Privacy Policy

1. Who We Are

Coventry Surveyors ("we", "us", "our") is a firm of RICS-regulated surveyors operating from Coventry, England. Our website address is: https://www.coventrysurveyorsuk.com

We are committed to protecting your personal data and processing it in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

2. What Data We Collect

We may collect the following types of personal data:

• Contact data: name, email address, telephone number
• Property data: property address and details you provide when requesting a survey
• Usage data: information about how you use our website, including pages visited and time spent (collected via cookies and analytics tools)
• Communication data: any correspondence you send to us via contact forms, email, or other channels

3. How We Collect Data

We collect personal data through:

• Contact forms on our website (powered by HubSpot)
• Direct email correspondence
• Telephone enquiries
• Cookies and website analytics (see Section 7)

4. How We Use Your Data

We use your personal data to:

• Respond to enquiries and provide quotations for surveying services
• Carry out and deliver surveying services you have instructed
• Send you information about our services that may be relevant to your enquiry (where you have consented or where we have a legitimate interest)
• Improve our website and user experience
• Comply with our legal and regulatory obligations

5. Legal Basis for Processing

We process your personal data on the following legal bases:

• Contract performance: where processing is necessary to fulfil a contract with you
• Legitimate interests: where we have a legitimate business interest in processing your data that is not overridden by your rights
• Consent: where you have given specific, informed consent (for example, for marketing communications)
• Legal obligation: where we are required to process data to comply with a legal obligation

6. Third-Party Data Processors

We use the following third-party services that may process your personal data:

• HubSpot: Customer relationship management and form submission processing. HubSpot's privacy policy is available at hubspot.com/legal/privacy-policy
• Google Analytics: Website analytics. Data is processed in accordance with Google's privacy policy.

We do not sell your personal data to third parties. We do not transfer your data outside the UK/EEA except to processors who have adequate safeguards in place.

7. Cookies

Our website uses cookies — small text files stored on your device — to improve your browsing experience and to collect analytics data. We use:

• Essential cookies: necessary for the website to function
• Analytics cookies: to understand how visitors use our website (Google Analytics, HubSpot analytics)
• Marketing cookies: to track the effectiveness of our marketing (HubSpot)

You can control cookies through your browser settings. Disabling analytics or marketing cookies will not affect your ability to use our website.

8. Data Retention

We retain personal data for as long as is necessary for the purposes for which it was collected, or as required by law. Typically:

• Enquiry data: 2 years from last contact
• Survey and contract data: 6 years from completion of instruction (for professional indemnity insurance purposes)
• Financial records: 7 years (legal requirement)

9. Your Rights

Under UK GDPR, you have the following rights:

• Right of access: to request a copy of the personal data we hold about you
• Right to rectification: to correct inaccurate data
• Right to erasure: to request deletion of your data in certain circumstances
• Right to restrict processing: to limit how we use your data
• Right to data portability: to receive your data in a machine-readable format
• Right to object: to processing based on legitimate interests or for direct marketing
• Rights related to automated decision-making: we do not use automated decision-making that has significant effects on individuals

To exercise any of these rights, please contact us using the form on our Contact page.

10. Security

We implement appropriate technical and organisational measures to protect your personal data against unauthorised access, disclosure, alteration, or destruction. Our website uses HTTPS encryption for all data transmission.

11. Changes to This Policy

We may update this Privacy Policy from time to time. Any significant changes will be noted at the top of this page with an updated date. We encourage you to review this policy periodically.

12. Complaints

If you have concerns about how we handle your personal data, you have the right to complain to the Information Commissioner's Office (ICO) at ico.org.uk, or by calling 0303 123 1113.