Privacy Policy

1. Who we are

Wren Home Surveyors Ltd is a company registered in England and Wales (Company No. 17265747), with its registered office at . We provide residential surveying and Party Wall services across Hampshire and West Sussex.

For the purposes of data protection law, Wren Home Surveyors Ltd is the data controller in respect of personal information collected through this website and in connection with our services.

2. What personal information we collect

We collect personal information in the following ways:

When you submit an enquiry or quotation request

• Your name and contact details (email address and telephone number)
• The address of the property you wish to have surveyed
• The type of survey you are enquiring about
• Any additional information you choose to provide in the notes field

When we carry out a survey

• Your name, address and contact details
• The address and details of the property being surveyed
• Payment information (processed securely via our payment provider — we do not store card details)
• Any information relevant to the survey you provide during the instruction process

When you visit our website

• Technical data such as your IP address, browser type and pages visited, collected via standard web server logs
• We do not currently use analytics cookies or third-party tracking tools beyond what is necessary for the website to function

3. How we use your information

We use the personal information we collect for the following purposes:

• To respond to your enquiry and provide a quotation
• To fulfil our contract with you — arranging, carrying out and reporting on the survey you have instructed
• To process payment for our services
• To communicate with you about your instruction, including sending your completed report
• To comply with our legal, professional and regulatory obligations
• To maintain records for accountancy and tax purposes

We do not use your personal information for marketing purposes without your explicit consent, and we do not sell or share your data with third parties for their own marketing purposes.

4. Legal basis for processing

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

• Contract performance — processing necessary to fulfil a contract with you, or to take steps at your request before entering into a contract (e.g. providing a quotation)
• Legal obligation — where we are required to process data to comply with the law or our RICS regulatory obligations
• Legitimate interests — for example, maintaining records of completed instructions and managing our business, where these interests are not overridden by your rights
• Consent — where you have specifically opted in, for example if you consent to receive updates about our services

5. How long we keep your information

We retain personal information for the following periods:

• Enquiry records where no instruction follows: up to 12 months
• Survey files and reports: six years from the date of the report, in accordance with RICS guidance and professional indemnity insurance requirements
• Financial and accounting records: six years from the end of the relevant tax year, as required by HMRC

After the applicable retention period, personal data is securely deleted or anonymised.

6. Who we share your information with

We do not sell or rent your personal information. We may share it with the following categories of third party, only where necessary:

• Payment processors — to process payments securely. These processors act under their own privacy policies and do not use your data for their own purposes
• Website hosting and form provider — Netlify processes website enquiry submissions on our behalf
• Survey and booking systems — GoReport and Survey Booker are used to manage instructions, appointments and reports
• Email and business systems — Microsoft Outlook is used for business communications
• RICS — where required by our regulatory obligations
• Professional advisers — such as our accountant or professional indemnity insurer, under confidentiality obligations
• Legal authorities — where required by law or a court order

All third parties with whom we share data are required to handle it in accordance with applicable data protection law.

7. Your rights

Under UK GDPR, you have the following rights in relation to your personal information:

• Right of access — to request a copy of the personal data we hold about you
• Right to rectification — to ask us to correct inaccurate or incomplete information
• Right to erasure — to ask us to delete your personal data in certain circumstances
• Right to restriction — to ask us to restrict how we use your data while a complaint or objection is resolved
• Right to data portability — to receive your data in a structured, machine-readable format in certain circumstances
• Right to object — to object to processing based on legitimate interests
• Right to withdraw consent — where processing is based on consent, to withdraw it at any time

To exercise any of these rights, please contact us using the details below. We will respond within one month. We will not charge a fee for reasonable requests.

8. Security

We take reasonable technical and organisational measures to protect your personal information against unauthorised access, loss or disclosure. Our website uses HTTPS encryption. We store survey files and client records in password-protected systems.

No transmission of data over the internet can be guaranteed to be completely secure. If you have concerns about a specific communication, please contact us directly.

9. Cookies

Our website uses only essential cookies necessary for the site to function. We do not currently use analytics, advertising or tracking cookies. If this changes, we will update this policy and seek your consent where required.

10. Links to other websites

Our website may contain links to external sites (for example, RICS or our booking system). We are not responsible for the privacy practices of those sites and encourage you to read their privacy policies before submitting any personal data to them.

11. Complaints

If you have a concern about how we handle your personal data, please contact us in the first instance so we can try to resolve it. If you remain dissatisfied, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

12. Changes to this policy

We may update this Privacy Policy from time to time. The current version will always be available on this page, with the date of the last update shown at the top. We encourage you to check this page periodically.

13. Contact us

If you have any questions about this Privacy Policy or how we handle your personal data, please get in touch: