Legal & Governance

Privacy Policy

Carpenter Surveyors Limited is committed to protecting your personal data and maintaining transparent data protection practices in accordance with UK GDPR and RICS regulations.

Data Protection Officer: Ian Bullock
Headquarters: Birmingham, UK
Regulation: RICS Regulated Practice
01

Company Overview

1.1 About Us

Carpenter Surveyors Limited ("Carpenter Surveyors", "we", "us", or "our") is a company headquartered in Birmingham, UK. Our designated Data Protection Officer is Ian Bullock.

This Privacy Notice details how we collect, use, store, and share personal information across our services, websites, and professional surveying operations.

02

Services Privacy Statement

This section applies to the personal information we collect and process through our Services—such as when you engage with us as a User (a customer/client) or participate in a survey as a Respondent.

Important Note on Customer Practices: Carpenter Surveyors is not responsible for the privacy or security practices of our Customers, which may differ from those set forth in this Notice. We require our Customers to comply with all applicable laws and regulations and to provide Respondents with notice of the collection of data as outlined in this Notice.
Client & Portal Users

2.1 Information We Collect from Users

(i) Information Provided Directly:

  • Registration Info: Name, telephone number, job title, and company name when setting up an account.
  • Billing Info: Credit card details, billing address, transaction history, purchasing records, and service communications.
How we use this: To deliver Services, authenticate identity, process payments, fulfill contracts, respond to inquiries, send administrative/marketing updates, enforce legal rights, and screen for fraud or illegal activity.

(ii) Automatically Collected Information:

  • Device Info: IP address, hardware model, OS version, unique identifiers, ISP, browser type, language, time zone, and general location.
  • Log Data & Metadata: Server logs, originating IP addresses, file metadata (e.g., uploaded property images).
  • Usage Data: Access dates/times, page views, feature adoption, crash logs, and performance metrics.
How we use this: To personalize user experience, infer geographic location, monitor for abuse, fix bugs, conduct business forecasting, and improve product functionality.

(iii) Information from Third Parties:

Data from public databases, analytics providers (e.g., Google Analytics), or commercial partners to expand, update, and analyze records for tailored outreach.

(iv) Information Processed on Customer Behalf:

Respondent contact lists and Response Data provided by organizations are stored strictly to deliver Services under our Customer’s instructions.

Survey Respondents

2.2 Information We Collect from Respondents

(i) Information Provided Under Customer Direction:

  • Contact Info: Email addresses imported by Users to invite survey participation. We do not use these for our own marketing.
  • Response Data: Answers and submissions completed on surveys. Note: Response data is owned and managed directly by the survey creator (our Customer).

(ii) Automatically Collected Interaction Data:

  • Device & Interaction Info: IP address, browser type, device attributes, interaction timestamps, and completion rates.
  • Page Tags & Web Beacons: Included in emails to track deliverability, open rates, and link interactions.
How we use this: To ensure single-submission accuracy (via IP cookies), prevent double completion, analyze response trends at an aggregate/anonymous level, troubleshoot bugs, infer general location trends, and comply with legal requests.

2.3 How We Share Information

We only share information in limited circumstances:

  • Service Providers: Contractors and third-party vendors who assist with billing, customer support, data processing, and marketing delivery.
  • Legal & Regulatory Compliance: To comply with court orders, laws, subpoenas, regulatory requests, or to protect rights, safety, and property.
  • Business Transfers: In connection with any merger, asset sale, or acquisition of Carpenter Surveyors.

2.4 Protection of Children

Our Services are not directed to children under 16 without parental consent. We do not knowingly collect personal data from children. If we discover inadvertent collection, data will be deleted immediately.

Customers sending surveys are solely responsible for ensuring compliance with children's privacy laws (including GDPR) and securing parental consent where necessary.

03

Data Retention & RICS Audit Compliance

3.1 How We Store Your Personal Information

Your personal data is stored securely and retained only for as long as necessary to fulfill the purposes for which it was collected or to comply with statutory legal, accounting, or professional requirements.

Data Type / Context
Retention Period
Purpose & Basis
General Contact & Service Files
7 Years
Standard statutory limitation period following completion or termination of services.
Financial & Transaction Records
7 Years
Compliance with UK tax laws, financial auditing, and statutory accounting rules.
Survey Files & Inspection Reports
7 to 15 Years
Retention for inspection, ongoing legal claims, insurance requirements, and Professional Indemnity needs.
RICS Practice Audit & Quality Assurance

As an RICS Regulated Practice, external auditing organizations and RICS representatives may conduct periodic quality assurance reviews on our operations. Your file may be subject to monitoring and review, and we are required to make files available to RICS upon request in accordance with the RICS Rules of Conduct for Members and Firms.

04

Website Privacy & Tracking Technologies

4.1 Information Collected via Websites

When visiting our website or interacting with our marketing, we collect information you voluntarily provide (form inquiries, event registrations, support requests) alongside automatically logged data:

  • Device attributes, browser version, and city-level geographic location.
  • Referring website addresses, pages visited, and visit duration.
  • Publicly or commercially sourced data to update and analyze customer records.

4.2 Cookies & Tracking

We use Cookies, pixel tags, and web beacons to administer our site, track user navigation, analyze trends, serve targeted advertising, and keep our site secure.

Analytics services (such as Google Analytics) may collect information over time across third-party websites. You can control cookie preferences via your web browser settings.

05

Your Data Protection Rights

Access & Review

Request a copy of the personal information we hold about you at no charge.

Update & Rectify

Correct inaccurate or incomplete details in your personal records.

Erasure ("Right to Be Forgotten")

Request deletion of your data where no overriding legal/RICS obligation applies.

Restrict or Object

Object to data processing, direct marketing, or request processing restrictions.

Data Portability

Request transfer of personal information in a structured, machine-readable format.

Withdraw Consent

Withdraw previously granted processing consent at any time without retroactive effect.

To exercise any of these rights, email us at info@carpenter-surveyors.com. We may require proof of identity before fulfilling your request.
06

Security, Complaints & Contact

6.1 Security Measures

We deploy technical, governance, and organizational controls to safeguard personal data from unauthorized access, disclosure, or destruction. Details are available on request to authorized parties.

6.2 Complaints & ICO Contact

If you have questions or concerns about how your data is handled, please contact us first at info@carpenter-surveyors.com.

You also have the right to lodge a formal complaint with the UK supervisory authority, the Information Commissioner’s Office (ICO):

Information Commissioner’s Office
Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF
Helpline: 0303 123 1113 | Website: www.ico.org.uk
Get In Touch

Data Protection Queries

If you have questions regarding this Privacy Policy or wish to contact our Data Protection Officer (Ian Bullock), reach out using the details below:

Carpenter Surveyors Limited
Headquarters: Birmingham, West Midlands, UK
Freephone Telephone:
0800 254 5202
Notice Version: 2.1 UK GDPR & RICS Compliant