Privacy Policy
Last updated: 4 November 2026
Who we are
JWA Surveyors Ltd is responsible for the personal information described in this notice. We are the data controller. This notice covers clients, enquirers, website visitors and other people involved in our work, including property owners, occupiers and representatives.
Company number: 16712025
Registered office: 56 Clear Crescent, Melbourn, Royston, SG8 6JD
Privacy contact: Jamie Ullmer, Director
Email: hello@jwasurveyors.co.uk
Telephone: 01763 797001. Companies House
Information we collect
We collect information needed to manage enquiries and provide surveying, valuation and inspection services. This can include contact details, property information, correspondence, instructions, signed terms, billing and payment records, inspection notes, photographs, drone images and reports.
We also process inbound office-call recordings and website information, such as IP addresses, browser details and website interactions.
Information comes from you, our inspections, people involved in an instruction and relevant public records. These sources may include joint clients, estate agents, owners, occupiers, solicitors, housing associations, managing agents, property listings, planning records and Land Registry information.
Why we use your information
We rely on the following lawful bases:
Contract: responding to your request for a quotation, arranging and delivering the service you instruct, and administering payment, where you are the individual client.
Legitimate interests: organising services involving other people, maintaining professional records, checking conflicts, reviewing quality, using proportionate administrative and AI assistance, securing our systems, and handling complaints or legal claims. We balance these interests against your rights and reasonable expectations.
Legal obligations: meeting applicable accounting, tax and other statutory requirements.
Consent: activities for which we request your permission, including website tracking where consent is required.
Without information necessary for an enquiry or instruction, we may be unable to provide the requested service. Enquiring or instructing us does not subscribe you to promotional emails or texts.
Call recording
Inbound calls to our office number are recorded through LoveVoIP for training and monitoring the quality of our service. Our lawful basis is our legitimate interest in maintaining and improving service standards.
You can contact us by email instead of making a recorded call. Recording retention is addressed below.
Artificial intelligence
We may use AI to assist with administration, drafting correspondence and reviewing report wording, consistency and completeness. Relevant enquiries, correspondence, notes or report content may be processed for these purposes. We limit the information supplied to what the task needs.
AI supports, rather than replaces, our professional work. Inspection findings, condition ratings, valuation conclusions and professional advice remain subject to the responsible surveyor’s judgement and approval. We do not make decisions with legal or similarly significant effects on individuals solely through automated processing.
Relevant AI use is explained in our instruction documents. Where required, we obtain express written permission before uploading confidential information. This notice does not itself provide that permission.
Sharing and protecting information
We use service providers for email, storage, website hosting, client management, electronic signatures, report preparation, accounting, telephony, analytics, advertising measurement and approved AI assistance.
Relevant information may also be shared with people authorised in connection with your instruction, our professional advisers, insurers, brokers, RICS, dispute-resolution bodies and public authorities where necessary and lawful. We do not give an estate agent your report merely because they introduced you to us.
We do not sell personal information. We use appropriate access controls, security measures and contractual safeguards. Suppliers processing information on our behalf must handle it under appropriate data-processing arrangements.
International processing
Some providers process information outside the UK. Where this involves a restricted transfer, we use applicable UK adequacy arrangements or appropriate safeguards, such as approved contractual terms and any required transfer assessment.
You can contact us for information about relevant destinations and safeguards, including how to obtain a copy of applicable safeguards.
How long we keep information
Retention depends on the record and its purpose. For professional instruction files, we consider the service provided, RICS guidance, insurance requirements, statutory obligations and applicable time limits for complaints or claims.
For enquiries that do not become instructions, we consider whether follow-up remains appropriate and whether a limited record of previous involvement is needed.
For call recordings, we consider the training and monitoring purpose, the timing of quality reviews and whether the recording remains necessary. Recordings are not automatically retained for the same period as survey files.
For AI working material, we consider the drafting, checking and audit-trail requirements separately from the authoritative instruction file. Supplier deletion and backup arrangements may affect when all copies are removed.
Relevant records may be retained longer for an ongoing complaint, claim or investigation. We review information and arrange secure deletion or anonymisation when it is no longer needed.
Website cookies and tracking
Our website uses cookies and similar technologies for essential functions, website analysis and advertising measurement. Integrations include Google Analytics and Meta Pixel. Where enabled, session-recording tools record interactions such as navigation, clicks and scrolling to help improve the website; embedded chat tools support enquiries.
Cookies and tracking that require consent must not operate before you agree. Continuing to browse does not amount to consent. Our cookie controls explain the available choices and allow you to change or withdraw consent.
Your rights
Depending on the circumstances, you can request access to your information, correction, deletion, restriction of use or transfer of certain information in a portable format. Where we rely on consent, you can withdraw it without affecting the lawfulness of earlier processing.
Your right to object: you can object to processing based on legitimate interests because of your particular circumstances. You can object to direct marketing at any time.
These rights are subject to legal conditions and exemptions. Contact us using the details above. We normally respond within one month and explain any lawful extension.
Questions and complaints
Please contact us with any question or complaint about your information. We will acknowledge data protection complaints within 30 days, investigate without undue delay, keep you informed and explain the outcome.
You also have the right to complain to the Information Commissioner’s Office, the UK data protection regulator, on 0303 123 1113.
We review this notice when our information-handling arrangements change. The date above identifies the latest version.