What is this Privacy Policy for?

This policy sets out the different areas where user privacy is concerned and outlines the obligations and requirements of Swift Surveyors. Furthermore, the way we process, store, and protect user data and information is detailed within this policy.

When we collect and use your personal data, we are regulated under the General Data Protection Regulation (GDPR), which applies across the European Union (including in the United Kingdom). We are responsible as a ‘controller’ of that personal data for the purposes of the GDPR. Our use of your personal data is subject to your instructions, the GDPR, other relevant UK and EU legislation, and our professional duty of confidentiality.

We take your privacy and personal data security very seriously. Please read this privacy policy carefully as it contains important information on who we are and how and why we collect, store, use, and share your personal data. It also explains your rights in relation to your personal data and how to contact us or supervisory authorities in the event you have a complaint.

Key Terms of the Policy:

We, us, our: Swift Surveyors
Personal data: Any information relating to an individual
Special category personal data:

  • Genetic and biometric data
  • Personal data revealing racial or ethnic origin, political opinions, religious beliefs, philosophical beliefs, or trade union membership
  • Data concerning health, sex life, or sexual orientation

Personal Data We Collect About You

We may collect the following personal data when taking your initial enquiry to see how we may assist you:

  • Your name, address, and telephone number
  • Information to enable us to check and verify your identity (e.g., your date of birth or passport details)
  • Electronic contact details (e.g., your email address and mobile phone number)
  • Information relating to the matter in which you are seeking our advice so that your enquiry may be directed to the correct person
  • Information about your use of our IT, communication, and other systems, and other monitoring information

This personal data is required to enable us to provide our service to you. If you do not provide personal data when requested, it may delay or prevent us from providing services to you.

How Your Personal Data Is Collected

We collect most of this information from you. However, we may also collect information from:

  • Publicly accessible sources (e.g., Companies House)
  • Directly from third parties such as:
    • HMRC
    • AML checking software
    • Credit reference agencies
    • Client due diligence providers
  • Third parties with your consent, such as:
    • Your bank or financial institution
    • Consultants and other professionals engaged in relation to your matter
    • Your employer, trade union, professional body, or pension administrators
  • Our website (via cookies; see our Cookie Policy for more details)
  • Our IT systems (e.g., CRM, document management, and time recording systems, automated monitoring of our websites, and other technical systems)

How and Why We Use Your Personal Data

Under data protection law, we can only use your personal data if we have a proper reason, such as:

  • To comply with our legal and regulatory obligations
  • For the performance of our contract with you or to take steps at your request before entering a contract
  • For our legitimate interests or those of a third party, provided this is not overridden by your rights and interests
  • Where you have given consent

Who We Share Your Personal Data With

We routinely share personal data with:

  • Our insurers and brokers
  • Our bank and finance providers
  • External service suppliers, representatives, and agents that help make our business more efficient (e.g., typing services, marketing agencies, document collation or analysis suppliers)
  • Our contractors and consultants

We impose contractual obligations on our service providers to ensure they only use your personal data to provide services to us and to you, and they must take appropriate security measures to protect your personal data.

We may also share personal data with law enforcement agencies, regulatory bodies, or potential buyers of some or all of our business (where necessary, and subject to confidentiality obligations).

Where Your Personal Data Is Held

Your personal data may be held at our offices or those of our third-party agencies, service providers, representatives, and agents.

How Long Your Personal Data Will Be Kept

We will retain your personal data for one of the following reasons:

  • To respond to any questions, complaints, or claims made by you
  • To demonstrate that we treated you fairly
  • To comply with legal obligations
  • If you have signed up for any of our newsletters (until you unsubscribe)

When it is no longer necessary to retain your personal data, we will delete or anonymise it.

Your Rights

You have the following rights:

  • Access: The right to be provided with a copy of your personal data
  • Rectification: The right to require us to correct any mistakes in your personal data
  • To be forgotten: The right to require us to delete your personal data (in certain situations)
  • Restriction of processing: The right to require us to restrict processing of your personal data (in certain situations)
  • Data portability: The right to receive the personal data you provided in a structured, commonly used, and machine-readable format and/or transmit that data to a third party (in certain situations)
  • To object: The right to object at any time to your personal data being processed for direct marketing
  • Not to be subject to automated decision-making

For further information or to exercise any of these rights, please contact us using the details below.

Promotional Communications

We may use your personal data to send you updates about marketing and sales developments, exclusive offers, or new services.

We have a legitimate interest in processing your personal data for promotional purposes, but you can opt out at any time by contacting us or using the ‘unsubscribe’ link in our emails.

Keeping Your Personal Data Secure

We have appropriate security measures in place to prevent personal data from being accidentally lost, used, or accessed unlawfully. We restrict access to your personal data to those who have a genuine business need and ensure they process it only in an authorised manner.

How to Complain

We aim to resolve any query or concern you raise about our use of your information. However, you have the right to lodge a complaint with the UK Information Commissioner’s Office (ICO) at https://ico.org.uk/concerns or by calling 0303 123 1113.

Changes to This Privacy Policy

This privacy policy was published on 31st January 2025 and last updated on 31st January 2025. We may change this privacy policy from time to time. When we do, we will inform you via our website.

How to Contact Us

Please contact us if you have any questions about this privacy policy or the information we hold about you:

Swift Surveyors – info@swiftsurveyors.net – 33 Jacob’s Wells Rd, Hotwells, Bristol BS8 1DQ