Privacy Policy

Last updated: [date]

Who we are

[legal company name], trading as Vertex Surveying Group, is the data controller for the personal information described in this policy. Company number [company number]. Registered office: [registered address]. ICO registration number: [ICO number].

For any privacy question or request, contact us at info@vertexsurveying.co.uk or on +44 7760 191368.

What we collect

Enquiries: your name, email address, phone number, property postcode and anything you include in your message, whether you contact us through the website form, by email, by phone or by WhatsApp.
Bookings and surveys: the property address, access arrangements, occupier contact details where needed, and information about the property such as measurements, construction, heating and insulation.
Photographs and thermal images taken during inspections. We aim to photograph the building, not people or personal belongings.
Billing: invoice and payment records. We do not store card details.

How we use it, and our lawful basis

To reply to your enquiry and give you a quote, because you have asked us to (steps before entering a contract).
To carry out the survey or assessment you have booked and produce your report or certificate (performance of a contract).
To lodge EPCs on the national register and keep records for our accreditation scheme's quality checks and audits (legal obligation and legitimate interests).
To keep accounting and tax records (legal obligation).
To manage our business, deal with complaints and protect our legal position (legitimate interests).

We do not sell your information, and we do not send marketing emails without your consent.

Who we share it with

The national EPC register: EPCs, including the property address and energy data, are publicly viewable. The owner's or occupier's name is not shown.
Our accreditation scheme, Elmhurst Energy, for lodgement, quality assurance and audits.
Contractors, only where you have asked us to arrange or manage improvement works.
Service providers who help us run the business, such as our email and IT providers, our website host (Render) and our website form service (Web3Forms), which delivers form enquiries to our inbox.
WhatsApp (Meta), if you choose to contact us that way.
Professional advisers, and authorities where the law requires it.

Some of these providers may process information outside the UK. Where they do, we rely on appropriate safeguards such as UK adequacy regulations or approved contract terms.

How long we keep it

Enquiries that do not lead to a booking: up to 12 months.
Survey records, reports, photographs and assessment data: [6 years / as required by our accreditation scheme].
Accounting records: 6 years, as required by law.

Your rights

You have the right to ask for a copy of your information, to have it corrected or deleted, to restrict or object to how we use it, and to receive it in a portable format. Some rights have limits; for example, we cannot remove an EPC from the national register. To make a request, contact us using the details above. We will respond within one month.

If you are unhappy with how we have handled your information, you can complain to the Information Commissioner's Office at ico.org.uk or on 0303 123 1113. We would appreciate the chance to put things right first.

Cookies and this website

This website does not use advertising or analytics cookies, and it does not track you across other sites. When you visit, the page fonts are loaded from Google Fonts, which means your device's IP address is shared with Google to deliver them. Our website host keeps short-term technical logs, such as IP addresses, to keep the site secure and running.

Changes to this policy

We may update this policy from time to time. The latest version will always be on this page.