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Privacy Policy

GP Surveys Ltd respects your privacy and is committed to protecting your personal information. This privacy notice explains what information we collect, why we use it, who we may share it with, how long we retain it and the rights available to you under UK data protection law.

This notice applies to visitors to our website, prospective clients, clients, property owners, project participants, professional contacts, suppliers and other individuals whose information we process while providing our services.

Contents

  • Who we are
  • Information we collect
  • How we obtain information
  • How and why we use information
  • Who we share information with
  • International transfers
  • How long we retain information
  • Information security
  • Your data protection rights
  • Direct marketing
  • Cookies and website information
  • Complaints
  • Changes to this policy
  • Contact us

1. Who we are

GP Surveys Ltd is a company registered in England and Wales under company number 12450213.
For the purposes of UK data protection law, GP Surveys Ltd is the data controller responsible for the personal information described in this notice.

Registered office:
224 Langley Way, West Wickham, Kent, BR4 0DU

Privacy contact:
info@gpsurveys.co.uk

2. Information we collect

  • Contact information: name, email address, telephone number and postal address.
  • Professional information: job title, employer, professional qualifications and experience.
  • Property and project information: information about properties you own or occupy, project details, site records, drawings, photographs and site inspection notes.
  • Financial information: billing address, bank details (where necessary for payments) and payment history.
  • Communication records: records of correspondence and meetings with you.
  • Technical website information: IP address, browser type and how you use our website (via cookies).

We do not typically process 'special category' personal information (such as health data or information about ethnic origin) unless it is strictly necessary for a specific surveying instruction or legal claim, and where a lawful basis exists.

3. How we obtain information

  • You make an enquiry via our website, email or telephone.
  • You instruct us to provide surveying or project management services.
  • You are a project participant, professional contact or supplier.

We may also receive information indirectly from third parties, such as from other professionals involved in a property matter, from land registries or from your legal advisors.

4. How and why we use information

Responding to enquiries: Contact, Property info — Legitimate interests

Providing services: Contact, Property, Financial info — Performance of a contract

Where we rely on legitimate interests, we consider whether the use is necessary and proportionate and balance our interests against your rights and reasonable expectations.

We do not use personal information for solely automated decision-making that produces legal or similarly significant effects.

5. Who we share information with

  • Other professionals involved in a property matter (such as other party wall surveyors, architects, engineers or legal advisors).
  • Statutory bodies or local authorities where required by law.
  • Our professional advisors, including insurers and legal consultants.
  • Service providers who provide technology, storage and administrative support.
  • Wix (Website)
  • Microsoft (Email and document storage)
  • Google (Analytics and office tools)
  • Sage (Accounting)

We require organisations processing personal information on our behalf to handle it securely and only for the authorised purpose.
We do not sell personal information.

6. International transfers

We handle most personal information within the UK and European Economic Area (EEA). However, some of our technology providers may store or process information on servers located outside the UK or EEA.

Where this happens, we ensure that appropriate safeguards are in place, such as UK 'adequacy regulations' or standard contractual clauses approved for use in the UK.

7. How long we retain information

  • Property surveying records: 1 year following completion.
  • Enquiries (no instruction): 1 month .
  • Financial records: 6 years.
  • Marketing details: until opt out.

When information is no longer required, it will be securely deleted or anonymised where appropriate.

8. Information security

We take the security of your information seriously. We use technical and organisational measures, including encryption and access controls, to protect personal information against unauthorised access, alteration or loss.

We provide training to our staff on their data protection obligations and require our service providers to maintain high standards of security.

While we strive to protect your personal information, no method of transmission over the internet or electronic storage is 100% secure.

9. Your data protection rights

  • Access: The right to ask us for copies of your personal information.
  • Rectification: The right to ask us to rectify information.
  • Erasure: The right to ask us to erase your personal information.
  • Restriction: The right to ask us to restrict processing.
  • Object to processing: The right to object to processing.
  • Data Portability: The right to ask that we transfer the information.

If you make a request, we have one month to respond to you. To exercise a right, contact: info@gpsurveys.co.uk

YOUR RIGHT TO OBJECT

You have the right to object to processing based on legitimate interests in certain circumstances. You also have an absolute right to object to the use of your personal information for direct marketing.
Contact info@gpsurveys.co.uk to exercise this right.

10. Direct marketing

Where you have provided your details in the course of a service instruction or enquiry, we may send you information about similar surveying or project management services that we believe may be of interest to you.

We only send marketing communications where we have a lawful basis to do so—either with your consent or based on our legitimate interests in professional relationship management.

You can opt out of marketing communications at any time by clicking the 'unsubscribe' link in any email or by contacting us at info@gpsurveys.co.uk.

11. Cookies and website information

Our website uses cookies to function correctly and to help us understand how visitors use the site. Some cookies are essential for security and navigation, while others are used for analytics.

Our website cookie banner allows you to reject non-essential cookies and change your preferences at any time. 

12. Complaints

If you have any concerns about our use of your personal information, you can make a complaint to us at:
Email: info@gpsurveys.co.uk

You can also complain to the Information Commissioner's Office (ICO) if you are unhappy with how we have used your data.
Information Commissioner's Office, Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline number: 0303 123 1113
Website: ico.org.uk/make-a-complaint

13. Changes to this policy

We keep our privacy notice under regular review to reflect changes in our services or data protection law.

We will update the 'last updated' date at the top of this page when changes are made. We encourage you to review this policy periodically.

14. Contact us

If you have any questions about this privacy policy or our treatment of your personal information, please contact us:

GP Surveys Ltd
Email: info@gpsurveys.co.uk
Registered office: 224 Langley Way, West Wickham, Kent, BR4 0DU

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