Privacy notice
Sitestone Surveying customer privacy notice
This privacy notice tells you what to expect us to do with your personal
information.
• Contact details
• What information we collect, use, and why
• Lawful bases and data protection rights
• Where we get personal information from
• How long we keep information
• Who we share information with
• How to complain
Contact details
What information we collect, use, and why
We collect or use the following information for the purpose of carrying out surveys, inspections and related property assessment services
The personal data we process may include
• Names and contact details
• Property Addresses
• Photographs or video recordings taken during inspections
Lawful bases and data protection rights
Under UK data protection law, we must have a “lawful basis” for
collecting and using your personal information. There is a list of possible
lawful bases in the UK GDPR. You can find out more about lawful bases
on the ICO’s website.
Which lawful basis we rely on may affect your data protection rights
which are set out in brief below. You can find out more about your data
28 February 2026 1
protection rights and the exemptions which may apply on the ICO’s
website:
• Your right of access - You have the right to ask us for copies of
your personal information. You can request other information such
as details about where we get personal information from and who
we share personal information with. There are some exemptions
which means you may not receive all the information you ask for.
Read more about the right of access.
• Your right to rectification - You have the right to ask us to
correct or delete personal information you think is inaccurate or
incomplete. Read more about the right to rectification.
• Your right to erasure - You have the right to ask us to delete your
personal information. Read more about the right to erasure.
• Your right to restriction of processing - You have the right to
ask us to limit how we can use your personal information. Read
more about the right to restriction of processing.
• Your right to object to processing - You have the right to object
to the processing of your personal data. Read more about the right
to object to processing.
• Your right to data portability - You have the right to ask that we
transfer the personal information you gave us to another
organisation, or to you. Read more about the right to data
portability.
• Your right to withdraw consent – When we use consent as our
lawful basis you have the right to withdraw your consent at any
time. Read more about the right to withdraw consent.
If you make a request, we must respond to you without undue delay and
in any event within one month.
To make a data protection rights request, please contact us using the
contact details at the top of this privacy notice.
Our lawful bases for collecting or using personal information to provide
services and goods are:
• Contract – we have to collect or use the information so we can enter
into or carry out a contract with you. All of your data protection rights
may apply except the right to object.
• Legal obligation – where we are required to retain certain records for
taxation, accounting or regulatory purposes.
• Legitimate interests – where it is necessary for the purposes of our
legitimate business interests, including record keeping, managing
professional liability risk, and establishing, exercising or defending legal
claims.
Where we get personal information from
We obtain personal information directly from the instructing party responsible for the property to be surveyed. this may include:
- Councils and other public sector organisations
- Housing associations
- Private landlords
How long we keep information
We retain personal information only for as long as necessary for the purposes
for which it was collected.
Survey reports, photographs and related project documentation are retained
for up to 6 years from the date of completion in line with contractual
limitation periods and to allow us to establish, exercise or defend legal
claims.
Financial and accounting records are retained for 6 years to comply with
HMRC requirements.
Unsuccessful enquiries are retained for up to 12 months before being
securely deleted.
How we store and protect personal information
Photographs and survey documentation may be captured using secure
devices and transferred to encrypted cloud storage systems, including
Microsoft OneDrive, or securely transmitted directly to clients where
required.
Access to stored information is restricted to authorised personnel only and
protected by password-controlled systems.
Where information is transferred directly to a client, responsibility for its
further storage and processing rests with that organisation.
Who we share information with
- Councils, housing associations, landlords
- IT and cloud service providers (such as Microsoft, OneDrive) who
support our business operations
How to complain
If you have any concerns about our use of your personal data, you can make
a complaint to us using the contact details at the top of this privacy notice.
If you remain unhappy with how we’ve used your data after raising a
complaint with us, you can also complain to the ICO.
The ICO’s address:
Information Commissioner’s Office
Wycliffe House
Water Lane
Wilmslow
Cheshire
SK9 5AF
Helpline number: 0303 123 1113
Last updated - 4th March 2026