Tool Name	Purpose	Types of Data Used	Legal Basis for Processing
AI Writing and Drafting Assistant (Claude Anthropic)	To assist with content checking, and marketing	Names, contact details, and any personal data contained within documents or communications submitted to the tool	Legitimate interests

For further enquiries on our AI usage or to exercise your rights, please contact us using the details provided in this policy.

Your Rights in Relation to AI Processing: In connection with our use of AI tools to process your personal data, you have the following rights under UK data protection law:

the right to access the personal data we hold about you;
the right to rectification of inaccurate data;
the right to restrict processing;
the right to erasure in certain circumstances;
the right to object to processing, including profiling, based on legitimate interests;
where automated decision-making applies, the right to request human review, to contest the decision, and to obtain an explanation of the logic and consequences involved.

To exercise any of these rights, please contact us using the details provided in this policy. We will respond to your request within one month.

Do we use third-party links?

Our website might link to third-party websites, tools and apps. Clicking on these links may allow third parties to collect or share your data.

We do not control said websites and are not responsible for said websites’ privacy policies. When you leave our website, we encourage you to read the privacy policy of every website you visit.

Do we transfer data internationally?

We may transfer your data outside of the United Kingdom/EEA, but only when we can be sure it is protected.

Many of our external third parties are based outside the United Kingdom/EEA and so their processing of your personal data will involve a transfer of data outside the United Kingdom.

Whenever we transfer your personal data out of the United Kingdom, we make sure it is protected by at least implementing one of the following safeguards:

We will only transfer your personal data to countries that have been deemed to provide an adequate level of protection for personal data by the United Kingdom
Where we use certain service providers, we may use specific contracts approved by the UK Information Commissioner’s Office and the European Commission which give personal data the same protection it has in Europe.

Please contact us if you want further information on the specific process used by us when transferring your personal data out of the United Kingdom.

Storing and retaining personal information

We will hold your personal information on our systems for as long as it is necessary for the purpose for which it was collected. By law, we have to keep basic information about our customers (including contact information, identity details, financial information and data relating to your transactions with us) for six years after they cease being customers for tax purposes. Information on client files is stored for up to 10 years following completion of an engagement, and we will review this retention periodically.

Neaves Lease Consultancy treats all personal information as confidential; we train and encourage our staff to treat all personal information the same way. Where we record your information electronically, we have implemented accepted standards of organisational and technical security measures to protect and secure it. For example, using secure passwords; ensuring our staff are trained, and only recording the minimum data sets necessary to complete a specific task.

Your rights under the data protection laws

As an individual you have several rights under the relevant data protection laws, including:

The right to request from us access to your own personal information;
The right to ask us not to process your personal data for direct marketing;
The right to request any inaccurate information we hold about you is corrected;
The right to request your information is deleted in certain circumstances;
A right to request that we stop using your personal information for certain purposes;
A right to object to the processing of your personal information in certain circumstances;
The right to transfer your personal data directly to you or to a third party;
The right to withdraw your consent to process your personal data (where we require consent), which will not affect the legality of the processing bone before the consent was withdrawn; and
A right to request that decisions are not taken by wholly automated means.

These rights may be limited to certain defined circumstances and we may not be able to comply with your request. For example, should you withdraw your consent, we might be unable to provide you with certain products or services.

If you request to exercise these rights, we aim to respond to you within one month. We will not charge a fee for dealing with your request, however a reasonable fee may be charged if your request is clearly unjustified, repetitive or excessive. If you wish to receive a copy of your personal data or exercise these rights, please write to Edward Neaves, Neaves Lease Consultancy at The Old Wheel House, 31-37 Church Street, Reigate, Surrey, United Kingdom, RH2 0AD.

Whilst we will always strive for excellent service, we recognise that you may not be happy with the way that we have handled your personal information. If you are dissatisfied with how we are using your personal information or if you wish to complain about how we have handled a request, then please contact ed@neaveslc.co.uk and we will try to resolve any issues. However, you also have the right to complain to the Information Commissioner’s Office, which is the statutory regulator for data protection law. Details of how to complain to the ICO can be found at https://ico.org.uk/concerns/.

Not happy with something?

We’re committed to treating your personal data with respect, transparency, and care.

If you ever have questions or concerns about how your data is used, we want to hear from you, and we’ll do our best to resolve things quickly and fairly. Under the Data (Use and Access) Act 2025, you have the right to raise a complaint about how your personal data is handled. Here’s how:

Step 1: Email us at ed@neaveslc.co.uk with a brief description of your concern. You don’t need to use legal language – just tell us what’s worrying you.
Step 2: We’ll acknowledge your message and respond without undue delay, usually within 10 working days.
Step 3: If you’re not satisfied with our response, you can escalate your concern to the Information Commissioner’s Office (ICO) at www.ico.org.uk.

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Changes to this privacy notice

Any changes we may make to our privacy notice in the future will be posted on this page. Please check back frequently to see any updates or changes to our privacy notice. This policy is effective from 27^th August 2024.