Privacy Policy

Introduction

Ashstep Surveys Limited ("we", "us", "our") is committed to protecting and respecting your privacy.

This Privacy Policy explains how we collect, use, store and protect personal data when you interact with Ashstep Surveys Limited, including when you visit our website, make an enquiry, instruct us to provide services, provide services to us, work with us as a subcontractor or supplier, apply for employment, or become an employee.

We process personal data in accordance with the UK General Data Protection Regulation (UK GDPR), the Data Protection Act 2018 and the Privacy and Electronic Communications Regulations (PECR).

Who We Are

Ashstep Surveys Limited
Company Number: 17124401

Registered Office and Business Address:

Email: info@ashstepsurveys.co.uk

For the purposes of data protection law, Ashstep Surveys Limited is the data controller responsible for the personal data described in this Privacy Policy.

What Personal Data We Collect

The personal data we collect depends on your relationship with us.

If You Make an Enquiry

When you contact us through our website, by email or by telephone, we may collect:

• Name
• Email address
• Telephone number
• Property address
• Who you work for
• Where you heard about us
• Details of your enquiry
• Any other information you choose to provide

If You Commission Us to Carry Out Work

If you engage us to provide surveying or related professional services, we may collect:

• Name
• Contact details
• Property information
• Project details
• Correspondence relating to the instruction
• Billing and payment information

If We Commission You to Carry Out Work on Behalf of Our Clients

Where we engage subcontractors, consultants, drone survey providers or other specialist service providers, we may collect:

• Name
• Business name
• Contact details
• Professional qualifications or certifications where relevant
• Insurance details where required
• Payment and invoicing information
• Information relating to the services being provided

If You Provide Services to Our Business

Where you supply products or services directly to Ashstep Surveys Limited, we may collect:

• Name
• Business name
• Contact details
• Contract information
• Correspondence
• Billing and payment information

If You Become an Employee

If you apply for a role with us or become an employee, we may collect:

• Contact details
• Employment history
• Qualifications and experience
• Right-to-work information
• Payroll and pension information
• Emergency contact details
• Information required to meet our legal obligations as an employer

Website Analytics

If you consent to analytics cookies, we may collect information about how you use our website through Google Analytics, as described in the Cookies section of this Privacy Policy.

How We Collect Personal Data

We may collect personal data when:

• You submit an enquiry through our website
• You contact us by email, telephone or other means
• You engage us to provide surveying services
• We engage you as a subcontractor, consultant or supplier
• You provide products or services to us
• You apply for employment with us
• You become an employee
• You consent to analytics cookies on our website

How We Use Your Personal Data and Our Lawful Bases

Under UK GDPR, we must have a lawful basis for processing personal data.

Responding to Enquiries

Purpose: To respond to enquiries, provide information about our services, prepare quotations and discuss potential instructions.

Lawful basis: Article 6(1)(b) UK GDPR – Processing is necessary to take steps at your request before entering into a contract.

Providing Surveying Services

Purpose: To deliver surveying services, prepare reports, communicate with clients, manage projects and fulfil our contractual obligations.

Lawful basis:

• Article 6(1)(b) UK GDPR – Processing is necessary for the performance of a contract.
• Article 6(1)(f) UK GDPR – Legitimate interests in operating and managing our business effectively.

Engaging Subcontractors and Specialist Consultants

Purpose: To appoint specialist service providers where required to assist in delivering services to clients, including drone survey operators and other surveying specialists.

Lawful basis:

• Article 6(1)(b) UK GDPR – Performance of a contract.
• Article 6(1)(f) UK GDPR – Legitimate interests in delivering professional services efficiently and safely.

Managing Supplier and Service Provider Relationships

Purpose: To communicate with suppliers, obtain products and services, manage contracts and process payments.

Lawful basis:

• Article 6(1)(b) UK GDPR – Performance of a contract.
• Article 6(1)(f) UK GDPR – Legitimate interests in operating and managing our business.

Recruitment and Employment Administration

Purpose: To recruit staff, manage employment relationships, administer payroll and pensions, meet employment law obligations and manage our workforce.

Lawful basis:

• Article 6(1)(b) UK GDPR – Performance of an employment contract.
• Article 6(1)(c) UK GDPR – Compliance with legal obligations.
• Article 6(1)(f) UK GDPR – Legitimate interests in managing our workforce and business operations.

Where special category personal data is processed in connection with employment, we will only do so where a lawful condition under Article 9 UK GDPR and Schedule 1 of the Data Protection Act 2018 applies.

Accounting and Financial Administration

Purpose: To manage invoices, payments, bookkeeping, taxation and financial record-keeping.

Lawful basis:

• Article 6(1)(c) UK GDPR – Compliance with legal obligations.
• Article 6(1)(b) UK GDPR – Performance of a contract.
• Article 6(1)(f) UK GDPR – Legitimate interests in managing our business effectively.

Website Analytics

Purpose: To understand how visitors use our website, improve website performance and measure the effectiveness of our marketing activities.

Lawful basis: Article 6(1)(a) UK GDPR – Consent. Analytics cookies are only used where consent has been provided through our cookie tool.

Cookies and Google Analytics

What Are Cookies?

Cookies are small text files stored on your device when you visit a website. They help websites function properly and can provide information about how visitors use the site.

Google Analytics

Our website uses Google Analytics to help us understand how visitors interact with our website. Google Analytics may collect information such as:

• Pages visited
• Time spent on pages
• Device and browser information
• General geographic location
• Website navigation patterns
• Referring websites
• IP address information processed by Google for analytics purposes

Google Analytics provides us with aggregated statistical information that helps us improve our website, understand visitor behaviour and evaluate marketing effectiveness. We do not use Google Analytics to identify individual visitors.

Cookie Consent

Google Analytics cookies are only activated when you choose to accept them through our cookie consent banner. You can:

• Accept analytics cookies
• Reject analytics cookies
• Change your cookie preferences at any time

You may also configure your browser settings to block or delete cookies. If you withdraw consent, analytics cookies will no longer be used on future visits.

Use of QuickBooks

Where an enquiry progresses into a client relationship, we may process personal data within QuickBooks, an accounting and bookkeeping platform provided by Intuit.

QuickBooks may be used for:

• Raising quotations and invoices
• Recording payments
• Maintaining accounting records
• Managing client financial information
• Bookkeeping and financial administration
• Compliance with tax and accounting obligations

Personal data processed may include:

• Name
• Business name
• Address
• Contact details
• Invoice information
• Payment records

The lawful bases for this processing are:

• Article 6(1)(b) UK GDPR – Performance of a contract
• Article 6(1)(c) UK GDPR – Compliance with legal obligations
• Article 6(1)(f) UK GDPR – Legitimate interests in managing our business

QuickBooks acts as a processor in relation to the services it provides.

When and Why We Share Your Personal Data

We do not sell personal data. We only share personal data where necessary to provide services, operate our business, comply with legal obligations or protect our legitimate interests.

Service Delivery Subcontractors

We may share relevant information with trusted subcontractors and specialist service providers where required to deliver our services. Examples include:

• Drone survey providers
• Specialist surveying consultants
• Technical inspection contractors

Such organisations will only receive the information necessary to perform their role and are required to protect personal data appropriately.

Marketing Services Providers

We may share limited information with trusted providers who help us understand the effectiveness of our marketing activities and website performance. These providers may assist us with:

• Website analytics
• Visitor behaviour analysis
• Marketing performance measurement
• Reporting and campaign evaluation

They are only permitted to process information for the services they provide to us.

Professional Advisers

We may share personal data where necessary with professional advisers including:

• Accountants
• Solicitors
• Insurers
• Regulatory advisers

Where required for legal, professional or business purposes.

Legal and Regulatory Requirements

We may disclose personal data where required to:

• Comply with a legal obligation
• Respond to lawful requests from regulators or public authorities
• Protect our legal rights
• Establish, exercise or defend legal claims

International Transfers

Some of our service providers, including technology and software providers, may process personal data outside the United Kingdom.

Where personal data is transferred internationally, we will ensure appropriate safeguards are in place, including:

• UK adequacy regulations
• The UK International Data Transfer Agreement (IDTA)
• The UK Addendum to the EU Standard Contractual Clauses
• Other transfer mechanisms recognised under UK data protection law

These safeguards are designed to ensure that personal data receives an equivalent level of protection wherever it is processed.

How Long We Keep Personal Data

We only keep personal data for as long as necessary for the purposes for which it was collected.

Enquiry Records

Where an enquiry does not progress into a client relationship, we generally retain enquiry information for up to 24 months after our last communication.

Client Records

Survey reports, project records, correspondence and client files are generally retained for up to 7 years after completion of the project. Where necessary, records may be retained for longer to establish, exercise or defend legal claims.

Supplier and Subcontractor Records

Supplier and subcontractor information is generally retained for up to 7 years after the end of the business relationship.

Employment Records

Employee records are retained in accordance with UK employment, tax and pension legislation and our internal retention requirements.

Accounting and Tax Records

Accounting, bookkeeping and taxation records are retained for a minimum of 6 years after the end of the relevant financial year in accordance with UK legal requirements.

How We Keep Your Data Secure

We take appropriate technical and organisational measures to protect personal data against unauthorised access, disclosure, alteration, misuse or loss. These measures may include:

• Secure systems and devices
• Password protection and access controls
• Restricted access to personal data
• Secure cloud-based software providers
• Staff awareness and confidentiality obligations
• Regular review of our security arrangements

While no system can guarantee absolute security, we take reasonable and proportionate steps to protect the information we hold.

Your Rights

Under UK GDPR, you have the right to:

• Request access to your personal data
• Request correction of inaccurate or incomplete information
• Request deletion of your personal data in certain circumstances
• Request restriction of processing in certain circumstances
• Object to processing based on legitimate interests
• Request transfer of your personal data where applicable
• Withdraw consent at any time where processing relies on consent
• Object to direct marketing
• Request human review of decisions made solely by automated means

To exercise any of your rights, please contact info@ashstepsurveys.co.uk. We may ask for proof of identity before responding to your request.

Automated Decision-Making

We do not carry out automated decision-making or profiling that produces legal or similarly significant effects on individuals.

Your Right to Complain

If you are unhappy with how we handle your personal data, we would welcome the opportunity to address your concerns first.

You also have the right to lodge a complaint with the Information Commissioner's Office (ICO).

Information Commissioner's Office
Website: https://www.ico.org.uk
Telephone: 0303 123 1113

Children's Privacy

Our website and services are intended for adults, businesses and property owners. We do not knowingly collect personal data from children under the age of 13.

If you believe a child has provided personal data to us, please contact us and we will take appropriate steps to remove it.

Changes to This Privacy Policy

We may update this Privacy Policy from time to time to reflect changes in our services, business operations, legal requirements or data processing activities.

Any updates will be published on this page and will take effect from the date shown at the top of the policy. We encourage you to review this Privacy Policy periodically.

Contact Us

If you have any questions about this Privacy Policy or how we process personal data, please contact us:

Ashstep Surveys Limited

Email: info@ashstepsurveys.co.uk
Company Number: 17124401