Policies & Administration

PRIVACY POLICY

Kemsley LLP is registered to hold and use personal information relevant to the delivery of our services in accordance with the Data Protection Act 1998. This Policy informs on the types of personal information collected and uses in service delivery.

Our systems are designed to fulfil the obligations and principles of the Act to ensure that personal information processed is relevant for purpose, accurate and secure.

Personal information will be processed in accordance with this policy for the purpose of service delivery. We will not disclose personal information to third parties without your consent unless legal or contractual obligations require us to do so, for example, money laundering investigations or client reporting. Where services are contracted out, for example, property maintenance, our data protection requirements will continue to apply. We do not collect personally identifiable information from your visits to our website unless this is provided by you for property enquiry purposes.

Types of personal information collected:

  • Name, company name, job title, address, telephone number and other contact details provided.
  • Accounting records of receipts and payments for our clients and ourselves.
  • Financial information to receive or make payments by Bank Automated Credit System.
  • Records of email, fax, telephone calls, correspondence and file notes.
  • Details of transactions and fulfilment of orders.

Use of information in service delivery:

  • To record, process and manage information for marketing, administration and provision of services.
  • To notify customers of service related matters and deal with enquiries or complaints.
  • To instruct contractors for example, for property maintenance.
  • Service administration, for example service charge collection, accounting to client, employee records.
  • Dealing with references, debt recovery, solicitors, Local Authorities, utility and insurance companies.

Subject access requests:

You may request details of personal information held about you and to whom it is disclosed, and prevent the processing of your personal information, for example for direct marketing. We will promptly correct inaccurate information and related records.

Subject access requests must be made in writing with a £10 fee. A response will follow within 40 days of receipt. If you are dissatisfied with the handling of personal information, we will follow our complaints handling procedure to investigate the matter.

Practice Manager
Kemsley LLP
113 New London Road
Chelmsford
Essex
CM2 0QT

Kemsley LLP is a limited liability partnership registered in England, number OC326192.
The registered office address is 113 New London Road, Chelmsford, Essex CM2 0QT.

VAT number 243 628 952


ANTI-CORRUPTION POLICY

POLICY STATEMENT

It is the Firm’s policy to avoid all instances of corruption, including bribery, extortion, fraud, deception and collusion. This Policy sets out responsibility and guidance in this respect, and applies to all individuals employed by or otherwise associated with the Firm.

RESPONSIBILITIES

The Firm will uphold all laws relevant to countering bribery and corruption. The Director appointed with overall responsibility is Colin Herman, to whom all queries should be referred. Our aim is to encourage the effectiveness of this Policy and to support anyone who assists in the prevention and reporting of any suspected malpractice.

A bribe is an inducement or reward offered, promised or provided in order to gain any commercial, contractual, regulatory or personal advantage. It is a criminal offence to take part, directly or indirectly, in any form of corruption, for personal gain or the benefit of any third party. It is not acceptable for you or someone on your behalf to offer or accept bribes (cash or kind), or engage in any activity that might lead to a breach of this Policy. Any employee who breaches this Policy will face disciplinary action, which could result in dismissal for gross misconduct. We reserve the right to terminate our contractual relationship with any party associated with the Firm if they breach this Policy.

Any person aware of corrupt activity connected to the Firm’s business must therefore make full disclosure at the earliest possible opportunity. Key to upholding this Policy is awareness of the potential for malpractice and openness.

SCOPE

Who is covered by the policy?

In this policy, third party means any individual or organisation you come into contact with during the course of your work for us, and includes actual and potential clients, customers, suppliers, distributors, business contacts, agents, advisers, and government and public bodies, including their advisors, representatives and officials, politicians and political parties.

This policy relates to all individuals working at all levels and grades, including directors, employees (whether permanent, fixed-term or temporary), consultants, or any other person associated with us, or any of our subsidiaries or their employees, wherever located.

This policy covers:

  • Bribes;
  • Gifts and hospitality;
  • Facilitation payments;
  • Political contributions;
  • Charitable contributions.

Bribes

Employees must not engage in any form of bribery, either directly or through any third party (such as an agent or distributor).  Specifically, employees must not bribe a public official anywhere in the world.

Gifts and Hospitality

Employees must not offer or give any gift or hospitality:
which could be regarded as illegal or improper, or which violates the recipient’s policies; or
to any public employee, government officials or representatives, or politicians or political parties;

Facilitation Payments

Facilitation payments are a form of bribery made for the purpose of expediting or facilitating the performance of a public official for a routine governmental action, and not to obtain or retain business or any improper business advantage.  Facilitation payments tend to be demanded by low level officials to obtain a higher level of service than that to which they would normally be entitled. Our strict policy is that facilitation payments must not be paid.

Political Contributions

We do not make donations, whether in cash or kind, in support of any political parties or candidates, as this can be perceived as an attempt to gain an improper business advantage.

Charitable Contributions

Charitable support and donations are acceptable (and indeed are encouraged), whether or in-kind services, knowledge, time, or direct financial contributions.  However, employees must be careful to ensure that charitable contributions are not used as a scheme to conceal bribery.  We only make charitable donations that are legal and ethical.

CORPORATE ENTERTAINMENT AND GRATUITIES

We will continue to involve ourselves in corporate hospitality which seeks to improve the Firm’s image, promote its services and establish cordial relations. However, all gifts and invitations must be referred to the Head of Department before offering or accepting.
We will remain alert to offers which may be perceived to influence a business decision, for example in the lead up to a tender, or payment to an official in excess of any genuine administration fees. Heads of Department will raise awareness to employees of the bribery risks associated with their service sector.

Whereas anything of a personal nature has the potential to fall outside acceptable levels, modest “thank you” gifts or an invitation to sporting or social events may be acceptable, unless offered or received in any sense as inducement for future work or to otherwise gain a business advantage.

IMPLEMENTATION

Employees and individuals associated with the Firm are required to :
Read, understand and comply with this policy.

Immediately report any malpractice instance, attempt, threat or pressure, to the Head of Department.

Declare all gifts and invitations (whether for team or individual) to the Head of Department, who will monitor and report any inconsistency to Colin Herman.

Maintain all accounts, invoices, and administration records relating to the business of the Firm (clients, suppliers, administration records) with strict accuracy and completeness.

Ensure that all business expenditure is paid by either bank transfer (BACS), cheque or credit card. The only exception is small items of petty cash.

The Firm will maintain a record of incidents including investigation of complaints or feedback in respect of individuals employed by or otherwise associated with the Firm.


ADMINISTRATION

Kemsley LLP is regulated as a Firm regulated by the Royal Institution of Chartered Surveyors (Registration Number 003937).

Kemsley LLP operates a Quality Management System (Certificate Number: FS 33283) which complies with the requirements of ISO 9001: 2015 for the scope of Chartered Surveyors, Property Consultants and Property Management.

A copy of the Firm’s Quality Policy is available to interested parties on request to the Practice Manager: ann.weston@kemsley.com.