Privacy Policy

Last Updated: January 4, 2024

1. Introduction

Expert Witness Surveyor ("we", "our", or "us") is committed to protecting your privacy and ensuring the security of your personal information. This Privacy Policy explains how we collect, use, disclose, and safeguard your information when you visit our website or use our professional surveying and expert witness services.

By using our website and services, you consent to the data practices described in this policy. If you do not agree with the terms of this Privacy Policy, please do not access our website or use our services.

2. Information We Collect

2.1 Personal Information

We may collect personal information that you voluntarily provide to us when you:

• Submit an inquiry through our contact forms
• Request a consultation or quote for our services
• Subscribe to our newsletter or blog updates
• Communicate with us via email or phone
• Instruct us to act as your expert witness

This personal information may include:

• Full name and title
• Email address and phone number
• Postal address
• Company name and position
• Property address and details
• Details of your legal matter or dispute
• Any other information you choose to provide

2.2 Automatically Collected Information

When you visit our website, we may automatically collect certain information about your device and browsing behavior, including:

• IP address and browser type
• Operating system and device information
• Pages visited and time spent on pages
• Referring website and search terms
• Date and time of visits

2.3 Cookies and Tracking Technologies

We use cookies and similar tracking technologies to enhance your experience on our website. Cookies are small data files stored on your device. You can control cookie preferences through your browser settings, though disabling cookies may affect website functionality.

3. How We Use Your Information

We use the information we collect for the following purposes:

3.1 Service Provision

• Responding to your inquiries and providing requested information
• Delivering expert witness and surveying services
• Preparing expert reports and evidence
• Communicating about ongoing matters and cases
• Processing payments and maintaining financial records

3.2 Business Operations

• Improving our website and services
• Analyzing website usage and user behavior
• Conducting market research and analysis
• Maintaining business records and compliance

3.3 Marketing and Communications

• Sending newsletters and blog updates (with your consent)
• Providing information about our services
• Sharing relevant industry news and insights

3.4 Legal Compliance

• Complying with legal obligations and regulations
• Responding to legal proceedings and court orders
• Protecting our rights and the rights of others
• Preventing fraud and ensuring security

4. Legal Basis for Processing (UK GDPR)

Under UK GDPR, we process your personal information based on the following lawful bases:

• Contract Performance: Processing necessary to provide our professional services
• Legitimate Interests: Operating our business, improving our services, and protecting our legal rights
• Legal Obligation: Complying with legal and regulatory requirements
• Consent: Marketing communications and cookies (where required)

5. Information Sharing and Disclosure

We do not sell your personal information to third parties. We may share your information in the following circumstances:

5.1 Professional Services

• Legal Representatives: Solicitors, barristers, and legal teams instructing us
• Other Parties: Opposing experts, tribunals, and courts as required for legal proceedings
• Professional Advisors: Other surveyors, engineers, or specialists as necessary

5.2 Service Providers

• IT service providers and hosting companies
• Email marketing platforms (HubSpot)
• Payment processors and accountants
• Professional indemnity insurers

5.3 Legal Requirements

We may disclose your information when required by law, court order, or legal process, or to protect our rights, property, or safety.

6. Data Security

We implement appropriate technical and organizational measures to protect your personal information from unauthorized access, alteration, disclosure, or destruction. These measures include:

• Secure SSL/TLS encryption for data transmission
• Password-protected systems and restricted access
• Regular security assessments and updates
• Staff training on data protection and confidentiality
• Secure backup and disaster recovery procedures

However, no method of transmission over the internet or electronic storage is 100% secure. While we strive to protect your information, we cannot guarantee absolute security.

7. Data Retention

We retain your personal information for as long as necessary to fulfill the purposes outlined in this Privacy Policy, unless a longer retention period is required or permitted by law.

As professional surveyors and expert witnesses, we are required to retain certain records for extended periods:

• Client Files: Minimum 6 years after completion of services (in line with professional indemnity requirements)
• Financial Records: Minimum 6 years (HMRC requirements)
• Expert Witness Files: Retained for duration of legal proceedings plus 6 years
• Marketing Data: Until you withdraw consent or unsubscribe

8. Your Data Protection Rights

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

8.1 Right to Access

You have the right to request copies of your personal information held by us.

8.2 Right to Rectification

You have the right to request correction of inaccurate or incomplete personal information.

8.3 Right to Erasure

You have the right to request deletion of your personal information in certain circumstances.

8.4 Right to Restrict Processing

You have the right to request restriction of processing your personal information in certain circumstances.

8.5 Right to Data Portability

You have the right to request transfer of your personal information to another organization in certain circumstances.

8.6 Right to Object

You have the right to object to processing of your personal information for certain purposes, including direct marketing.

8.7 Right to Withdraw Consent

Where processing is based on consent, you have the right to withdraw consent at any time.

Exercising Your Rights: To exercise any of these rights, please contact us using the details provided in Section 12. We will respond to your request within one month.

9. Children's Privacy

Our services are not directed to individuals under the age of 18. We do not knowingly collect personal information from children. If we become aware that we have collected information from a child, we will take steps to delete such information promptly.

10. Third-Party Links

Our website may contain links to third-party websites. We are not responsible for the privacy practices or content of these external sites. We encourage you to review the privacy policies of any third-party sites you visit.

11. International Data Transfers

Your personal information is primarily stored and processed in the United Kingdom. If we transfer data outside the UK, we will ensure appropriate safeguards are in place to protect your information in accordance with UK GDPR requirements.

12. Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our practices or legal requirements. We will notify you of any material changes by posting the updated policy on our website with a revised "Last Updated" date. Your continued use of our services after changes constitutes acceptance of the updated policy.

13. Contact Information

If you have questions, concerns, or requests regarding this Privacy Policy or our data practices, please contact us:

14. Complaints

If you are not satisfied with how we have handled your personal information, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO):