Last updated: 1 May 2025

Hampton Surveyors ("we", "us", "our") is committed to protecting your privacy and personal data. This Privacy Policy explains how we collect, use, store, and protect information you provide when using our website at hamptonsurveyors.com or when engaging our services.

We comply with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018. This policy is written to be clear and easy to understand — in the spirit of the transparency obligations under UK GDPR.

1. Who We Are

Hampton Surveyors is a firm of RICS-regulated building surveyors and registered valuers based in Hampton, Greater London. For the purposes of UK GDPR, we are the data controller for personal data collected through this website and our surveying services.

2. What Personal Data We Collect

We may collect the following categories of personal data:

  • Contact information: Name, email address, telephone number, postal address
  • Property information: Address and details of the property you are enquiring about
  • Enquiry details: The content of messages you send us through our contact forms or by email
  • Technical data: IP address, browser type and version, pages viewed, time and date of visits (collected via analytics tools)
  • Marketing preferences: Whether you have consented to receive marketing communications from us

3. How We Collect Your Data

  • Contact and enquiry forms: When you submit a form on our website (including our HubSpot contact forms) to request a quote or ask a question
  • Direct communications: When you contact us by email, telephone, or post
  • Analytics: Through cookies and similar tracking technologies when you browse our website
  • Service delivery: When we carry out a survey or valuation, we process personal data about you as part of that professional engagement

4. How We Use Your Data

We use your personal data for the following purposes:

  • To respond to your enquiries and provide quotes for our services
  • To deliver the surveying or valuation services you have engaged us to carry out
  • To comply with our legal and regulatory obligations (including RICS regulatory requirements)
  • To send you relevant information about our services where you have given us permission to do so
  • To improve our website and understand how visitors use it
  • To maintain records required for accounting, tax, and professional indemnity insurance purposes

5. Legal Basis for Processing

We process your personal data on the following legal bases under UK GDPR:

  • Contract: Where processing is necessary to provide the services you have requested or to take steps at your request before entering into a contract
  • Legitimate interests: Where we have a legitimate business interest, such as responding to enquiries, improving our website, and maintaining business records
  • Legal obligation: Where processing is required by law or our professional regulatory requirements
  • Consent: Where you have given clear consent, such as to receive marketing communications

6. Data Sharing

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

  • HubSpot: Our CRM and marketing platform, used to manage enquiries and client communications. HubSpot processes data in accordance with their own privacy policy and under appropriate data processing agreements.
  • Professional advisers: Our solicitors, accountants, insurers and professional indemnity insurers where necessary
  • Regulators: RICS and other regulatory bodies where required by our professional obligations
  • Service providers: Hosting, analytics and IT service providers who process data on our behalf under appropriate data processing agreements

7. Data Retention

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

  • Client survey and valuation files: 6 years from the date of the report (in line with professional indemnity insurance requirements)
  • Enquiries that did not result in instructions: 12 months
  • Marketing contact details: Until you unsubscribe or withdraw consent
  • Financial records: 7 years (HMRC requirement)

8. Your Rights

Under UK GDPR, you have the following rights regarding your personal data:

  • Right of access: You can request a copy of the personal data we hold about you
  • Right to rectification: You can ask us to correct inaccurate data
  • Right to erasure: You can ask us to delete your data (subject to our legal and regulatory obligations to retain certain records)
  • Right to restrict processing: You can ask us to limit how we use your data in certain circumstances
  • Right to data portability: You can ask for your data in a portable, machine-readable format
  • Right to object: You can object to certain types of processing, including direct marketing
  • Rights related to automated decision-making: We do not use automated decision-making or profiling that produces legal or similarly significant effects

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

9. Cookies

Our website uses cookies — small text files stored on your device — to improve your browsing experience and to analyse site usage. We use:

  • Strictly necessary cookies: Required for the website to function (session management, security)
  • Analytics cookies: To understand how visitors use our website (e.g., Google Analytics, HubSpot analytics). These are only set with your consent.
  • Marketing cookies: Set by HubSpot to track contact with us across sessions. Only set with your consent.

You can control cookies through your browser settings. Blocking all cookies may affect the functionality of our website.

10. Security

We take the security of your personal data seriously. Our website is served over HTTPS (TLS encryption). We use reputable, industry-standard platforms for data storage and communications, and we limit access to personal data to those staff who need it to perform their professional duties.

11. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices of those sites and recommend you read their privacy policies before providing any personal information.

12. 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 reflect any changes. Significant changes will be notified to you by email where we have your contact details.

13. Contact Us

If you have any questions about this Privacy Policy, wish to exercise your data rights, or wish to make a complaint, please contact us:

Hampton Surveyors
Hampton, Greater London
Email: info@hamptonsurveyors.com
Website: Contact form

If you are not satisfied with our response, you have the right to lodge a complaint with the Information Commissioner's Office (ICO) at ico.org.uk.