Richard Russell Surveyors Ltd. Privacy Policy

Effective Date: 01/03/2025

At Richard Russell Surveyors Ltd, we are committed to safeguarding your privacy and handling your personal data responsibly. This Privacy Policy explains how we collect, use, store, and protect your personal information in accordance with the UK General Data Protection Regulation (UK GDPR) and relevant data protection laws.

By using our website (https://www.richardrussellsurveyors.co.uk) or engaging our services, you agree to the terms set out in this policy.

1. Who We Are

Richard Russell Surveyors Ltd is a UK-based surveying firm regulated by The Royal Institution of Chartered Surveyors (RICS). We provide professional property surveys and valuations.

For privacy-related queries, you can contact us at:
Email: info@richardrussellsurveyors.co.uk

2. What Data We Collect

We may collect and process the following personal data:

  • Identity & Contact Information – Name, email address, phone number, and postal address.

  • Property Information – Details of properties surveyed or valued.

  • Transactional Data – Payment details (processed securely through third-party providers).

  • Technical Data – IP address, browser type, time zone, and website usage data.

  • Marketing Preferences – Preferences regarding communication and promotional materials.

  • Communications – Emails, messages, and phone call records related to our services.

3. How We Collect Your Data

We collect data in the following ways:

  • Directly from you – When you contact us, request a survey, complete forms, or subscribe to updates.

  • Automatically from website usage – Using cookies and log files to analyse website traffic.

  • From third parties – Referrals, professional bodies (e.g., RICS), or legal/regulatory authorities where required.

4. How We Use Your Data

We use your data only where lawful and necessary:

  • To provide our services – Booking surveys, completing reports, and delivering services.

  • To communicate with you – Responding to enquiries and providing customer support.

  • For legal and regulatory purposes – Compliance with RICS regulations and legal obligations.

  • For marketing (with consent) – Sending updates, news, or requesting feedback.

  • For website analytics – Understanding visitor interactions to improve our site.

You will not receive marketing communications unless you have opted in. You can unsubscribe anytime.

5. Sharing Your Data

We do not sell, rent, or trade your personal information. However, we may share data when necessary:

  • With service providers – Trusted third-party suppliers (e.g., IT systems, payment processors) who assist in delivering our services.

  • With regulatory bodies – RICS or legal authorities where required under professional obligations.

  • For legal compliance – If required by law enforcement or in connection with legal claims.

All third parties are required to maintain appropriate data protection measures.

6. How We Protect Your Data

We use strict security protocols to protect your data from unauthorised access, alteration, or loss. Measures include:

  • Secure storage – Data is stored on encrypted systems with access controls.

  • Regular monitoring – Systems are monitored for security vulnerabilities.

  • Data minimisation – We collect only necessary data and retain it securely.

Despite best efforts, no system can guarantee absolute security. If a data breach occurs, we will notify affected parties and regulators where required.

7. Your Rights Under UK GDPR

You have the following rights regarding your personal data:

  • Right to Access – Request a copy of the personal data we hold.

  • Right to Rectification – Correct inaccurate or incomplete data.

  • Right to Erasure (‘Right to be Forgotten’) – Request deletion of data in certain cases.

  • Right to Restriction – Limit how we process your data in specific circumstances.

  • Right to Object – Object to data processing for marketing or legitimate interests.

  • Right to Data Portability – Receive your data in a structured, commonly used format.

  • Right to Withdraw Consent – Withdraw consent at any time where processing is based on consent.

To exercise your rights, contact us at info@richardrussellsurveyors.co.uk. We will respond within 30 days.

8. Data Retention Policy

We retain data only for as long as necessary:

  • For clients – We retain survey files for a minimum of 6 years, and up to 15 years, in line with RICS regulations.

  • For website visitors – Technical and analytics data is retained for as long as needed for improvements.

  • For marketing purposes – Retained only while consent is active.

Once data is no longer required, it is securely deleted.

9. Cookies & Website Tracking

Our website uses cookies to enhance user experience. Cookies help us analyse traffic and remember user preferences.

Types of cookies we use:

  • Essential Cookies – Necessary for website functionality.

  • Analytics Cookies – Track website usage (Google Analytics).

  • Marketing Cookies – If applicable, used for tailored advertising.

By using our website, you accept our use of cookies. You can manage cookie preferences in your browser settings.

10. Changes to This Privacy Policy

We may update this policy periodically to reflect changes in legal requirements or our business practices. Any updates will be posted on this page with a revised Effective Date.

11. Contacting Us

For privacy-related queries or to exercise your rights, contact:

  • Email: info@richardrussellsurveyors.co.uk

  • Registered Office: 11 Dormer Place, Leamington Spa, CV32 5AA

If you are unsatisfied with our handling of your data, you may lodge a complaint with the UK Information Commissioner’s Office (ICO):

ICO Website: https://ico.org.uk