Privacy Policy

Ray & Co Surveyors
Last updated: 18/12/2025

1. Who We Are

Ray & Co Surveyors (“we”, “us”, “our”) provides building performance, damp, mould,
ventilation, and related surveying and consultancy services in the United Kingdom.

Data Controller: Ray & Co Surveyors
Email: projects@raycs.co.uk
Phone: 01702 277 099
Website: www.Raycs.co.uk

We are the data controller responsible for your personal data under UK data protection law.

2. What Personal Data We Collect

We may collect and process the following categories of personal data:

a) Information You Provide to Us
● Name
● Email address
● Telephone number
● Property address
● Information provided via enquiry forms, emails, phone calls, or bookings
● Information relevant to surveys or services requested

b) Information We Collect Automatically
● IP address
● Browser type and version
● Pages visited on our website
● Date and time of visits
● Referral source

This data is collected using cookies and analytics tools (see Cookie Policy).

3. How We Use Your Personal Data

We only use your data where there is a lawful basis to do so. We use your data to:

● Respond to enquiries and provide quotations
● Arrange and deliver surveys, inspections, and consultancy services
● Prepare reports and professional documentation
● Communicate with you about your booking or services
● Maintain internal records for business, accounting, and compliance purposes
● Improve our website and services

We do not sell your data.

4. Lawful Bases for Processing

Under UK GDPR, we rely on the following lawful bases:

● Contract – where processing is necessary to provide a service you have requested
● Legitimate Interests – to operate and improve our business, respond to enquiries,
and manage client relationships
● Legal Obligation – to comply with accounting, tax, or regulatory requirements
● Consent – where required (e.g. non-essential cookies or marketing communications)

5. Sharing Your Data

We may share your personal data only where necessary, including with:

● Professional advisers (e.g. accountants, insurers)
● IT and software providers (e.g. email, cloud storage, booking or reporting platforms)
● Regulatory or legal bodies where required by law

All third parties are required to respect the security of your data and process it lawfully.

6. Data Security

We take appropriate technical and organisational measures to protect your personal data, including:

● Secure devices and password protection
● Restricted access to personal data
● Secure cloud-based storage systems

However, no method of transmission over the internet is completely secure.

7. How Long We Keep Your Data

We retain personal data only for as long as necessary:

● Enquiry data: up to 24 months
● Client and survey records: typically 6 years, in line with contractual and legal requirements
● Accounting records: as required by law

Data is securely deleted when no longer required.

8. Your Data Protection Rights

Under UK GDPR, you have the right to:

● Access your personal data
● Request correction of inaccurate data
● Request erasure (where applicable)
● Restrict or object to processing
● Request data portability
● Withdraw consent at any time (where processing is based on consent)

To exercise your rights, contact us using the details above.

9. Complaints

If you are unhappy with how we handle your data, you have the right to complain to the Information Commissioner’s Office (ICO):

Website: ico.org.uk
Phone: 0303 123 1113

10. Changes to This Policy

We may update this Privacy Policy from time to time. The latest version will always be
published on our website.