Privacy Policy

1. Who We Are

Oxford Surveyor is an independent professional surveying firm based in Oxford, Oxfordshire. We are the data controller for personal data collected through this website and in the course of providing our services.

2. What Personal Data We Collect

We may collect the following categories of personal data:

• Contact details: Name, postal address, email address
• Property information: Address and details of the property you wish to survey
• Communications: Correspondence you send us via email, contact forms or post
• Financial information: Payment details for our services (processed securely through our payment provider — we do not store card details)
• Website usage data: IP address, browser type, pages visited, time spent on site (via cookies and analytics — see section 7 below)
• Marketing preferences: Whether you wish to receive marketing communications from us

We do not collect sensitive personal data (such as health information, ethnic origin or religious beliefs) as part of our standard surveying service.

3. How We Use Your Personal Data

We use your personal data to:

• Provide the surveying and valuation services you have requested
• Respond to enquiries and quotes
• Send you your survey report and associated documentation
• Process payment for our services
• Send you marketing communications about our services (only with your consent, and you may withdraw this at any time)
• Improve our website and service offering
• Comply with our legal and regulatory obligations (including RICS requirements)

4. Our Legal Basis for Processing

We process your personal data on the following legal bases:

• Contract: Processing necessary to fulfil our contract with you for surveying services
• Legitimate interests: Processing necessary for our legitimate business interests (such as responding to enquiries and improving our services)
• Consent: Where you have given consent for marketing communications
• Legal obligation: Where processing is necessary to comply with a legal or regulatory requirement

5. Who We Share Your Data With

We do not sell your personal data to third parties. We may share it with:

• Our CRM and email platform provider (HubSpot) for managing enquiries and communications
• Our payment processing provider for secure card transactions
• Professional indemnity insurers, if a claim arises
• RICS and other regulatory bodies, where we are required to provide information
• Courts or other legal authorities, where required by law

All third-party processors are subject to appropriate data processing agreements and handle your data in compliance with UK GDPR.

6. How Long We Keep Your Data

We retain personal data for as long as necessary for the purposes for which it was collected, subject to the following:

• Survey reports and client files: 6 years from the date of service (to comply with RICS requirements and limitation periods for professional negligence claims)
• Enquiry and contact records: 2 years from the date of last contact
• Marketing preferences: Until you withdraw consent or request deletion
• Financial records: 7 years (HMRC requirement)

7. Cookies and Website Analytics

Our website uses cookies and similar tracking technologies. We use:

• Essential cookies: Required for the website to function correctly. These cannot be disabled.
• Analytics cookies: We use analytics tools to understand how visitors use our website. This data is aggregated and anonymous.
• Marketing cookies: HubSpot tracking cookies to understand user journeys and improve our marketing. These are only placed with your consent.

You can manage your cookie preferences through your browser settings. Please note that disabling cookies may affect your experience of the website.

8. Your Rights

Under UK GDPR, you have the following rights in relation to your personal data:

• Right to access: Request a copy of the personal data we hold about you
• Right to rectification: Request that inaccurate data is corrected
• Right to erasure: Request deletion of your data (subject to our legal obligations)
• Right to restriction: Request that we restrict processing of your data in certain circumstances
• Right to data portability: Request a copy of your data in a portable format
• Right to object: Object to processing based on legitimate interests or for direct marketing
• Right to withdraw consent: Withdraw any consent you have given at any time

To exercise any of these rights, please contact us at the address below. We will respond within one month.

9. How to Contact Us

For any questions about this Privacy Policy, or to exercise your rights, please contact us via our contact page or write to:

You also have the right to make a complaint to the Information Commissioner's Office (ICO) at ico.org.uk if you are unhappy with how we have handled your personal data.

10. 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 be revised when we make changes. We encourage you to review this policy periodically.