My Commercial Building Surveyor ("we", "us", "our") is committed to protecting and respecting your privacy. This Privacy Policy explains how we collect, use, share and protect personal information when you use our website at www.mycommercialbuildingsurveyor.co.uk or contact us about our services.
We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. Please read this policy carefully. If you have any questions, contact us at info@mycommercialbuildingsurveyor.co.uk.
1. Who We Are
My Commercial Building Surveyor is a RICS-, CIOB- and RPSA-accredited commercial building surveying practice operating across the United Kingdom. We are the data controller for the personal data collected through this website.
2. What Personal Data We Collect
We may collect the following categories of personal data:
- Contact information: name, email address, telephone number, company name, property address
- Enquiry details: type of survey required, property details, preferred timescale
- Communication records: emails, phone calls and form submissions between you and us
- Technical data: IP address, browser type and version, time zone, operating system, referring URL (collected automatically via cookies and server logs)
- Usage data: pages visited, time spent on pages, links clicked
- Marketing preferences: whether you have opted in to receive news and updates from us
3. How We Collect Personal Data
We collect personal data through:
- Contact and quote request forms on this website (powered by HubSpot)
- Email and telephone enquiries
- Cookies and similar tracking technologies (see Section 9)
- Google Analytics and HubSpot analytics tools
- When you subscribe to our newsletter or marketing communications
4. How We Use Your Personal Data
We use your personal data for the following purposes and legal bases:
| Purpose | Legal Basis |
|---|---|
| Responding to your enquiry or quote request | Legitimate interests / pre-contractual steps |
| Providing surveying services you have instructed | Performance of a contract |
| Sending marketing emails and newsletters (where opted in) | Consent |
| Improving our website and services using analytics | Legitimate interests |
| Complying with legal and regulatory obligations | Legal obligation |
5. Who We Share Your Data With
We do not sell your personal data. We may share it with:
- HubSpot Inc. — our CRM and marketing automation provider, which processes form submissions and email communications on our behalf. HubSpot is certified under the EU-US Data Privacy Framework and UK data transfer frameworks.
- Google LLC — for Google Analytics website usage data. Data is anonymised before transmission where possible.
- Professional advisers — solicitors, accountants and insurers who need access to data in the course of providing services to us.
- Regulatory bodies — RICS, CIOB, RPSA or law enforcement if we are legally required to disclose data.
All third parties who process data on our behalf are subject to data processing agreements and are required to handle your data in accordance with UK GDPR.
6. International Transfers
Some of our service providers (including HubSpot and Google) process data outside the UK. We ensure all international transfers are protected by appropriate safeguards, including Standard Contractual Clauses or equivalent transfer mechanisms approved by the Information Commissioner's Office (ICO).
7. How Long We Keep Your Data
- Enquiry data (no instruction placed): 12 months from last contact
- Client data (instruction placed): 7 years from completion of the instruction, in line with our professional indemnity insurance requirements and RICS guidance
- Marketing data: Until you unsubscribe or withdraw consent
- Technical/analytics data: Up to 26 months (Google Analytics default)
8. Your Rights Under UK GDPR
You have the following rights regarding your personal data:
- Right of access: Request a copy of the personal data we hold about you
- Right to rectification: Request correction of inaccurate or incomplete data
- Right to erasure: Request deletion of your data (subject to legal retention requirements)
- Right to restriction: Request that we limit how we use your data
- Right to data portability: Receive your data in a structured, machine-readable format
- Right to object: Object to processing based on legitimate interests or for direct marketing
- Right to withdraw consent: Where processing is based on consent, withdraw it at any time
To exercise any of these rights, email us at info@mycommercialbuildingsurveyor.co.uk. We will respond within 30 days. You also have the right to lodge a complaint with the ICO at ico.org.uk.
9. Cookies
Our website uses cookies — small text files stored on your device — to improve your experience and analyse website usage. We use the following types of cookies:
- Strictly necessary cookies: Essential for the website to function (e.g. remembering cookie preferences). These cannot be disabled.
- Analytics cookies: Set by Google Analytics to collect anonymised data on how visitors use our site (pages viewed, time on site, etc.). These are only set if you accept cookies.
- Marketing cookies: Set by HubSpot to track form interactions and support our marketing activities. Only set if you accept cookies.
You can control cookies through our cookie banner or by adjusting your browser settings. Note that disabling cookies may affect website functionality.
10. Security
We take appropriate technical and organisational measures to protect your personal data against unauthorised access, loss or destruction. These include HTTPS encryption, access controls, and regular security reviews. However, no internet transmission is completely secure, and we cannot guarantee absolute security.
11. Links to Other Websites
Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites and recommend you review their privacy policies before providing any personal data.
12. Changes to This Policy
We may update this Privacy Policy from time to time. We will notify significant changes by updating the "Last updated" date at the top of this page. We recommend reviewing this policy periodically.
13. Contact Us
If you have any questions about this Privacy Policy or how we handle your personal data, please contact us:
My Commercial Building SurveyorEmail: info@mycommercialbuildingsurveyor.co.uk
Website: www.mycommercialbuildingsurveyor.co.uk