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LW Surveying & Design Ltd
Privacy & Cookies Policy

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1. Introduction
At LW Surveying & Design Ltd ("we," "us," "our"), we are committed to safeguarding and preserving your privacy. This Privacy Policy outlines how we collect, use, store, and protect your personal data in compliance with the UK General Data Protection Regulation (UK GDPR) and the Data Protection Act 2018.

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By using our website, you accept and consent to the practices described in this policy.

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2. Data Controller
LW Surveying & Design Ltd acts as the data controller for the processing of your personal data. If you have any queries about this policy or how we handle your data, you can contact us using the details below.

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3. Data We Collect
We may collect and process the following personal data:

  • Information You Provide Directly: This includes details such as your name, address, email, phone number, and any other data you provide when contacting us via phone, email, or forms on our website.

  • Information Collected Automatically: When you visit our website, we may collect technical information including your IP address, browser type, operating system, and pages visited.

  • Project-Related Data: We may collect and retain photographs of projects, some of which may contain incidental images of individuals.

  • Visitor Security Data: If you visit our office, we may collect details such as your name, time of entry, and purpose of visit. Visitor records are securely stored.

  • Social Media Engagement: If you interact with our company via social media (LinkedIn, Twitter, Facebook, etc.), we may collect publicly available information based on your profile settings.

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4. Sensitive Data
We do not collect special categories of personal data (e.g., race, religion, political views, health data, etc.), nor do we collect data related to criminal convictions.

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5. Legal Basis for Processing
We process your personal data based on the following legal grounds:

  • Performance of a Contract: Where processing is necessary to fulfill contractual obligations.

  • Legitimate Interests: Where processing is necessary for our legitimate business interests, provided these do not override your rights and freedoms.

  • Consent: Where you have explicitly provided consent for specific processing activities (e.g., marketing communications).

  • Legal Obligation: Where we must process your data to comply with a legal requirement (e.g., RICS regulatory audits).

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6. How We Use Your Data
We use personal data to:

  • Provide and personalize our services.

  • Respond to inquiries and manage client relationships.

  • Administer projects and maintain internal records.

  • Comply with legal obligations, including RICS regulatory requirements.

  • Improve our services and website.

  • Send marketing communications (only with explicit consent).

  • Protect our business operations, including fraud prevention and security monitoring.

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7. Data Retention

  • We retain project-related files and documents for at least 6 years after completion or termination of a service, and some records for up to 15 years, as per our Terms of Engagement.

  • Visitor logs are retained for security purposes but not indefinitely.

  • Data collected through cookies and website analytics may be retained for analysis and reporting.

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8. Data Sharing & RICS Compliance

  • We may share your personal data with trusted third-party service providers, such as IT providers, accountants, and CRM systems.

  • As an RICS regulated firm, our files may be subject to audit and quality assurance reviews by external organizations.

  • We do not sell or lease personal data to third parties.

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9. Data Security
We implement appropriate security measures to protect your data from unauthorized access, alteration, disclosure, or destruction. However, electronic communications and website transmissions are not entirely secure, and users submit personal data at their own risk.

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10. Social Media & Third-Party Links
Our website may contain links to external websites and social media pages. We do not control the privacy practices of these third parties and encourage you to review their privacy policies before engaging with them.

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11. Your Rights
Under the UK GDPR, you have the right to:

  • Access the personal data we hold about you.

  • Request correction of inaccurate or incomplete data.

  • Request erasure of your data (subject to legal and contractual limitations).

  • Restrict processing of your data.

  • Object to processing based on legitimate interests.

  • Request data portability.

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To exercise these rights, please contact us (see paragraph 15).

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12. Complaints & Supervisory Authority
If you believe we have not handled your data properly, you have the right to lodge a complaint with the Information Commissioner's Office (ICO):

  • Website: www.ico.org.uk

  • Phone: 0303 123 1113

  • Address: Wycliffe House, Water Lane, Wilmslow, Cheshire, SK9 5AF

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13. RICS Complaints Handling Process
As an RICS regulated firm, we operate a formal Complaints Handling Procedure. A copy is available upon request. If you are dissatisfied with how we handle your personal data, you may first contact us directly. If you are not satisfied with our response, you may escalate the matter to RICS.

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14. Updates to This Policy
We may update this Privacy Policy from time to time. Any significant changes will be communicated via our website or email.

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15. Contact Us
For any questions regarding this Privacy Policy or your personal data, please contact us here.

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