Paddington Surveyors ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, disclose and safeguard your personal data when you visit paddingtonsurveyors.com or contact us for surveying services.

We act as the Data Controller for the personal data we collect. We process your data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

1. Who We Are

Paddington Surveyors
Paddington, London, W2
Email: info@paddingtonsurveyors.com
Phone: +44 (0)20 7123 4567

If you have any questions about this policy or how we handle your data, please contact us at the address above.

2. What Personal Data We Collect

We may collect and process the following categories of personal data:

  • Contact information: name, email address, telephone number, postal address.
  • Property information: the address of the property you wish surveyed.
  • Enquiry details: the type of survey or service you are requesting and any additional information you provide in free-text fields.
  • Technical data: IP address, browser type, operating system, referral source, pages visited, session duration – collected automatically via cookies and analytics tools.
  • Communications: records of correspondence if you contact us by email, phone or web form.

3. How We Collect Your Data

  • Web forms: when you fill in a quote request or contact form on our website (powered by HubSpot CRM).
  • Telephone & email: when you call or email us directly.
  • Cookies & analytics: automatically when you browse our website (see Section 8).
  • Third parties: occasionally via referral partners or professional bodies such as RICS.

4. Lawful Basis for Processing

We rely on the following lawful bases under UK GDPR Article 6:

  • Contract (Art. 6(1)(b)): processing is necessary to provide the surveying services you have requested or to take steps prior to entering a contract.
  • Legitimate interests (Art. 6(1)(f)): to manage and improve our website, prevent fraud and communicate with prospective clients who have expressed an interest in our services.
  • Consent (Art. 6(1)(a)): where you have opted in to receive marketing emails or agreed to non-essential cookies.
  • Legal obligation (Art. 6(1)(c)): where we must comply with a legal or regulatory requirement (e.g. RICS rules).

5. How We Use Your Data

  • To respond to your enquiries and provide quotes for surveying services.
  • To carry out and deliver building surveys, homebuyer reports, party wall agreements and valuations.
  • To send service-related communications (appointment confirmations, report delivery).
  • To send marketing emails where you have consented – you may unsubscribe at any time.
  • To analyse website usage and improve the user experience.
  • To comply with our obligations under RICS rules and applicable legislation.

6. Sharing Your Data

We do not sell your personal data. We may share your data with:

  • HubSpot Inc. – our CRM and marketing platform. Data may be processed on servers in the USA under Standard Contractual Clauses.
  • Google Analytics / Google Ads – for website analytics and advertising measurement. Data is anonymised where possible.
  • Professional advisers – solicitors, accountants, insurers – under strict confidentiality obligations.
  • Regulatory bodies – RICS or other bodies where required by law or professional rules.
  • IT service providers – hosting, email and security providers who act as data processors under binding contracts.

7. Data Retention

We retain personal data only for as long as necessary:

  • Client survey files: 6 years from completion (in line with RICS guidance and limitation periods).
  • Enquiry/quote records where no contract resulted: 12 months.
  • Marketing consent records: until you withdraw consent.
  • Website analytics data: up to 26 months (Google Analytics default).

8. Cookies

Our website uses the following types of cookies:

  • Strictly necessary: required for the website to function (e.g. session cookies). No consent needed.
  • Analytics: Google Analytics cookies to understand how visitors use the site. Set only with your consent.
  • Marketing: Google Ads and HubSpot tracking cookies. Set only with your consent.

You can manage your cookie preferences at any time via your browser settings or by contacting us.

9. Your Rights

Under UK GDPR you have the right to:

  • Access the personal data we hold about you (Subject Access Request).
  • Rectification – ask us to correct inaccurate or incomplete data.
  • Erasure ("right to be forgotten") – request deletion of your data where there is no overriding lawful basis to retain it.
  • Restriction – ask us to pause processing of your data.
  • Portability – receive your data in a structured, machine-readable format.
  • Object – object to processing based on legitimate interests or for direct marketing.
  • Withdraw consent – at any time where processing is based on consent, without affecting lawfulness of prior processing.

To exercise any right, email us at info@paddingtonsurveyors.com. We will respond within one calendar month.

10. Complaints

If you believe we have not handled your data correctly, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

ico.org.uk · Helpline: 0303 123 1113

We would, however, appreciate the opportunity to address your concerns before you approach the ICO, so please contact us first.

11. Third-Party Links

Our website may contain links to third-party websites (e.g. RICS, CIOB, Land Registry). We are not responsible for the privacy practices of those sites and encourage you to read their own privacy policies.

12. Changes to This Policy

We may update this Privacy Policy from time to time. The "Last updated" date at the top of this page will reflect any changes. Material changes will be communicated via a notice on our website.