Privacy & Cookie Policy
North Cotswold Surveyors Limited
Last updated: 3rd December 2025

1. Introduction
North Cotswold Surveyors Limited (“we”, “us”, “our”) is committed to protecting and respecting your privacy.
This Privacy & Cookie Policy explains:
 What personal data we collect
 How we use it
 How we share and protect it
 How we use cookies and similar technologies
 Your rights under UK GDPR and PECR

Company Name: North Cotswold Surveyors Limited
Company Number: 16827956
Registered Address:

2–3 Sheldon House, Sheep Street, Shipston-On-Stour, Warwickshire,
CV36 4AF

We act as the Data Controller for all personal data we process.

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2. How to Contact Us
Email: info@northcotswoldsurveyors.co.uk
Telephone: 07779 095241
Contact Person: Mr Robert Holley
Postal Address:

2–3 Sheldon House, Sheep Street, Shipston-On-Stour, Warwickshire, CV36 4AF

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3. Personal Data We Collect
We collect personal data to provide commercial surveying, consultancy, development advice, estate agency services, Red Book valuations, and related professional services.

3.1 Data You Provide Directly

 Contact form submissions (name, email, telephone, address)
 Valuation and survey enquiry forms
 Marketing and newsletter subscriptions
 Identity documents for AML/KYC checks (passport, proof of address)
 Property information, reports, and professional correspondence
 Employment enquiries and CVs
3.2 Data Collected Automatically
 Website usage data (IP address, browser type, device type)
 Cookies and Google Analytics tracking
3.3 Data from Third Parties
 Solicitors, conveyancers, and professional partners
 AML/identity verification providers
 CRM systems holding buyers, tenants, applicants, landlords
 Marketing platforms
 Publicly available sources such as Land Registry

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4. How We Use Your Personal Data
4.1 To Deliver Our Services
 Commercial surveys, appraisals and reports
 Red Book valuations
 Development and/or commercial consultancy and advice
 Estate agency and property marketing
 Managing client instructions and professional correspondence

4.2 Legal and Regulatory Purposes
 AML and identity verification
 RICS regulatory compliance
 Tax and accounting obligations

4.3 Business Operations

 Responding to enquiries
 Maintaining CRM and internal records
 Website maintenance and security
 Fraud prevention

4.4 Marketing and Advertising
 Sending newsletters and property alerts
 Remarketing and targeted advertising
You may opt out of marketing communications at any time.

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5. Lawful Bases for Processing
We rely on the following legal bases under UK GDPR:
 Contract: to deliver services or respond to enquiries
 Legal obligation: AML checks, tax, regulatory compliance
 Legitimate interest: business administration, CRM management, remarketing
 Consent: marketing communications and non-essential cookies

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6. Who We Share Your Data With
We may share your personal data with:
 CRM providers
 Email marketing platforms
 AML/identity verification services
 Professional contractors and surveyors
 Solicitors, conveyancers, and accountants
 Website hosting and IT providers
 Marketing and advertising platforms
 Regulators such as RICS (if required)
We do not sell your personal data.

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7. International Transfers
We do not transfer personal data outside the UK.
If third-party providers store data overseas, we ensure appropriate safeguards such as UK adequacy regulations or Standard Contractual Clauses.

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8. Data Retention
 Applicant/marketing data: 2 years
 Client files: 6–7 years
 AML/KYC data: 5 years
 Survey/valuation files: 15 years (professional indemnity standard)
 Website analytics: up to 26 months
 Employment/CVs: up to 6 months unless otherwise agreed
Data may be retained longer for disputes or regulatory obligations.

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9. Your Rights
Under UK GDPR, you have the right to:
 Access your personal data
 Request correction of inaccuracies
 Request deletion where appropriate
 Restrict or object to processing
 Withdraw consent at any time
 Request data portability
 Lodge a complaint with the ICO (www.ico.org.uk)

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10. Cookies and Website Tracking
Our website uses cookies and similar technologies.

10.1 What Are Cookies?
Cookies are small files stored on your device to:
 Remember preferences

 Improve website functionality
 Analyse traffic
 Deliver relevant marketing

10.2 Types of Cookies We Use
Strictly Necessary: Essential for website operation (e.g., session IDs)
Performance/Analytics: Google Analytics (_ga, _gid, _gat)
Functionality: Remember preferences (language, cookie consent)
Marketing/Advertising: Targeted ads, property alerts, remarketing
Non-essential cookies are only used with your consent.

10.3 Third-Party Cookies
We use providers such as:
 Google Analytics – website usage tracking
 Mailchimp or similar – marketing newsletters and alerts
These providers may place cookies on your device per their policies.

10.4 Managing Cookies
You can manage or block cookies through your browser:
 Chrome
 Firefox
 Edge
 Safari
Blocking some cookies may affect website functionality.

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11. Security
We implement technical and organisational measures to protect personal data:
 Secured servers
 Password-protected systems and access controls
 Encrypted communications where applicable
 Data minimisation and retention management
 Regular reviews of data handling procedures

No online system can be 100% secure.

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12. Changes to This Policy
We may update this Privacy & Cookie Policy periodically.
The latest version will always be available on our website.

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13. Contact Us
For privacy or cookie-related queries:
North Cotswold Surveyors Limited
2–3 Sheldon House, Sheep Street, Shipston-On-Stour, Warwickshire, CV36 4AF
Email: info@northcotswoldsurveyors.co.uk
Telephone: 07779 095241