Privacy Policy

Effective Date: 08 May 2026
Last Updated: 08 May 2026

Introduction

Expert Survey Solutions Ltd (“ESS”, “we”, “our”, or “us”) is committed to protecting your privacy and handling your personal information responsibly and transparently.

This Privacy Policy explains how we collect, use, store, and protect your information when you visit our website, contact us, or use our services.

By using this website, you agree to the terms of this Privacy Policy.

1. Company Information

Expert Survey Solutions Ltd
41 Greenwood Avenue
Chinnor
Oxfordshire
OX39 4HW

Email: admin@expertsurveysolutions.co.uk

2. Information We Collect

We may collect and process the following information:

Information you provide directly

Including:

Name
Email address
Telephone number
Property address
Details relating to your enquiry
Information submitted via contact forms or email correspondence
Documents, photographs, or files you choose to send us

Technical information

When you use our website, certain technical information may be collected automatically, including:

IP address
Browser type and version
Device information
Operating system
Website usage data
Referral source
Cookies and analytics information

Future services and integrations

As our systems develop, we may also collect information through:

Online booking systems
Customer portals
Newsletter subscriptions
Live chat systems
CRM platforms
Payment processing systems
Google Workspace integrations
Monday.com integrations
Other business automation and customer service tools

This Privacy Policy applies to any future functionality unless superseded by an updated version.

3. How We Use Your Information

We use your information for legitimate business purposes, including:

Responding to enquiries
Providing quotations and services
Arranging appointments
Producing Energy Performance Certificates (EPCs)
Maintaining internal business records
Customer communication and support
Compliance with legal and regulatory obligations
Improving our website and services
Security, fraud prevention, and system administration
Managing future customer relationship and workflow systems

We do not sell your personal data to third parties.

4. Lawful Basis for Processing

Under UK GDPR, we rely on one or more of the following lawful bases:

Contractual necessity — where processing is required to provide services requested by you
Legitimate interests — for normal business operations and customer communication
Legal obligation — where we are required to retain or disclose information under applicable law or industry regulation
Consent — where legally required, such as certain marketing communications or optional cookies

5. EPC and Regulatory Information

As part of providing EPC and related property services, we may process information relating to:

Property addresses
Construction details
Heating systems
Energy efficiency information
Photographs and survey notes
Occupancy-related information relevant to the assessment

Certain information may be shared with accreditation schemes, software providers, government-approved EPC registers, or regulatory bodies where required for compliance, auditing, lodgement, or quality assurance purposes.

We retain records where reasonably necessary to comply with professional obligations, accreditation requirements, dispute resolution, or legal responsibilities.

6. Sharing Your Information

We may share information with trusted third parties where necessary for business operations, including:

Website hosting providers
Email and communication providers
Cloud storage providers
CRM and workflow systems
Accreditation schemes
EPC software providers
Government EPC lodgement systems
Payment processors
IT and cybersecurity providers
Professional advisers where legally necessary

Current and future providers may include platforms such as:

Wix
Google Workspace
Monday.com

Third parties are expected to handle information securely and in accordance with applicable data protection laws.

7. Data Retention

We retain personal information only for as long as reasonably necessary to:

Provide services
Maintain business records
Meet legal, regulatory, insurance, taxation, and accreditation requirements
Resolve disputes
Enforce agreements

Retention periods may vary depending on the nature of the information and the services provided.

8. Cookies and Website Tracking

This website may use cookies and similar technologies to:

Improve website functionality
Analyse website traffic and usage
Remember user preferences
Support marketing and advertising activity
Improve customer experience

Some cookies may be placed by third-party providers such as analytics or advertising platforms.

You can control or disable cookies through your browser settings where appropriate.

9. Marketing Communications

We may occasionally send service-related communications or business updates.

We will only send marketing communications where permitted by law or where you have provided consent where required.

You may unsubscribe or opt out at any time.

10. Data Security

We take reasonable technical and organisational measures to protect personal information against:

Unauthorised access
Loss
Misuse
Disclosure
Alteration
Destruction

However, no internet-based system can ever be guaranteed completely secure.

11. Your Rights

Under UK data protection law, you may have rights including:

The right to access your personal data
The right to request correction of inaccurate data
The right to request deletion of personal data
The right to restrict or object to processing
The right to data portability
The right to withdraw consent where applicable
The right to lodge a complaint with the Information Commissioner’s Office (ICO)

For privacy-related requests, please contact:

admin@expertsurveysolutions.co.uk

12. External Links

This website may contain links to external websites or third-party services. We are not responsible for the content, security, or privacy practices of external websites.

13. Changes to This Privacy Policy

We may update this Privacy Policy periodically to reflect changes in legal requirements, business operations, or website functionality.

The latest version will always be published on this website.

14. Contact

If you have any questions regarding this Privacy Policy or how your information is handled, please contact: