Privacy Policy

In line with the UK General Data Protection Regulations (UK GDPR) UK GDPR and the Data Protection Act 2018, the following document shows how we use the personal information we hold and how this is protected.

It is important that you read this privacy notice so that you are fully aware of how and why we are using your data.

This Policy explains the following:

Our privacy policy
How is personal information defined?
How is personal information collected?
Types of personal information collected
How we use your personal information
Your legal rights
Data Retention and Erasure
Security of your personal information
How to make complaints and how to contact us

Should any changes be made to the way in which we collect data or how it is being used then the policy will be updated. This policy will be reviewed periodically and at least every two years.

Our Privacy Policy

G Squared Surveying promises to collect only the information that is required; to keep this data safe and private; not to sell any data collected; and to allow those, from who the data is collected, to have the right to manage and review this data.

G Squared Surveying Ltd is the Data Controller for the purposes of UK GDPR.

Orbit Business Centre, Rhydycar Business Park, Merthyr Tydfil, CF48 1DL

How is Personal Information Defined?

Personal information is any information that tells us something about yourself. This may include information such as name, contact details, date of birth, bank account details or any information about your needs or circumstances which would allow us to identify you.

How Is Personal Information Collected?

Data may be collected as follows:

Where required details obtained from public sources where details have been provided by yourself.
Information provided by you as a client, occupier, employee, contractor, consultant, or job applicant
Information provided through company documentation, correspondence, forms, surveys, inspections, or reports
Data provided in C.V.’s and covering letters from any applicants for roles within G Squared surveying that are advertised or provided speculatively
Where we work with contractors/other company’s that require us to carry our services on behalf of members of the public/private companies, details will be collected by G Squared Surveying and maintained in line with this privacy policy.

Types of Personal Information Collected

Data may include, but is not limited to:

Name
Business contact details including mobile/landline numbers, email address and business address
Additional information around the nature of your role, this may include qualifications and experience that is provided by yourself
Property-related information, including occupancy details and inspection findings where relevant
Special category data will only be collected where strictly necessary and where a lawful basis exists
Role title, position and responsibility details
Open data / public records which includes data that you have made freely available in a public domain such as via social media or publications and news articles
Permissions – so we can record how you would like to receive information from us, or if you would prefer not to
Any additional information that you provide.

How We Use Your Personal Information

We will only use your personal data when the law allows us to. Most commonly, we will use your personal data in the following circumstances:

Performance of a contract
Compliance with a legal obligation
Legitimate interests, where your rights and freedoms do not override those interests
Consent, where specifically required (e.g. marketing communications)

Purposes for which we will use your personal data

The lawful basis for our processing of your personal date is set out below, including the basis of legitimate interest:

Identity and Contract Data will be used on the following basis:

to register you as a client which enables us to deliver the services we are engaged to provide to you
to administer and protect our business which is necessary for our legitimate interests (for running our business, provision of administration and IT services, network security, to prevent fraud and in the context of a business reorganisation or group restructuring exercise) and in order to comply with our legal obligations
to supplement the Marketing and Communications Data we hold about you

Financial and Transaction Data will be used on the following basis:

to manage payments, fees and charges which enable us to deliver the services we are engaged to provide to you
to collect and recover money owed to us, which is which is necessary for our legitimate interests (to recover debts due to us)

Technical and Usage Data will be used on the following basis:

to use data analytics to improve our website, products/services, marketing, customer relationships and experiences, which is necessary for our legitimate interests (to define types of customers for our products and services, to keep our website updated and relevant, to develop our business and to inform our marketing strategy)

Marketing and Communications Data will be used on the following basis:

to make suggestions and recommendations to you about services that may be of interest to you which is necessary for our legitimate interests (to develop our products/services and grow our business), where you have not opted out

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Your Legal Rights

Where applicable you may have the following rights over your personal information:

Request a copy of the information we hold

You can access the personal information we hold about you, you can do so by contacting us at info@gsquaredsurveying.co.uk. There is no charge for us providing this information to you.

Ask us to not use your information

If for any reason you do not want us to hold or use your information please contact us. We may need to keep some of your information for legal and business reasons, for example to comply with a regulatory requirement.

Have your information corrected

If you think the personal information we hold is wrong please contact us and correct it if necessary. We are committed to holding personal information that is accurate and current.

Data Retention and Erasure

The period for which we will keep your personal information will depend on the type of service you have requested from us. The retention period may be longer than the period for which we are providing services to you where we have statutory or regulatory obligations to retain personal information for a longer period, or where we may need to retain the information in case of a legal claim.

You have the right to request that your details are removed from our databases and systems as long as the data is not required for ongoing purposes or a legal claim. Upon assessment on your request, and ensuring that data is no longer required, your request will be carried out within one month of request and you will be notified when complete. Requested can be made to contact@gsquaredsurveying.co.uk

Security of your personal information

Security of your personal data is vitally important and we strive to maintain security in many ways:

Testing and reviewing our systems, networks and locations that process data
Maintaining security policies and procedures which are tested and reviewed periodically
Ensuring employees are given the tools and training to handle data responsibly
Controlling access to data across various levels including system and application access, physical access and 3rd party access, robust password management procedures and access only granted on a ‘need to know’ basis
Ensuring data is periodically cleansed, archived or deleted in line with policy
Ensuring data is encrypted both in transit and at rest
Information assets are logged and equipped with up to date antivirus software
Data is regularly backed up and stored in a secure environment
Data breaches and security incidents are reported in line with policy and are followed up with analysis, risk assessments and corrective action where necessary
In line with our security obligations we would also ask that you notify us of any changes to your data so we can keep our records as accurate as possible.

Any personal data breach will be handled in accordance with UK GDPR requirements, including notification to the ICO where required.

Use of Artificial Intelligence (AI)

We may use Artificial Intelligence (AI) tools to assist with certain administrative and drafting activities, such as preparing initial document wording or improving the clarity and presentation of written content.

Where AI tools are used, we ensure that:

Personal data and confidential information are not entered into AI systems
Information is anonymised and limited to the minimum necessary for the task
Appropriate security measures are in place to protect data
All outputs are reviewed and verified by a suitably qualified professional

The use of AI does not replace professional judgement. We remain fully responsible for all advice, reports and services provided.

All use of AI is carried out in accordance with applicable data protection legislation, including the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

How to make complaints and how to contact us

If you need to make a complaint about our handling of your personal information, please contact us directly at info@gsquaredsurveying.co.uk. If the complaint isn’t resolved or further information s required, this can be found at the Information Commissioners Office website https://ico.org.uk/.